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Dynamic Purchasing System for the Provision of Childcare in the Non-Maintained Sector

Tender Overview

ORGANIZATION

Caerphilly CBC

LOCATION

West Wales and The Valleys, United Kingdom

VALUE

£14,500,000

DEADLINE

January 31, 2029 at 12:00

CATEGORY

Other

CPV CODE

85312110

REFERENCE

002950-2023

Project Timeline

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Contact Information

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Original Tender Description

The Council has established a Dynamic Purchasing System for the provision of Childcare in line with the Light Touch Regime and Public Contract Regulations 2015 schedule 3. This contract notice is to advise providers the first round of applications to join the DPS has been completed and new childcare providers can join this arrangement at any time for the validity period of the Dynamic Purchasing System. The Council is looking to engage with suitably experienced and qualified childcare providers to provide Lot 1 - Early Years Lot 2 - Flying Start Lot 3 - Assisted Places and Supported Places Suitably qualified childcare providers are able to tender for one or more lots. This DPS shall replace an existing arrangement for the provision of Childcare PS1609/17/HS, which is due to expire on the 31 March 2023. Service Providers currently awarded to the existing arrangement (PS1609) must apply to join the new DPS arrangement. The existing arrangement shall be terminated when all service providers have joined the new DPS arrangement, which must happen prior to the 31 March 2023 when the existing arrangement shall naturally come to an end. The Council reserves the right to terminate the existing arrangement end date at its own discretion. Service providers who have not successfully joined this DPS arrangement by such a time will not be utilised by the Council until they have successfully joined the DPS for the provision of childcare (DPS1003584). For the purpose of this arrangement, the term ‘childcare provision’ will be used for the non-maintained sector including Playgroups, Cylchoedd Meithrin, Day Nurseries, Childminders, Out of School provision in both Welsh medium and English medium, including Wrap around, before and after school provision. Service Providers who satisfy the criteria to their application to join this arrangement shall be subject to relevant inspection methods depending on the area of work as set out in the ITT and by Early Years Officers. All costs and charges are set by the Council. All lots are subject to the Council successfully attaining grants and ongoing levels of funding each year. Early Years shall inform Service Providers the ongoing costs and charges at the being of the financial year. The validity of the DPS is from the 01 February 2023 to 31 January 2029 with the option to extend for up to a further period of forty-eight (48) months Full details are provided within the initiation to tender (ITT) documentation
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MANDATORY EXCLUSION GROUNDS

  • No mandatory exclusion grounds are explicitly detailed in the provided tender information. However, as the DPS is established in line with Public Contract Regulations 2015, bidders would implicitly be subject to the mandatory exclusion grounds outlined in those regulations, which would be detailed in the full ITT documentation.
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ELIGIBILITY REQUIREMENTS

  • Must be a childcare provider in the non-maintained sector.
  • Must be suitably experienced.
  • Must be suitably qualified.
  • Must be able to provide services for one or more of the following lots: Lot 1 - Early Years, Lot 2 - Flying Start, Lot 3 - Assisted Places and Supported Places.
  • Must be willing to provide childcare provision encompassing Playgroups, Cylchoedd Meithrin, Day Nurseries, Childminders, Out of School provision (including Wrap around, before and after school provision).
  • Must be willing to provide services in both Welsh medium and English medium.
  • Existing service providers currently awarded to the arrangement PS1609/17/HS must apply to join the new DPS arrangement (DPS1003584) prior to 31 March 2023 to continue being utilized by the Council.
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TECHNICAL CAPABILITY REQUIREMENTS

  • Must satisfy the criteria for application to join the DPS as set out in the ITT.
  • Must be able to provide childcare provision in the non-maintained sector.
  • Must be able to provide services that are subject to relevant inspection methods depending on the area of work, as set out in the ITT and by Early Years Officers.
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FINANCIAL REQUIREMENTS

  • Must accept that all costs and charges for services are set by the Council.
  • Must acknowledge that the provision of services for all lots is subject to the Council successfully attaining grants and ongoing levels of funding each year.
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SUBMISSION REQUIREMENTS

  • Must apply to join the Dynamic Purchasing System (DPS).
  • Existing service providers (PS1609) must apply to join the new DPS (DPS1003584) prior to 31 March 2023.
  • Applications must be submitted via the e-procurement portal.
  • Full details and submission instructions are provided within the Initiation to Tender (ITT) documentation.

