· web view1.1the national procurement service (nps) is seeking to appoint service providers to...

Corporate Training L&D Services [NPS-PSU-0031-15] v8

Invitation to Tender forCorporate Training Learning & Development Services

NPS-PSU-0031-15

SECTION 3 - SPECIFICATIONPart1 GeneralPart2 Service SpecificationPart3 Sustainable DevelopmentPart4 Performance ManagementPart5 Account ManagementPart 6 Commercial Section

Part 1 - General

1. Background

1.1 The National Procurement Service (NPS) is seeking to appoint Service Providers to supply Core training to the employees of the NPS Customer Organisations, hereafter referred to as “Customers”. The NPS’s aim is to provide a comprehensive and flexible service for all lots, to promote the Core training, in developing the Welsh public sector workforce to ensure people have the right capabilities, skills and competencies required to support efficient Welsh public sector that provide value for the taxpayer. Service Providers shall operate a friendly and efficient service, delivered by flexible, committed and professional staff.

1.2 This procurement exercise is being conducted by The National Procurement Service (NPS), which is hosted by the Welsh Government. Further information on NPS can be accessed at the link below:

http://npswales.gov.uk

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1.3 As a consequence of the Government of Wales Act 2006, the contracting party will be the Welsh Ministers, hereafter referred to as “the Customer”.

1.4 The Customer, on behalf of the Welsh public sector, wishes to establish a Framework Agreement (the Agreement) for the provision of Corporate Training, Learning and Development Services for Training and Facilitation Services. This does not include, Leadership Training & Welsh Language Training.

1.5 As their current contracts expire, NPS “Customers” will migrate onto the Framework Agreement.

1.6 This Framework Agreement is a new Agreement for the Welsh Public Sector.

1.7 The Customer’s are all integral part of the wider Welsh public service and a key priority is to equip our people to play their part in support of the wider public service reform and improvement. We need people who are effective advocates and partners, who can innovate and who see their role as enabling the public service as a whole to deliver better outcomes for the people of Wales.

1.8 The Well-being of Future Generations (Wales) Act 2015 provides the framework within which all public bodies will operate in the future. It sets seven wellbeing goals which all public bodies must work towards and requires us to think more about long term impact, work better with people and each other, look to prevent problems and take a more joined up approach. The skills development of our workforce will therefore reflect and support the achievements of these goals.

1.9 Customers will be entitled to place orders under any resultant Agreement on the Terms and Conditions of Service set out in the Framework Agreement.

1.10 NPS will be responsible for the overall management of the Framework Agreement and will also be responsible for liaising with all other Customers. However, Customers will be responsible for contract management of the Service Provider on their respective orders and contracts.

1.11 The key objective of this procurement process is to secure timely, effective, modern, high quality training that offers NPS Customers value for money and added value in the services being provided.

2. Context

2.1 As people retire later in life, not least because of the recent changes to pension age, we expect a growing strong generational mix. We

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therefore need to balance the different needs, styles and expectations of a multi-generational workforce, who bring with them different levels of experience and expertise.

2.2 The training delivery methods will need to be able to accommodate a variety of learning styles, preferences and attitudes across learners and must be flexible, affordable, sustainable and accessible. We need to embrace new technology and the opportunities it presents to the learner; we must also provide a learning offer which is readily available and accessible to all staff.

3. Scope

3.1 The Framework Agreement will be for a period of 3 years (with an option to extend the Agreement for a further period of 1 year). The anticipated start date is the 1st September 2016

3.2 The Framework Agreement will cover the supply of the following services:

Lot 1: Legislation & Constitutional Affairs

Lot 2: Policy and Ministerial Skills

Lot 3: Skilled pool of trainers / facilitators to deliver Customers’ existing training materials

Lot 4: Psychometric Assessment, 360 feedback and Team Development

Lot 5: Core Skills – Comprising of:a) Managing Peopleb) HR Issuesc) Equality Diversity and Inclusiond) Communication and Collaboration Skillse) Customer Relationship Skillsf) Programme and Project Management Skillsg) Basic Finance Skillsh) Accredited and Endorsed Learning

Lot 6: Health & Safety training

Lot 7 : First Aid training

Lot 8 : Wellbeing training

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3.3 The Lotting structure of the framework agreement is as follows:-

Corporate Training, Learning & Development Services - NPS-PSU-0031-15

Lot Description

All Wales Zone

*Regional Zones

Further Competition

1 Legislation & Constitutional Affairs

2 Policy & Ministerial Skills

3Skilled Pool of Trainers / Facilitators to deliver Customers' existing training materials

4 Psychometric Assesment, 360 feedbak and Team Development

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Core Skills - Comprising of; Managing People, HR Issues, Equality Diversity and Inclusion, Communication and collaboration Skills, Customer Relationship Skills, Programme and Project Management, Basic Finance Skils and Accredited and Endorsed Learning

6 Health & Safety Training

7 First Aid Training

8 Wellbeing Training

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2

3

4

* Regional provision - divided into 4 zones

North Wales - Isle of Anglesey, Gwynedd, Conwy, Flintshire, Denbighshire &Wrexham

Mid Wales - Powys & Ceredigion

South Wales - Pembrokeshire, Carmarthernshire, Swansea, Neath Port Talbot, Cardiff, Vale of Glamorgan, Bridgend, Rhondda Cynon Taf, Merthyr Tydfil, Newport, Monmouthshire, Blaenau Gwent, Torfaen and Caerphilly.

ALL Wales

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3.4 Provision Across Wales

Service Providers will need to be able to provide services either across Wales or in at least one selected Regional zone according to where they can provide services; they are South Wales, Mid Wales or North Wales. Prices quoted will be all inclusive and exclusive of VAT.

Where appropriate, such as for the provision of one-to-one feedback for psychometric assessment or 360 degrees feedback, consideration will be given to delivering such feedback over the phone, video conference or other digital methodology to be agreed with the Customer Organisation.

3.5 All Wales Zone: Within the all Wales zone, for Lots; 1, 2, 3, 4, 6, 7 and 8, a

maximum of 5 suppliers per lot will be appointed subject to receipt of sufficient valid tenders.

For lot 5, a maximum of ten tenderer(s) that receive the highest overall score against will be appointed subject to receipt of sufficient valid tenders.

If sufficient valid tenders are not received, the Customer reserves the right to award to a single Service Provider.

Service Provider should select the All Wales zone if they can provide an All Wales Service, this is suited for some Customer Organisations that have staff located across All Wales. Each Customer Organisation reserves the right to choose between the All Wales zone and or a Regional Zone to suit their specific requirements for each lot.

Service Provider should select which zones they wish to bid for within the qualification and commercial envelope of the Invitation to Tender. Please note that Service Provider(s) are not restricted and are able to bid for ALL zones ensuring they have sufficient capacity to ensure consistent service delivery.

The All Wales zone may be utilised by Customer Organisations that have staff located across Wales and may also support aggregated further competitions for consistent delivery / methods across Wales.

3.6 Regional Zones:

Within the Regional Zones, for Lots; 1, 2, 3, 4, 6, 7 and 8, a maximum of 5 suppliers per lot will be appointed subject to receipt of sufficient valid tenders.

For lot 5, a maximum of ten tenderer(s) that receive the highest overall score against will be appointed subject to receipt of sufficient valid tenders.

If sufficient valid tenders are not received, the Customer reserves the right to award to a single Service Provider.

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Service Provider should select which regional zone they wish to bid for within the qualification and commercial envelope of the Invitation to Tender. Please note that Service Provider are not restricted and are able to bid for any number of regional zones ensuring they have sufficient capacity to ensure consistent service delivery.

Regional Zones have been established to serve Customer Organisation locations.

3.7 Access

There are two ways of making a call-off from the Framework Agreement, either by direct award or by carrying out a further competition exercise. Direct awards may be made where it is possible to establish the most economically advantageous offer on the basis of the terms laid down in the Framework Agreement, and where all services required and proposed contract terms are included in the Framework Agreement.

