Respite- Residential Provision for Adults with Learning Disabilities Living in Southampton

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-04e479-2025-03-10T12:00:51Z",
    "date": "2025-03-10T12:00:51Z",
    "ocid": "ocds-h6vhtk-04e479",
    "initiationType": "tender",
    "tender": {
        "id": "ICU-2025-084",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        },
        "title": "Respite- Residential Provision for Adults with Learning Disabilities Living in Southampton",
        "status": "planned",
        "classification": {
            "scheme": "CPV",
            "id": "85300000",
            "description": "Social work and related services"
        },
        "mainProcurementCategory": "services",
        "description": "Southampton City Council is in the process of reviewing its current model of residential respite provision for adults with Learning Disabilities living in Southampton and would like to engage in preliminary market consultation, to inform future commissioning. We will welcome participation in this consultation, please send in responses to procurementhealthandcareteam@southampton.gov.uk By 20th March 2025, clarifications if required can also be made to this email address.",
        "lots": [
            {
                "id": "1",
                "description": "THIS IS NOT A CALL FOR COMPETITION Southampton City Council is in the process of reviewing its current model of residential respite provision for adults with Learning Disabilities living in Southampton and would like to engage in preliminary market consultation, to inform future commissioning. Please note these proposals only relate to overnight residential respite for adults aged 18 years plus. Currently the Council runs a 4 bed respite unit (plus one emergency bed) in its own property, Provision A on the West of the City; and commissions an external provider to run a 3-bed respite service from another property, which the Council also owns, Provision B on the East of the City. The Council also commissions additional nights from other external provider/s. One proposal is to consolidate the majority of our residential respite provision into Provision A and Provision B and to only use other respite services for those clients with more complex health/clinical needs. To do this, one of our proposals is to expand our Provision A service from 4 beds to 6 beds (plus one emergency bed) and align service delivery across Provision A and Provision B respite sites, to deliver a single service across the two sites to achieve economies of scale. We are currently consulting on our proposals and exploring whether this 2-site provision (Provision A and Provision B) should be delivered by the Council or by external provider/s. We are therefore only seeking information at this stage. This request for information is to seek further views to inform the council's decision making and is not a call for a competitive procurement, any response provided by the market will remain confidential. Participation or non-participation in this market exercise is voluntary and non-binding and shall not prevent any organisation's ability to participate in any potential procurement process nor is it intended that any information supplied shall place any organisation at an advantage in any procurement process. Confidentiality is subject to the Council's statutory obligations such as under the Freedom of Act 2000 or other applicable legislation. Proposed Model - Assumptions Delivery of a residential respite service from two sites, both owned by the Council. Proposed sites * Provision B which is a 3 bedded provision * Provision A which would become a 6 bedded provision plus 1 emergency bed The Council will retain ownership of both sites and continue to bear the costs that are directly associated with the properties, for e.g. utilities, rates and building maintenance so these should not be included in your indicative costs. Proposed availability * Both provisions should be available 360 days a year. * Emergency capacity should be available throughout the year based at the Provision A site. Proposed Occupancy * Target occupancy for the core respite beds is proposed at 90% * Emergency bed occupancy is estimated at 70% Proposed Staffing * Both sites should be staffed 24/7 * Both sites should operate a 1:3 core staffing model (any additional 1:1 or 2:1 staffing costs will be charged separately) * It should be assumed that staffing for the emergency bed is supplemented by the core and where additional 1:1 staffing is needed, this would be chargeable separately. * The Council has the following existing staffing resource, it is likely that TUPE will apply: Provision A *correct as of 17/02/25 has a total staffing resource spend of PS373,788 per annum comprising the following staff: Role--------------------------------FTE**------Employers Pension Contribution Registered Manager-----1.0--------------16.8%*** Team leaders-----------------3.61------------16.8% Support Workers----------4.05-----------16.8% Housekeeper----------------0.81------------16.8% Information relating to the councils pay scales can be accessed here Pay scales ** FTE is based on 37 hours *** Information relating to the councils pensions can be accessed here Pensions Provision B *correct as of 17/02/25 has a total staffing resource spend of PS130,955 per annum, comprising the following staff: Role-------------------------------FTE**----Employers Pension Contribution Registered Manager----1.08---------3% Support Workers---------5.19----------3% * An incoming potential provider(s) will be responsible for any resulting redundancy or other TUPE related costs (redundancy/ T&C's/entitlements) these should be considered within your assumptions. Questions to respond to are: 1. How attractive, economically and operationally, do you think the council's proposal would be for the market and why? 2(a). What would you consider to be a best value indicative cost for delivering this 2-site provision? Please provide a range value cost to deliver this provision between PS xxxx and PSxxxx per annum based on the assumptions detailed throughout this document. The indicative range value cost should include: * all staffing costs, including training and annual/sick leave allowance. * all non-staff costs directly associated with running the service i.e. IT, telephones, clinical and domestic waste, travel, CQC registration, cleaning materials, equipment, maintenance of equipment ,consumables, stationery, food, laundry, surplus * and all overheads/corporate management costs, that your organisation would charge. * PLEASE EXCLUDE BUILDING COSTS E.G UTILITIES, BUILDING MAINTENANCE AND RATES. 2b). Please detail your additional assumptions that support these indicative costs An example is given below: Relates to: Staffing Assumptions: Grade Employer pension contributions @ x% Annual leave assumed at x days per year Sick leave provision @ x% of FTE posts TUPE contingency pot @ PSxxk for x post at risk of deletion Please send in responses to procurementhealthandcareteam@southampton.gov.uk By 20th March 2025, clarifications if required can also be made to this email address. Additional information: Please send in responses to procurementhealthandcareteam@southampton.gov.uk By 20th March 2025, clarifications if required can also be made to this email address.",
                "status": "planned"
            }
        ],
        "items": [
            {
                "id": "1",
                "deliveryAddresses": [
                    {
                        "region": "UKJ"
                    }
                ],
                "deliveryLocation": {
                    "description": "Southampton"
                },
                "relatedLot": "1"
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-02-20T00:00:00Z"
        },
        "amendments": [
            {
                "id": "5",
                "description": "Information relating to Provision A and Provision B as described in II.2.4) Description of the procurement: Information relating to the councils pay scales can be accessed here: https://www.southampton.gov.uk/council-democracy/council-data/pay-scales/ ** FTE is based on 37 hours *** Information relating to the councils pensions can be accessed here: https://www.southampton.gov.uk/jobs/why-work-for-us/pensions/#:~:text=As an employer, the council,to arrange your own pension."