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PDF
Official PDF Version
PDF002950-2023_official.pdf
Summary:
This document is a contract notice for a Dynamic Purchasing System (DPS) established by Caerphilly CBC for childcare services in the non-maintained sector, inviting qualified providers to apply to join at any time and directing them to the e-procurement portal for full details and submission.

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71
Good

Tender Quality Score

This tender for a Dynamic Purchasing System (DPS) is generally well-structured and legally compliant, but its quality is significantly hampered by the absence of the full Invitation to Tender (ITT) documentation and explicit evaluation criteria.

Score Breakdown

Legal Compliance85/100

The tender clearly defines the procedure as an Open procedure for a DPS under the Light Touch Regime and Public Contract Regulations 2015, with a correctly assigned CPV code. While a reveal date is missing, the continuous nature of a DPS for new applicants mitigates this concern. No disputes or suspensions are noted.

•Missing reveal date
Clarity70/100

The description of the DPS, its purpose, lots, and types of childcare is clear and unambiguous. AI-extracted requirements are also well-defined. However, the absence of specified evaluation criteria is a significant drawback, impacting the overall clarity for potential bidders.

•No evaluation criteria specified
Completeness60/100

Basic information, estimated value, and DPS validity period are provided. However, the full Invitation to Tender (ITT) documentation, which is stated to contain full details, is not directly accessible or summarized beyond a single PDF. This omission, along with the lack of explicit evaluation criteria, represents a notable gap in completeness.

•Full ITT documentation not provided/accessible
•No evaluation criteria specified
Fairness75/100

The DPS structure, division into lots, disclosed value, and e-procurement support promote fairness. Requirements appear generic and not tailored. However, the lack of direct access to the full ITT and the absence of explicit evaluation criteria reduce transparency, which is crucial for ensuring objective and fair assessment.

•Full ITT documentation not directly accessible
•No evaluation criteria specified
Practicality70/100

Electronic submission is supported, and the DPS start and end dates are clearly specified. Financing information is also available. The main practical limitation is the absence of a direct URL for the full tender documents, requiring bidders to navigate an e-procurement portal.

•No direct document URL provided
Data Consistency90/100

Key fields are largely populated, and dates related to the DPS validity are logical and consistent. There are no reported suspensions or disputes. The 'Liable Person' field is empty, which is a minor omission.

•Liable Person field is empty
Sustainability30/100

The tender does not explicitly mention any green procurement, social aspects (beyond the core service of childcare), or innovation focus. It is also not indicated as EU funded, suggesting a lack of emphasis on broader sustainability objectives.

•Not green procurement
•No social criteria explicitly mentioned

Strengths

Clear description of services and lots
Utilizes a Dynamic Purchasing System (DPS) for continuous access
Supports e-procurement for submissions
Value and duration of DPS clearly specified
Divided into parts (lots) for broader participation

Concerns

Full Invitation to Tender (ITT) documentation not directly accessible
Absence of explicit evaluation criteria
No direct URL for tender documents
Lack of explicit sustainability (green, social, innovation) criteria

Recommendations

1. Ensure the full ITT documentation is easily accessible via a direct link or within the provided tender information.
2. Clearly define and publish the evaluation criteria for joining the DPS to enhance transparency and fairness.
3. Integrate specific sustainability criteria (e.g., environmental considerations, social value clauses) where applicable.

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Tender Quality Score
71/ 100 · Good
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