4. Customers

4.1 The National Procurement Service is a pan public sector organisation, for the public sector, of the public sector, which will deliver 'All-Wales' contracts and frameworks for all public sector Customers in Wales. The current list of Customers signed up to using the National Procurement Service can be found at:http://npswales.gov.uk/about-us/customer-member-organisations?

lang=en

4.2 This list may be subject to change if further Customers sign up to use the NPS, or if any of these Customers are replaced during the life of the Agreement. Further details of the Customers that can use the Agreement will be included in the OJEU Notice.

4.3 This framework agreement will also include additional Welsh Public Sector bodies: Welsh Government Sponsored Bodies (WGSB) Welsh Ambulance Services Trust (WAST), NHS Wales Shared Services Partnership, Public Health Services (LAB), Welsh National Parks, Wales Council for Voluntary Action (WCVA) and its members, Qualifications Wales, Estyn, ONS, BBC Cymru, S4C, all Schools and Educational Establishments, Town and Community Councils, Housing Associations, and Voluntary Organisations within the City and County Boundries of Wales.

4.4 The agreement will also be available for use by all Registered Social Landlords listed in the attached link http://gov.wales/topics/housing-and-regeneration/publications/registered-social-landlords-in-wales/?lang=en

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http://gov.wales/topics/housing-and-regeneration/publications/registered-social-landlords-in-wales/?lang=en




4.5 The list of participating bodies above includes their successors in the exercise of their statutory functions, including (but not limited to) any new bodies created by the merger or reorganisation of any of them.

4.4 The Service Provider will be expected to actively market the Agreement to those Customers listed above and Appendix A. Any marketing materials will be approved in advance with the Contracting Officer at NPS.

5. Estimated quantity and value

5.1 The Agreement will not be for any fixed value. However, for information purposes, the estimated total maximum Spend of £1 Million per annum in total across all Lots.

5.2 It should be noted that the above values are merely estimates, based on historical information and cannot be guaranteed.

5.3 There is no guarantee of value or volume within the framework, however it is envisaged that the competitiveness of the arrangement will maximise participation.

5.4 Nothing in this Invitation to Tender (ITT) or any Agreements awarded as a result of this ITT process shall place an obligation of any kind whatsoever on the Customer or any other potential Customers to purchase services from the selected Service Providers to the exclusion of any other sources of supply.

5.5 Service Providers must complete all Qualification, Commercial and Technical questionnaires, relevant to the Lot for which they are bidding.

6. Minimum qualification criteria

6.1 Please note, as a minimum, Service Providers will need to meet the requirements set out in the Qualification Questionnaire. Failure to meet these requirements will disqualify the Service Provider from taking any further part in the tender process.

6.2 Service Providers responses to the Qualification Questionnaire will be checked before award of the Agreement, and if any information is found to be false, the Service Provider will be excluded from the process.

7. ICT Requirements

7.1 Please refer to the Framework Agreement and subsequent further competition documentation for further information.

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7.2 Cyber Essentials Scheme Certification - The Government is taking steps to further reduce the levels of cyber security risk in its supply chain. It is mandatory for Service Providers to demonstrate that they meet the technical requirements prescribed by Cyber Essentials. These requirements can be found at:

https://www.cyberstreetwise.com/cyberessentials/files/requirements.pdf

7.3 Data Security - The Supplier shall at all times ensure that the level of data security employed in the provision of the Services is appropriate to maintain acceptable risk levels for the handling of data securely (to be defined by each User Organisation).

7.4 Whilst the individual data items stored within the ICT solution are potentially of a sensitive personal nature, and as such require appropriate protection under Data Protection legislation to ensure their Confidentiality, Integrity and Availability, there is a real concern over the value of the complete data store.

7.5 Whilst the loss of one identity is a serious breach as it could cause distress to the individual and result in their identity being used in a fraudulent manner, the loss or compromise of the complete data store would constitute a far more serious breach as a result of the potential scale of distress or identity theft that could result. Thus the value of the aggregate data is considered to be in excess of its individual parts and will be classed as OFFICIAL-SENSITIVE.

7.6 Therefore the mechanisms/processes and protocols used to move data round in both its singular and bulk forms must be robust enough to mitigate this issue of data aggregation and appropriate for the storage, manipulation and transmission of OFFICIAL-SENSITIVE data. The Provider will notify the User and Client of any incidents involving data loss or compromise of personal data. The mechanism for doing so will be agreed with the User on award of contract.

8. Welsh Language Requirements

8.1 The Government of Wales Act 2006 confers a statutory duty on Welsh Ministers to ensure that equality of opportunity is embedded in its work (Section 77), and that the Welsh language is promoted and facilitated (Section 78). Equality of opportunity applies to all people and all the devolved functions of government. Equality targets identified in the Welsh Government’s Diversity Delivery Plan (2006) include those relating to procurement (Mainstreaming Diversity, 2006: 22).

8.2 Welsh Language Strategy: The Welsh Government has published a new strategy for the promotion and facilitation of the use of Welsh language. It has been prepared in accordance with Section 78 of the Government of Wales Act 2006.

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https://www.cyberstreetwise.com/cyberessentials/files/requirements.pdf


8.3 The Welsh Government's vision is to see the Welsh language thriving in Wales and to promote and facilitate the use of Welsh in everyday life. To achieve that, the strategy aims to see an increase in the number of people who both speak and use the language. The Welsh Government’s priority areas include increasing services available in Welsh, increasing the use of Welsh in the workplace, and improving the infrastructure to support the Welsh language.

8.4 The Welsh Language Scheme of Welsh Government sets out the services that must be delivered in Welsh. The Welsh Language Standards, which will be placed on Welsh Ministers in 2015, also sets out which services must be provided in Welsh, which come into effect from 31 March 2015.

8.5 The successful Service Provider (s) will be required to provide full bilingual services through the medium of Welsh and English as per the Customers Welsh Language scheme requirements and Welsh Language Standards 2015.

8.6 All Service Providers must adhere to the Welsh Language Standards Service Providers must be able to deliver training in Welsh in the learning areas highlighted in the standards such as induction, health and safety, recruitment and selection, attendance and performance management, customer service etc. or unless otherwise stipulated by the Customer Organisation.

8.7 There will be no additional costs to Customers for the delivery of courses delivered in Welsh (this includes all training materials) Service Providers tendering must ensure, and provide confirmation, that they are able to provide services in Welsh within the Technical envelope.

8.8 Further information can be found at:

• The Welsh Language (Wales) Measure 2011 received royal assent on 9 February 2011.

http://www.comisiynyddygymraeg.org/English/Law/welshlanguagemeasure2011/Pages/homewelshlanguagemeasure2011.aspx

Welsh Language Standards Regulations 2015

http://gov.wales/consultations/welshlanguage/welsh-language-standards-regulations/?lang=en

Welsh Language Standards (No.1) Regulations 2015 – 2015 No. 996 (W.68)

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http://www.assembly.wales/laid%20documents/sub-ld10115%20-%20the%20welsh%20language%20standards%20%20(no.%201)%20regulations%202015%20rheoliadau%20safonau%E2%80%99r%20gymraeg%20(rhif%201)%202015/sub-ld10115-e.pdf

9. Copyright and Intellectual Property

9.1 All materials developed under or in connection with the Contract shall belong to the Customer (or, where appropriate, the Crown) together with any and all intellectual property rights in those materials, which shall be assigned to and shall vest in the Customer (or, where appropriate, the Crown) and the Service Provider shall undertake all such acts as may be required to secure the ownership and complete the assignment of all rights, title and interest in those materials to the Customer (or, where appropriate, the Crown).