            },
            {
                "id": "6",
                "description": "Please note the updated value of Provision B as described in II.2.4) Description of the procurement: Provision B *correct as of 17/02/25 has a total staffing resource spend of PS148,816.80 per annum, comprising the following staff: Role-------------------------------FTE--------**Employers Pension Contribution Registered Manager-----1.08-------------3% Support Workers----------5.19-------------3% * An incoming potential provider(s) will be responsible for any resulting redundancy or other TUPE related costs (redundancy/ T&C's/entitlements) these should be considered within your assumptions."
            },
            {
                "id": "7",
                "description": "Please find below responses to recently submitted clarification questions: 1. Could you clarify the actual FTE strength vs Establishment currently at Kentish Road - and include the actual bands/payscales for each level. The link in the document doesn't work We are unable to provide more detailed information re the current establishment for either site having sought advice from Procurement throughout this process. This was on the basis that the postholders are potentially identifiable and sharing individual salary information at this stage risks a potential breach of confidentiality. More detailed information will be available if this proceeds to a formal procurement exercise. Payscales as they appear on SCC website can be found here:https://www.southampton.gov.uk/council-democracy/council-data/pay-scales/ 2. The Request for Information asks for costs for 24/7 care but the original papers suggested Mon-Friday would not include between the hours of 10:00 and 16:00. Can you confirm that all costs will be 24/7 360 days? Awaiting clarification from requester as to what original papers they are referencing. 3. The Request for Information states that the staffing for the Emergency Bed should come from core staffing. How can this be achieved 70% of the time with a 1:3 ratio. The numbers simply don't add up. Would it not make more sense to operate 5 beds plus 1? The RFI states that it should be assumed that staffing for the emergency bed is supplemented by the core and where additional 1:1 staffing is needed, this would be chargeable separately. Initially capacity will come from the core and then be topped up by additional 1:1 staffing, which will be dependent on the level of need the service is required to meet. The provider would be expected to flex provision to ensure the best use of hours across any occupancy and need combination. A further examination of the emergency usage numbers suggests that 50% rather than 70% usage would be a more realistic estimate of current levels of emergency bed demand. This % change is an amendment to the original RFI."
            },
            {
                "id": "8",
                "description": "Please find below responses to recently submitted clarification questions: 1. Could you clarify the actual FTE strength vs Establishment currently at Kentish Road - and include the actual bands/payscales for each level. The link in the document doesn't work We are unable to provide more detailed information re the current establishment for either site having sought advice from Procurement throughout this process. This was on the basis that the postholders are potentially identifiable and sharing individual salary information at this stage risks a potential breach of confidentiality. More detailed information will be available if this proceeds to a formal procurement exercise. Payscales as they appear on SCC website can be found here:https://www.southampton.gov.uk/council-democracy/council-data/pay-scales/ 2. The Request for Information asks for costs for 24/7 care but the original papers suggested Mon-Friday would not include between the hours of 10:00 and 16:00. Can you confirm that all costs will be 24/7 360 days? We have reviewed the cabinet paper and there is no reference regarding inclusion or exclusion of hours of Monday -Friday (10:00 and 16:00). The RFI remains as is, under paragraph 11.2.4 that both sites should be staffed 24/7. 3. The Request for Information states that the staffing for the Emergency Bed should come from core staffing. How can this be achieved 70% of the time with a 1:3 ratio. The numbers simply don't add up. Would it not make more sense to operate 5 beds plus 1? The RFI states that it should be assumed that staffing for the emergency bed is supplemented by the core and where additional 1:1 staffing is needed, this would be chargeable separately. Initially capacity will come from the core and then be topped up by additional 1:1 staffing, which will be dependent on the level of need the service is required to meet. The provider would be expected to flex provision to ensure the best use of hours across any occupancy and need combination. A further examination of the emergency usage numbers suggests that 50% rather than 70% usage would be a more realistic estimate of current levels of emergency bed demand. This % change is an amendment to the original RFI."
            }
        ]
    },
    "parties": [
        {
            "id": "GB-FTS-132594",
            "name": "Southampton City Council",
            "identifier": {
                "legalName": "Southampton City Council",
                "noIdentifierRationale": "notOnAnyRegister"
            },
            "address": {
                "streetAddress": "Civic Centre",
                "locality": "SOUTHAMPTON",
                "region": "UKJ32",
                "postalCode": "SO147LY",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "email": "procurementhealthandcareteam@southampton.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.southampton.gov.uk",
                "classifications": [
                    {
                        "scheme": "TED_CA_TYPE",
                        "id": "REGIONAL_AUTHORITY",
                        "description": "Regional or local authority"
                    },
                    {
                        "scheme": "COFOG",
                        "id": "01",
                        "description": "General public services"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-FTS-132594",
        "name": "Southampton City Council"
    },
    "language": "en"
}