9.2 The Service Provider may (unless otherwise specified) use intellectual property rights developed prior to or independently of the Contract and/or third party intellectual property rights in the delivery of the Contract and in materials developed under the Contract provided that it shall grant and/or procure the grant of such licences and permissions to use such pre-existing intellectual property rights as may be required to enable the Customer to use and exploit any IPR developed under the Contract without restriction.

9.3 The Service Provider shall provide to the Customer details of any pre-existing and/or third party intellectual property rights it intends to use in the provision of materials under the Contract and shall notify the Customer of any intellectual property rights developed independently of the Contract during its delivery of the Services but intended to form part of those materials.

9.4 Permission to share the content of any materials developed under the Contract with other organisations must always be sought from and given in writing by the Customer. This includes, but is not limited to, the following: delegates and trainers’ handbooks, high level designs, presentations, case studies, exercises and quizzes, videos etc. Failure to obtain permission will be considered a breach of the Contract and compensation may be sought by the Customer from the Service Provider [to reflect any profits made arising from such breach of contract]. This shall not affect any other rights or remedies the Customer may have under the Contract or otherwise.

10. Disclosure and Barring

10.1 The Disclosure and Barring Service (DBS) helps employers make safer recruitment decisions and prevent unsuitable people from working with vulnerable groups, including children. It replaces the

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Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA) and will be applicable to this Agreement

10.2 Service Provider will be responsible for ensuring that front line staff have the appropriate Disclosure and Barring clearance and must provide confirmation of this clearance to the Customer. There may be subsequent security clearance required for onsite service provision according to the individual Customer’s policy.

11. Equipment and Accommodation 11.1 The provision of accommodation will be decided by the needs of the

participating Customer Organisation. Where an on-site service (at Customer Premises / venue) is required, the Customer will provide suitable accommodation.

11.2 The Service Provider shall provide all the equipment necessary for the supply of the Services - such as but not limited to; presentation laptop, software, media, e-materials, CD’s, flip chart markers, whiteboard markers, delegate handbooks, joining instructions and travel and subsistence, binding and photocopying etc.. Unless otherwise informed by each Customer Organisation. Further details, in this regard, will be provided at the further competition stage.

11.3 The Service Provider will need to satisfy themselves as regards to the suitability of any of the Customer’s Premises and the equipment necessary for the performance of the Contract. Site inspections or venue information can be provided / facilitated at the further competition stage.

11.4 Where possible, large items such as whiteboard and flipcharts will be made available by Customers at the training venue. This will be agreed with the Customer at the time of booking.

11.5 Where off site accommodation is required, the Customer will liaise with the Service Provider to agree a suitable location. This location must meet all relevant Health and Safety legislation and the responsibility for leasing/renting such accommodation will be bourne by the Service Provider.

11.6 When required the Service Provider will provide a breakdown of separate costs for providing the service both Off-Site (at Service Providers premises / venue) and On-Site (at Customer Organisation premises / venue) Each Customer will provide specific details at further competition stage and a pricing matrix will be required to be completed with a breakdown of the associated costs, including cancellation fees and policies.

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Backtotop

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Part 2 – Service Specification

This section will describe the fundamental Services and deliverables that a Service Provider must be able to provide. Any specific details will be discussed and agreed prior to commencement of the Contract based on the particular needs of the Customer making use of the Framework.

It is important to remember that Suppliers tendering for any of the lots will need to be able to supply services either across Wales or a Zone (s). Providers will be asked to specify costs that are all inclusive (e.g. there will be no additional costs for supplying training materials, travel and subsistence, flipchart pens/markers, flipchart paper, training sheets powerpoint presentations, binding, photocopying etc.)

12. The requirements of the Framework Agreement are detailed within the following headings:

Lot 1: Legislation & Constitutional Affairs

Lot 2: Policy and Ministerial Skills

Lot 3: Skilled pool of trainers / facilitators to deliver customers’ existing training materials

Lot 4: Psychometric Assessment, 360 feedback and Team Development

Lot 5: Core Skillsa) Managing Peopleb) HR Issuesc) Equality Diversity and Inclusiond) Communication and Collaboration Skillse) Customer Relationship Skillsf) Programme and Project Management Skillsg) Basic Finance Skillsh) Accredited and Endorsed Learning

Lot 6: Health & Safety training

Lot 7 : First Aid training

Lot 8 : Wellbeing training

13. Service Objectives

13.1 The objective of the Service is to provide a comprehensive and high quality provision of corporate training and facilitation facility across the Welsh public sector.

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13.2 There is a requirement for sufficient flexibility in the approach and delivery of the service to accommodate the different Customers structures, operating styles, cultures and job roles.

13.3 It is critical that Service Providers develop an understanding of the business, the cultures and the individual requirements of each of the Customer Organisations. It will also be necessary to develop strong relationships with each of the Customers to enable a clear understanding of their individual needs.

13.4 It is important to note that the Goods and Services under these lots are the types of requirements typically arising: this list is not exhaustive and additional Learning and Development services shall be added when and if required in line with EU Regulations.

13.5 The service provider must be able to provide all the training service(s) in both English and Welsh when required, in line with the Welsh Language Standards (No.1) Regulations 2015.

14. eLearning / Blended learning

14.1 The Customers definition of a Blended Learning Solution is where the Customer and the eLearning packages deliver and maintain additional learning products which are tailored to develop Welsh Language skills.

14.2 Service requirements, when and if blended learning is provided as part of a course or learning modules, the Service Provider must;

14.3 Provide access to existing and or developing eLearning platforms to help staff learn at different levels.

14.4 Work alongside the Customer to deliver quality eLearning products that will deliver an outstanding customer learning experience.

14.5 Ensure that all products meet the technical (IT-related) requirements of the Customer. The current technical (mandatory) requirements for customers are that all eLearning products must be;

SCORM compliant; and Meet W3C accessibility standards (Version 2). Individual files will be limited in size to 50mb – further technical

specifications will be provided in consultation as part of the development process.

14.6 Work with the Customers Internet/Intranet team to upload a link or the product onto the appropriate IT platforms and ensure that the product(s) meet the Customers system requirements.

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14.7 Provide eLearning modular products in a clear and suitable format, via the internet that can be used as stand-alone products.

15. Number of people in courses

15.1 For the majority of courses Prices are based on cohorts of up to 16 delegates. Team events may contain on average up to 25 people. The size of the cohort will be determined by the Customer Organisation according to demand and the type of learning activity involved as some training will be best delivered with a smaller number of delegates.

15.3 Where deemed appropriate by the Customer, providers may be required to deliver training using video conferencing facilities, where delegates from more than one location will come together in a virtual learning environment.

16. Scheduling, Cancellation and postponement

16.1 Where any off-site training (not on Welsh Public Sector Customer Organisations estate) is provided the cancellation policy must be agreed in advance with the customer organisation for any potential venue cancellation charges and must be agreed in advance of any bookings made. It should be noted that when 30 days notice of any cancellation of courses or delegates not attending all fees must be waivered.

16.2 If the learner or Customer Organisation cancels a single course 5 working days or less from the start date of the course, the Customer Organisation will be liable for the full cost of the course delivery. If however, the Customer Organisation cancels a single course with more than 5 working days of notice, the full fee will be wavered. Therefore, no costs can be incurred by the Customer Organisations.

16.3 If the trainer cancels the course within a 24 hour period from the delivery of the course, there must be an agreement in writing for the Customer Organisation to have a replacement session, within an agreed timescale and a discount of 10% of the value of the session will be applied to the invoice for the replacement session.

16.4 If however, there are exceptional circumstances the 10% discount of the value of the session, may be waived with an agreement on each case with the Customer Organisation.

16.5 Repeat cancellations from service providers / trainers within 5 days, will result in the escalation procedure for failure to deliver and will form part of the Key Performance Indicators that are reported on a monthly basis, as part of the contract management process.

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17. Delivery and delivery times

17.1 Trainers must be equally competent at engaging with a large group, demonstrating a skill or technique, and conducting a one-to-one feedback session. They must also be critical of their own performance, asking training groups for feedback and monitoring the outcome of training sessions. Trainers need to demonstrate a proactive approach to adapting communication style to meet individual needs.

17.2 Trainers are not expected to book attendees onto courses, but they will need to keep attendance list, get all evaluation forms completed, and return the data to the Customer Organisation, unless otherwise instructed by the Customer Organisation for each course or range of training depending on the subject area.

17.3 Trainers must provide timely and accessible course information prior to the course and supplementary learner information if required.

17.4 Trainers will be required to have set up ready for the course to start 15 minute ahead of start time, to welcome attendees. Set up time must therefore be considered by all trainers to familiarise themselves with the room and ensure that the equipment is functioning as it should.

17.5 Most full day training will start at 9.30 and finish around 16.30, Monday to Friday, unless otherwise agreed with the Customer Organisation.

18. Quality Assurance

18.1 Service Providers are required to set up a quality assurance process to evaluate the quality of the work conducted by all the trainers that are involved in delivering this agreement. The Service Providers must outline the quality assurance process that they will establish e.g. observation and training for ongoing development.

18.2 Service Providers are required to establish effective mechanisms to identify and promptly resolve any performance issues identified by Customers, delegates or through their own quality assurance process, a copy of which is to be provided within the technical envelope for evalulation.

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19. Lot 1 – Legislation & Constitutional Affairs

Background

19.1 The Welsh Government’s legislative programme is an important part of its work to delivering the outcomes that will improve the lives of people in Wales. The role of Civil Servants is to support Ministers in successfully delivering the commitments outlined within the legislative programme.

19.2 Service Providers will need to be aware of how the Welsh devolution settlement is evolving, and of how the legislative and constitutional landscape in Wales differs from that of other parts of the UK.

19.3 There is a need to ensure that Civil Servants are equipped to operate in this dynamic constitutional context with the required level and range of knowledge, skills and behaviours.

19.4 The Agreement for this lot will not be for any fixed value. However for information purposes only the estimated spend is £20,000 per annum exc. VAT

19.5 It should be noted that the above values are merely estimates, based on historical information and cannot be guaranteed.

19.6 It is required for everyone working in legislation development and implementation roles to:

a) Evaluate the need for legislation to ensure it is the most effective and appropriate method for delivering the policy, using WG policy principles as their framework;

b) Underpin all legislative projects with robust governance and resource arrangements;

c) Clearly define the policy intentions and translate them into legislation that will achieve the desired outcomes;

d) Develop and deliver each piece of legislation within the agreed timescales, cost and resources, and ensure it is effectively implemented;

e) Work in a way which is consistent with the rule of law.

Aim

19.7 To develop and deliver bespoke learning & development solutions in one or both, of the following areas:

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a) Legislation development and implementationb) Constitutional1 affairs

Objectives

19.8 To develop and deliver learning and development solutions so as to equip relevant Welsh Government / Customer Organisations officials with the necessary skills, knowledge & behaviours required for their roles so that they can:

a) Effectively develop and implement legislation for Wales b) Effectively work on constitutional matters involving Wales.

19.9 To work with the Customer on the development and/or delivery of learning and development solutions for a variety of audiences and capability levels, for example introductory learning on the constitution and comprehensive programmes for Customer Organisation officials working on Welsh primary and subordinate legislation.

Service Requirements

19.10 The Customer, requires the successful service provider to comply with the following minimum criteria:-

19.11 The service provider will develop and deliver bespoke learning and development solutions for the Customer as set out in the Aim and Objectives as above;

19.12 Working with the Customer, the service provider will ensure that any learning and development solutions are tailored to the needs of the Customer and to the development of legislation and/or involvement in constitutional affairs in a Welsh context;

19.13 The service provider will be able to display a comprehensive knowledge and sound contextual understanding of the Welsh devolution settlement, the constitutional and legislative context and the challenges unique to Wales in this respect;

19.14 The service provider will be able to display a comprehensive knowledge and sound understanding of developing legislation in a Welsh context and of the skills, knowledge and behaviours required in order to do this effectively;

19.15 The service provider will be able to display a comprehensive knowledge and sound understanding of the legal frameworks that apply in Wales and the wider UK and their effect on legislation

1 Defined here as: ‘of or relating to the Welsh or UK constitution’

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development. Specifically: public/administrative law principles, the rule of law and EU law.

19.16 The service provider will be able to display a comprehensive knowledge and sound understanding of the Welsh, wider UK and EU political context;

19.17 The service provider will be able to detail relevant experience of having designed and delivered similar learning, including leading classroom based sessions, having coaching conversations and assessing delegate competence;

19.18 The service provider will be able to provide detail of how their experience can foster credibility with the Customer’s officials working on legislation, including legal and other professionals;

19.19 The service provider will be able to provide detail of how their particular experience in one or both of these areas can add value to any learning solutions;

19.20 Any tutors and content creators working on behalf of providers must be sufficiently experienced to teach this subject matter. Academic qualifications are useful but experience and the proven ability to deliver learning of this nature is crucial. Past experience in the Civil Service, ideally in a legislative role or of working with constitutional matters relating to Wales would be advantageous.

19.21 The submission of CV’s for tutors and content creators in these areas by providers is essential and will be required for a direct award and or a further competition.

19.22 The service provider will be able to provide detail of their experience developing learning and development solutions that cater for different audiences and learner preferences;

19.23 The service provider will be expected to ensure that clearly defined aims, learning objectives, outcomes and evaluation criteria for each learning and development solution are agreed and cleared by the Customer and will be able to provide detail of their experience in developing these.

19.24 Working with the Customer, the service provider will contribute to any solution review, update or evaluation activity, including determining Return on Investment and be able to provide detail of their experience in doing this.

19.25 The service provider will be expected to provide structured ‘face to face’ learning interventions suitable for a variety of formats – including, but not limited to, classroom based learning, workshops, lectures and

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individual and small group coaching/teaching - so as to meet identified learning needs. Full day classroom learning should last 7.5 hours, with reasonable time scheduled for refreshment breaks and lunch.

19.26 The service provider will be expected to develop learning and development solutions that can be tailored to, or blended with, a variety of formats as required by the Customer – including e-learning, video, webcasts and audio/podcasts. All content, in any form, will be owned by the Customer and subject to Crown copyright.

19.27 The service provider will be expected to deliver solutions at any customer organisation premises and at other venues in Wales as required by the Customer.

19.28 The service provider, working with the Customer, will ensure that solutions can be monitored and evaluated – such as through observation, as well as formally accredited by a recognised awarding body as required.

19.29 The service provider will be expected to work closely with the Customer to ensure successful project management and delivery of any learning solution and the completion of any administration within agreed timescales.

19.30 Working with the Customer, the service provider will be expected to ensure any learning and development solution can be accredited with professional regulatory bodies as required, e.g. Solicitors Regulatory Authority and Bar Standards Board.

Learning & development solutions

19.31 Service Providers will be required to design and deliver learning and development solutions that may include, but are not limited to, the following areas:

a. the process of developing legislative proposals - from the identification of a policy which may require legislation for its achievement through to final implementation;

b. the nature and uses of the various kinds of legislation and of which kinds of legislation are appropriate to deliver particular goals;

c. why, when, how, by whom and to what effect legislation may be challenged, and how to avoid the risk of successful challenge;

d. the methods available for the enforcement of legislative provisions, and how to determine which to employ;

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e. why it is important that legislative provisions are accessible to those affected by them and the public generally;

f. Drafting legislation and taking it through the National Assembly for Wales and UK Parliament scrutiny process;

g. Principles for delegation of secondary or tertiary legislative power;

h. Analysing the components and use of good explanatory material;

i. Competence and the role of the courts;

j. The main principles of Statutory Interpretation;

k. The practical implications of the principles of rule of law and how they affect policy and legislation development in a devolved Welsh context;

l. The theory and practical implications of administrative/ public law principles and how they affect policy and legislation development in a devolved Welsh context;

m. The devolved Welsh constitutional settlement, associated organisations, their structure and purpose;

n. Governance and accountability arrangements, Inter-governmental relations and how Civil Servants need to operate to effectively work on legislative and constitutional matters in an evolving Welsh, UK and European context,.

19.32 Timetable of activity

The Customer and the service provider will produce a timetable of events that will ensure learning solutions are completed on schedule. Any variations to these milestones must be agreed in advance, with the Customer and confirmed in writing by the appointed named Contract Manager.

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20. Lot 2 – Policy and Ministerial Skills

Background

20.1 Good Policy Making and Ministerial Business Skills are important core competences of Civil Servants.

20.2 Policy making is about understanding and defining what needs to be done and delivered. Policy makers have to operate in the confluence of politics, evidence and delivery and have to be aware of and understand the different pulls / pressures that these areas bring.

20.3 Ministerial Business Skills are essential to ensure that high quality work in accordance with procedure is provided for the Welsh Ministers.

20.4 High quality effective training is needed to equip Customers with the necessary foundations to build and then to provide further interventions to refine and develop skills as careers progress.

20.5 Service Providers will be expected to work closely with relevant experts from Customer organisations (e.g. the Head of the Policy Profession and Head of the Cabinet Division for the Welsh Government) or their nominees to ensure that quality of content is maintained, courses are kept relevant and reflect Policy Skills and Ministerial Business needs.

20.6 Service Providers will need to be aware that the policy making landscape in Wales differs from that of the UK Government due to the devolved settlement. Partly as a result of this there are no pure Policy Divisions along Whitehall lines. In Wales policy development and its delivery with or in collaboration of partners / stakeholders is often by the same Welsh Government Civil Service Division / Directorate. Impact Assessments and Regulatory Impact Assessments also have a different treatment in Wales to that of the UK Government.

20.7 At present, some Customers (i.e. the Welsh Government) have designed a number of courses that are delivered in-house by Policy Experts, which are the following:

Advanced Policy Skills Course (Executive Band and higher grades) Policy into Legislation (part of the Legislation Training Programme) Basics of the Role of the Policy Adviser Basics Plus

20.8 There is a requirement, however, to source experienced external providers to design and / or deliver additional training as well as delivering Customers’ existing training materials.

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21. Overview of requirements for externally delivered courses

21.1 Service Providers will be expected to work with the Head of the Policy Profession (Welsh Government) and the Head of Cabinet to develop new courses as they are needed. Existing courses should be adapted / evolved as needed to meet business needs.

21.2 Service Providers are asked to specify which other policy training courses they have developed and are available ‘off the shelf’.

22. Detailed Service Requirements

22.1 Tutors / Trainers proposed by Service Providers must have the following qualities:

a complete understanding of the Welsh Government’s policy making principles, policy making and Ministerial Business processes and requirements to successfully deliver courses that meet delegates needs.

be sufficiently experienced to teach this subject matter. Academic qualifications are useful but experience and the proven ability to deliver courses of this nature is key. Past experience in the Civil Service, ideally as a senior policy lead would be extremely useful.

22.2 Service Providers are required to: Provide a range of courses applicable for all grades in the

Welsh Government to develop / improve Policy Making and Ministerial Business Skills.

Work with the relevant Welsh Government in-house experts to develop and deliver courses and keep them up to date.

Each course outline must include; Course Title; Duration; Overview; Target Audience; Course Aim; Course Objectives; List of staff outcomes, and Method Statement.

Course hours and timetable to be agreed with the Customer in advance. Timing and location must be flexible to fit the needs of the staff based in all offices of the Welsh Government.

Each course must include all hand-outs (course books, study books, CDs, learning logs, as required), and all visual presentations.

Cost of delivery, hand-outs, CDs, learning logs, any visual aids, and collection of management information such as attendance, booking of delegates and evaluation, should be included in the cost of the course.

Design cost of bespoke classes to be agreed in advance with Customer. (No design cost will be incurred for courses already designed).

Courses duration will vary from half day, to 1 or 2 day each.

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23. Suite of Current Courses for which training materials are currently available;

Ministerial Advice (currently 1 day)Open to all Welsh Government staff particularly those new to this work or who would like to update their skills.It is designed to provide delegates with knowledge of how to prepare Ministerial advice and give confidence in selecting and presenting appropriate content.

Effective Speech Writing (currently 2 days)The course analyses the structure and characteristics of effective ministerial speeches and is open to all Welsh Government staff who are involved in writing speeches for Welsh Ministers. Delegates are given the opportunity to practise the skills of drafting speeches using examples of their policy area.

Assembly Questions and Ministerial Correspondence (currently 1 day)This course is intended to give delegates an increased understanding of what Ministers require when delegates draft replies to Assembly Questions and Ministerial Correspondence.

The Diary Case Process (currently 1 day)The course identifies the types of written work delegates may need to produce during the Diary Case Process. It is centred around a case study that gives delegates an understanding of “effective lines to take” and the opportunity to construct a Diary Case.

Policy Development (currently 2 days)The course provides an overview of the context and priorities of policy development in Wales. This course provides an understanding of:

The principles of policy development and the activities involved The principal tools and methods used with examples of good practice It also gives an opportunity to practise skills and techniques involved

and assess further development needs.

a)

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24. Lot 3 – Skilled pool of trainers / facilitators to deliver Customers existing training materials

Background

24.1 We require a pool of highly experienced Service Providers (trainers / facilitators / tutors) who can deliver a number of training courses using Customers’ existing training materials. We expect trainers to develop a thorough understanding of the Customer’s products so that they can respond confidently to detailed questions during training sessions.

24.2 They must also be capable of selecting the right format to deliver training. Trainers must be familiar with a range of training tools and techniques, including workshops, classroom lectures, videos or presentations, online learning, one-to-one engagement, and group role-play sessions. When planning training for groups, trainers must be able to assess the requirements of individuals within groups and adapt their communication style accordingly.

24.3 Trainers / facilitators must have the following qualities:

Excellent Communication skills –presentation, listening, explaining, giving feedback Excellent Interpersonal skills – building relationships, sensitivity, handling conflict Assertiveness – confidence, challenging and supporting, negotiating Flexibility – knowledge, creative, adaptable, manage change Expertise – experienced, insightful

24.4 Proposed trainers would need to either hold a CIPD qualification in training practice or have equivalent experience within a training role, evidence to be provided within the technical envelope.

24.5 As a minimum all Service Providers must be able to provide training in HR matters relating to staff induction, attendance and performance through the medium of Welsh in line with the Welsh Language Standards.

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25. Lot 4 – Psychometric Assessment, 360 feedback and Team Development

25.1 The Customer requires Service Providers that are qualified in the use of the following psychometric tools: EQi, MBTI, Belbin, MTQ48, Anagram, and Insights. The Customer also requires Service Providers who are qualified in the administration of 360 feedback tools.

25.2 The provision of this Service includes the deployment, report and administrative support to enable users to access those tools across different IT systems with alternative options where online access is not possible.

25.3 In order to tender for this Lot, Service Providers must:

1. be qualified in the administration of a minimum of 3 of the tools described and

2. demonstrate that they have used these tools for team development to:

a) build teams of individuals to work harmoniously and productively together, by helping staff to understand themselves, understand others, and learn how to work together in a positive way;

b) help staff gain valuable insight about their performance from those they closely interact with on a regular basis, and lead to further personal and professional development;

c) learn about their personality type to help understand themselves better. The aim is to increase motivation, improve relationships with others, identify team members’ core strengths and limitations as well as individuals’ potential;

d) assist Teams in gaining an understanding of their dynamics, skills, behaviours and how these can be adapted and enhanced to create maximum team performance;

e) increase self-awareness and learn to use emotional and social intelligence in the workplace.

25.4 Service Providers are expected to utilise suitably qualified personnel to support the feedback process. This might include bespoking or personalising content/questions/feedback topics within the tool; following up contributors who have not responded; handling Customer queries regarding the use of 360 tool and / or psychometric tools, and the production of high quality Management Information and analysis thereof.

25.5 Service Providers will also have to demonstrate;

b) Integrity of data access and storage (web based security) andAvailability of non-digital options where email/on-line access is not possible.

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26.Lot 5 – Core Skills

Background

26.1 To qualify to tender for this Lot, Service Providers must be able to: Provide a list of the courses that they have developed in each of the

required learning categories provided in Table 1 (i.e. these courses will be ‘off-the-shelf). It is therefore essential that Service Providers are the rightful copyright owners of any proposed learning materials.

Deliver any of the proposed off-the-shelf learning activities Design bespoke training if necessary, in any of the areas in Table 1.

Please note that the list is not exhaustive of all possible learning areas, but provide a range of Training areas that are currently being delivered; this list will develop further during the life of the framework agreement, to suit specific Customer Organisations requirements.

Table 1: Categories of learning / training required – Core Skills

A Managing people

B HR Issues (including, improving attendance & performance, managing talent) – must be able to provide training relating to induction, interviewing, attendance and performance through the Medium of Welsh. Materials must therefore be available in Welsh as well as English

C Equality, Diversity & Inclusion

D Communication and Collaboration skills

E Customer Relationship Skills

F Programme and Project Management

G Basic Finance Skills

H Accredited and Endorsed Learning

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Description of Requirement

26.1 (A) Managing People

Service Providers are asked to submit a list and brief summary (max 100 words each) of available training courses / learning interventions that they have developed that meet the following learning outcomes:

build an environment that supports and nurtures creativity and innovation

effectively transform their organisations – bringing their people with them

build high performance through others communicate purpose and direction with impact, clarity and

enthusiasm work collaboratively and act corporately – earn the trust of those they

manage understanding and planning their role as change manager and/or

leader understanding the engagement principles and building effective

networks, while empowering people leading others through change see the big picture whilst managing delivery outcomes to timescale

and budget challenges presented by dispersed teams - building trust amongst

team members, becoming attuned to what people think and feel in the absence of visual cues, diagnosing team problems without the benefit of nonverbal behaviour, inspiring people from afar, set clear goals and objectives, be clear with what is expected from staff

manage performance effectively adapting own leadership style to suit different personalities utilising different strategies for handling difficult situations how to effectively plan, prioritise and organise developing systems to manage multiple demands managing pressure effectively how to network and build their own support and information networks

26.2 (B) HR issues


Maximise staff attendance at work, minimise absence and develop an understanding of the latest Case Law. (Service Providers are to note that this requirement is to be seen as different from equipping delegates with

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the knowledge of internal policies to manage attendance). Training on improving staff attendance at work must be available bilingually in line with the Welsh Language standards. Delivery must be maximum 3 hours.

Develop an understanding of the most appropriate approaches to use to improve staff performance by considering effective practices across different organisations. Training on improving staff performance at work must be available bilingually in line with the Welsh Language standards. Delivery must be maximum 3 hours.

Develop good practice in the interviewing and selection of candidates, being aware of the current legal framework and the latest Case Law. Training in recruitment and selection must be available bilingually in line with the Welsh Language standards. Delivery must be maximum 1 day.

Equip prospective interviewees with the skills to be successful at interview. Delivery must be maximum 3 hours.

Develop an understanding of the different types of unacceptable behaviours that can be encountered in the workplace, including the most recent Case Law, and select the most appropriate intervention to tackle them efficiently and effectively. Delivery must be a maximum of 3 hours.

26.3 (C) Equality, Diversity and Inclusion


Understanding the meaning and importance of equality, diversity and inclusion.

Gaining knowledge of the main features of equality law and duty Appreciating what benefits equality and diversity bring to the Welsh

public service and Wales Understanding individual responsibilities in creating an inclusive

working environment and meeting the needs of the diverse population of Wales

Learn to recognise and tackle inappropriate behaviours, language and bias (conscious or unconscious). Gaining an insight of the types of discrimination, possible consequences and the latest Case Law

Reinforcing the values of the Customers and the Senior Team’s commitment to creating an inclusive workplace

Gain a deeper understanding of the issues that affect mental health, disability, race, Transgender, gender, social mobility, and Lesbian, Gay, Bisexual (LGB) groups

26.4 (D) Communication and Collaboration SkillsService Providers are asked to submit a list and brief summary (max 100 words each) of available training courses / learning interventions that they have developed that meet the following learning outcomes:

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Understand the differences between face to face and written communication and be able to adapt communication to audience, learning from best practice examples

Apply with confidence active listening techniques and ask effective questions

Select most appropriate approach to overcome barriers to communication and be aware of own non-verbal behaviour

Communicate persuasively and with impact, building influence by overcoming resistance and cultivating relationships

Establish rapport with others and engage stakeholders to work collaboratively

Selecting the most appropriate communication techniques to enhance staff engagement

Understand the benefits of assertiveness over aggression or submission

Developing trust Present with impact to small and large audiences Develop negotiation skills Work collaboratively across departments and organisations,

understanding the drivers and the benefits of collaborative working, and recognising the different forms of collaboration

Recognising the likely issues and challenges with collaborative working and identifying the behaviours required fro collaborations to succeed

Use techniques for collaborative working Develop networking skills and utilise networking for enhancing

collaboration

26.5 (E) Customer Relationship Skills


understand and explain what good customer service looks like understand how to develop a customer service strategy including

digital channels understand customer insights and be able to apply them to their work define and improve customer service performance defuse hostility and deal with conflict situations handle telephone calls including challenging calls adopt communication techniques that best suit the customer deal with complaints professionally using customers’ information appropriately, including undertaking

appropriate analysis to support decision making, such as planning, validation, interpretation

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26.6 (F) Programme and Project Management Skills (PPM)

It is not just project professionals that need to work in a project based way, but rather all Welsh public service staff need to have some understanding of how to deliver projects so that we spend taxpayers’ money as effective as possible.

There must be a portfolio to build awareness of skills of project delivery: not just awareness of the tools and techniques, but also and understanding of the impact of other work – for example policy, legal or contract management – on the delivery of projects

The Customer requires Service Providers to deliver accredited (such as PRINCE 2) and non-accredited courses. Service Providers are asked to submit a list and brief summary (max 100 words each) of available training courses / learning interventions that they have developed that meet the following learning outcomes:

Understand the principles of Project Management Be able to define a project and how a project way of thinking can make

it easier to manage work Identify areas for improvement through to evaluating a change Use PPM tools and techniques to assist in delivery of successful

outcomes Be able to set up an appropriately skilled project team, use

governance processes and assign roles and responsibilities Scope and plan a project effectively and monitor its delivery Select the appropriate management approach for a project Appreciate the relationship between scope, time, resource and quality

in delivering a successful project outcome Gain an understanding of the project lifecycle and identify the key

steps within it that need to be completed in order to progress and finally close a project

Understand the role of risk management in delivering an effective project outcome

Appreciate the importance of horizon scanning and flexibility when running a project

Effectively manage project scope and the impact of scope change Engage in effective stakeholder management, team dynamics and

communication to ensure project delivery Be aware of the tools and techniques available to support project

working Review project and manage knowledge at its close to make sure learnt

lessons are embedded, best practice is shared and mistakes are not repeated by the team or other colleagues

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Service providers are also asked to provide a list of accredited learning in PPM that they are able to deliver.

The submission of qualification / experience of tutors in this specialist area, to deliver these courses is essential and will be required to evidence within the technical envelope.

26.7 (G) Basic Finance Skills


Develop an understanding of how to manage budgets effectively

Appreciate the importance of opportunity costs Learn basic financial planning techniques Understand the central role of Performance indicators Understand balance sheets

26.8 (H) Accredited and Endorsed Learning

Service Providers are asked to submit a list and brief summary (max 100 words each) of all the courses / learning interventions that they provide in any of the learning topics described in this Specification that are accredited and / or endorsed as follows:

Free standing units of achievement (i.e. Quality Assured Lifelong Learning QALL)

Regulated Qualifications Endorsed learning

Service providers are also asked to specify:

the number of hours of learning to complete each course, the number of credits (if applicable) and / or the level of qualification for each learning intervention;

the Accreditation Body that they are working with;

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27.Lot 6 – Health & Safety training

27.1 To ensure compliance to the relevant Health & Safety regulations, Customers in the Welsh public sector provide numerous training courses to their staff.

27.2 The requirements are set out in the following broad headings:

a) Evacuation Chair trainingb) IOSH trainingc) Health & Safety trainingd) Risk Assessment traininge) Fire Marshall trainingf) Accident investigation trainingg) Control of Substances Hazardous to Health

27.3 Service Providers are encouraged to bid for this lot even if they are not able to provide all the training listed below. The table is for illustrative purposes only. The service providers however, are requested to state in their tender submission, technical envelope what courses they would be able to provide. Service providers may also propose other courses / learning activities that they have developed and are readily available for delivery.

27.4 Service Providers are required to tender against the following 3 scenarios, within the technical envelope;

a) Deliver training using existing Customers’ training materials. No design costs would be incurred.

b) Design in collaboration with the Subject Matter Experts within Customers’ organisations new bespoke learning activities as required

c) Deliver courses that are available via the Service Provider (i.e. where the Service Provider owns the IPR). These courses would be off the shelf courses and with no tailoring to suit the customer’s own requirements. No design costs would be incurred or charged.

(Note: The table is not exhaustive; as the customer’s requirements change there will be requests for further course development).

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27.5 Table 1: Types of H&S courses required from Service ProvidersCourse Name /

subject area

Specific qualications of trainer

Duration Learning outcome

Fire Evacuation chair training

4 hours Staff to be aware of the legal requirement (Provide staff with the legal requirement (Health & Safety at Work Act, Management of Health & Safety at Work Regulations, Regulatory Reform Fire Safety Order).

Staff to have a practical session of moving a person down a flight of stairs using the evacuation chair.

Understand the local office procedures and local policyFire Evacuation chair refresher training

1 hour Covers the practical element of using the Evacuation Chair, to refresh the skills of the chair operators

To understand the customer’s policy and procedures

Manual handling

3 hours Provide staff with the legal requirement (Health & Safety at Work Act, Management of Health & Safety at Work Regulations)

Staff to be aware of the correct safe techniques of lifting a load.

Staff to have practical session of identifying, selecting, lifting a load.

To understand the customer’s policy and proceduresManual handling (Local Gov.specific)

WLGA Manual Handling Passport scheme trainer

2 days Aims to provide participants with the knowledge and skills to safely move inanimate objects and people. Participants will be assessed in line with the standards contained within the WLGA Manual Handling Passport scheme.

The training consist of 7 units; Module A – Manual Handling Theory Module B – Inanimate Load Handling & Practical Application

of Ergonomics Module C – Sitting, Standing and Walking Module D – Bed Mobility Module E – Lateral Transfers Module F – Hoist Transfers

IOSH Managing Safely(or equivalent)

Approved IOSH trainer

Half day Introducing Managing Safely Assessing Risks• Controlling Risks Understanding your responsibilities Identifying hazards Investigating accidents and incidents Measuring performance Protecting our environment

IOSH managing Safely refresher(or equivalent)


1 day Revise key management responsibilities from the Managing Safely course

Update relevant changes in relevant, good practice guidance, legislation and standards

IOSH Leading Safely(or equivalent)


2 hours Recognising the value of strategic safety and health and its integration into business management systems and performance

Understanding safety and health responsibilities Appreciating the consequences of poor safety and health

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Planning the overall direction for safety and health in your organisation

Understanding the importance of adequately resourcing your safety and health management system

Knowing why you should monitor and review your safety and health performance

Health & Safety induction

Half day Staff to be aware of the legal requirement of Health & Safety in the workplace

Basic understanding of general first aid (e.g. how to summon assistance), fire and emergency egress procedures, how and why to report an incident/accident/near miss), DSE Assessments, hazard and risk identification and assessment,

To understand the customer’s policy and proceduresGeneral Health and Safety

Half day Staff to be fully aware of their roles and responsibilities with regards H&S

Knowledge of first aid procedures, fire evacuation procedures, PEEPs etc)

Provide staff with the legal requirement (Health & Safety at Work Act, Management of Health & Safety at Work Regulations)

To understand the customer’s policy and proceduresHealth and Safety for Managers

Half day Managers to be fully aware of their roles and responsibilities with regards to maintaining a positive health & safety culture within the workplace.

Understanding of hazards and risks in the workplace, and of how to address them.

Knowledge of Risk Assessment process, and of where to look for advice and guidance on completing risk assessments.

Thorough understanding of their role with regards workplace adjustments for their staff (e.g. the legal obligation behind the need for adjustments, the penalties for not agreeing)

Understanding of their role with regards Personal Emergency Evacuation Plans (PEEPS)

Provide staff with the legal requirement (Health & Safety at Work Act, Management of Health & Safety at Work Regulations)

To understand the customer’s policy and proceduresRisk Assessment training

1 day Provide staff with the legal requirement (Health & Safety at Work Act, Management of Health & Safety at Work Regulations)

Provide staff with the knowledge to recognise workplace hazards and risks, and to use standard WG risk assessment templates to assess the risk and to provide any mitigating actions.

Staff completing the training will become workplace risk assessors

To understand the customer’s policy and proceduresFire Warden / Marshall training

Half Day To understand the principles of fire and emergency procedures

To have a working knowledge of fire prevention techniques (Inspections), fire fighting techniques and evacuation procedures

To understand the customer’s policy and proceduresAccident & Incident investigation

1 Day Explain the requirements for reporting of accidents State the benefits of reporting and investigating accidents State the costs of accidents etc (legal, financial and

humanitarian) Demonstrate an understanding of the measures and

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procedures required for investigation of any incident or ill health in the workplace

Demonstrate, within their area of responsibility, effective management of incident investigation

Learn lessons from the investigation of incidents, accidents and ill health

To understand the customer’s policy and proceduresHealth & Safety induction

Half day Staff to be aware of the legal requirement Basic understanding of general first aid (e.g. how to summon

assistance), fire and emergency egress procedures, how and why to report an incident/accident/near miss), DSE Assessments, hazard and risk identification and assessment

To understand the customer’s policy and procedures Including training for elected members and School Governors

Control of Substances Hazardous to Health

Half day To provide staff with an understanding of the legal and moral

reasons behind the need to control substances To understand the Customer organisations policy and

procedures Provide staff with the legal requirement (Control of

Substances Hazardous to Health, Health & Safety at Work Act, Management of Health & Safety at Work Regulations)

To understand the customer’s policy and proceduresHand Arm Vibration Awareness

1 day To provide staff with an understand of the implications of working with Vibration apparatus and the Health & safety regulatory requirements

To understand the legal requirements and support / tests available under the regulations and assessments.

To understand the customer’s policy and procedures.Working at HeightTraining

2 day To provide staff with training of the legal requirement from HSE with Working at Height

To train staff with the planning and use of risk assessment of working at Height.

To train staff with the use of equipment in accordance with the legal requirements

To understand the customer’s policy and proceduresDisplay Screen Equipment (DSE) assessor training

1 day How to carry out a DSE assessment to meet legal and moral duty of care

Check that the set up of computer equipment is suitable for the DSE user by understanding ergonomic standards and principles

Understand how musculoskeletal injuries occur, and how they can be prevented for all types of DSE users (desktop, hot deskers, homeworkers, standing workers, mobile workers, agile workers etc)

Undertake DSE assessments for expectant mothers and workers with musculoskeletal disorders ie back pain, carpal tunnel, wrist pain

Provide advice to the DSE user so that he or she can avoid the risk of physical, visual and stress discomfort

Know how to select equipment, and know when to exceed the basic requirements.

Practical sessions to allow assessments to be done in a “real world” scenario

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28.Lot 7 – First Aid training

28.1 To ensure compliance to the relevant Health & Safety regulations, Customers in the Welsh public sector provide numerous First Aid training courses to their staff.

28.2 Suppliers are encouraged to bid for this lot even if they are not able to provide all the training listed below. The table is for illustrative purposes only. The suppliers however, are requested to state in their tender submission what courses they would be able to provide. Suppliers may also propose other courses / learning activities that they have developed in the technical envelope.

28.3 Suppliers must ensure that the content of the courses are in line with the requirements set out by the Health & Safety Executive (Health & Safety First Aid) Regulations 198; HSE guidance document L74.

28.4 Service Providers are required to tender against the following 3 scenarios:



c) Deliver courses that are available via the Service Provider (i.e. where the Service Provider owns the IPR). Courses presented in Table 2 describe the learning areas that need to be supplied to providers as ‘off the shelf’ courses for which no additional design costs will be incurred. Service Providers may propose other courses / learning activities that they have developed


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28.5 Table 2: Types of First Aid courses required from Service Providers

First aid at work

Skills, qualifications and competencies set out in http://www.skillsforhealth.org.uk/images/standards/qcf/First%20Aid%20Assessment%20Principles.pdf

4 days Staff to be aware of the legal requirement (Provide staff with the legal requirement (First Aid at Work Act, Health & Safety at Work Act, Management of Health & Safety at Work Regulations)

Provide staff with the skills to provide first aid assistance ahead of any professional help arriving at the scene.

Full knowledge of all likely workplace injuries and how to treat them, including scalds, choking, grazes, cuts, loss of consciousness, broken bones, sprains etc


First aid at work refresher

See requirements of “First Aid” course

1 day To allow qualified first aid staff to refresh their skills to enable them to extend their qualification for a further 3 years.


Emergency First Aidat work


1 day To equip staff with the knowledge to provide emergency first aid to others.


Defibrillator operator


4 hours To train staff in how to use the defibrillators. To understand the customer’s policy and procedures

Emergency First Aid for drivers


1 day To train staff who drive for business reasons on how to administer first aid to others at the scene of a vehicle crash until professional medical help arrives.


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http://www.skillsforhealth.org.uk/images/standards/qcf/First%20Aid%20Assessment%20Principles.pdf




29.Lot 8 – Wellbeing training

To ensure compliance to the relevant Health & Safety regulations, Customers in the Welsh public sector provide numerous Wellbeing training courses to their staff.

Suppliers are encouraged to bid for this lot even if they are not able to provide all the training listed below. The table is for illustrative purposes only. The suppliers however are requested to state in their tender submission what courses they would be able to provide. Suppliers may also propose other courses / learning activities that they have developed.

29.1 Suppliers are required to tender against the following 3 scenarios:



c) Deliver courses that are available via the Service Provider (i.e. where the Service Provider owns the IPR). Courses presented in Table 3 describe the learning areas that need to be supplied to providers as ‘off the shelf’ courses for which no additional design costs will be incurred. Service Providers may propose other courses / learning activities that they have developed.


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29.2 Table 3: Types of Wellbeing courses required from Service Providers

Alcohol & Substance mis-use

Half day To equip managers with the competencies to recognise signs and symptoms of alcohol and substance mis-use in their teams, and to give them the knowledge to know what support mechanisms exist to assist the staff member.

Stress and Mental Health – for employees

N/AHalf day

Describe the detrimental effect of stress on the health and well-being of the individual and the efficiency of the organisation

State health and safety responsibilities for proactive stress management at work

Define the term stress and its causes Describe the Primary Stress Response and recognise

personal emotional, physical and behavioural signs of stress To build on the understanding of the impact of ‘pressure on

performance’. Identify personality traits and behaviours that suggest

susceptibility to stress Describe the type of interventions that might be appropriate in

stress prevention and management Be committed to managing stress in a positive and health-

conscious way To raise awareness of the sources of support available to

Managers.Improving Mental Health, Wellbeing and Reducing Stress in the Workplace for Managers

N/A Half day Define the manager’s responsibilities for the prevention and reduction of stress in the workplace.

Understand the human function curve and the effects of pressure on individuals.

Feel empowered to initiate conversations at an appropriate time with staff and be aware of the interventions that may be appropriate in stress prevention and management.

Be aware of the services offered by the manager’s organisation and external organisations that provide support and advice to all staff

Be committed to managing stress in a positive and health-conscious way.

NEBOSH General Certificate in Health & Wellbeing

5 days Identifying risks to health at work Learning how to manage sickness absence and implement a

return to work programme Prevention and management of work related stress Management of people with musculoskeletal disorders Dealing with mental health at work.

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[NPS-PSU-0031-15]

P art 3 – Sustainable Development

30. Drivers

30.1 There are a number of drivers in place to promote the principles of sustainable development including:

Well-being of Future Generations (Wales) Government of Wales Act 2006 – Section 79 Local Government Act 2000 Welsh Language Standards 2015

30.2 Procurement is viewed as a key driver for delivering Customers sustainable development commitments. The Welsh Government is striving to develop a vibrant Welsh economy capable of delivering strong and sustainable economic growth by providing opportunities for everyone in Wales. Sustainable Development means ensuring that our actions contribute in the round to social, economic and environmental well-being now and in the future; improving the environment, building stronger communities, reducing social exclusion and poverty and encouraging the development of the economy.

30.3 The commitment to deliver ‘community benefit’ outcomes from our procurement activity is designed to ensure that wider social and economic issues are taken into account when spending public money. The intention is to achieve the very best value for money in the widest sense.

31. Principles of Sustainable development

31.1 The three pillars of sustainable development are environmental, social and economic development.

31.2 Sustainable development can be achieved by embedding sustainability principles into public sector procurement and NPS require that the Service Provider are aware and their sub Service Providers alike contribute to sustainable development principles.

31.3 NPS and the potential Customers are committed to the adoption of sustainable development principles, the Service Provider are therefore expected to:

Share and promote sustainable development principles and encourage its sub Service Providers to promote sustainable development issues.

Ensure its business practices produce the minimum of packaging waste and encourage re-use, repair, recycling, for example when producing promotional materials.

Minimise its environmental impact by utilising email, e-tendering, video conferencing, and the use of energy efficient measure wherever practicable.

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Regularly review its objectives, targets and training to reflect changes in sustainability thinking.

32. Community Benefits approach

32.1 At award of the Agreement, the Service Provider will be expected to work with the NPS Category Officer to maximise the community benefits delivered through the Framework Agreement. This will include:

32.2 Training and employment opportunities

32.2.1 The Service Provider will be expected to consider the opportunities to provide training with coaching and mentoring for all professions providing services within this framework agreement.

32.2.2 If so required by a Customer the Service Provider may also be required to forward details of any apprentice schemes or opportunities for further education programmes to encourage interest in the professional areas.

32.3 Maximise supply chain opportunities for SMEs

32.3.1 The Service Provider will be expected to work with Customers to open up opportunities for SMEs, including social enterprises, to bid for 2nd and 3rd tier supply chain opportunities arising from this Agreement. It is expected this will include: Advertising sub-contracting opportunities on sell2wales (tier 1

supply chain). Using the Welsh Government’s Business Wales to hold ‘Meet the

Buyer/Service Provider’ events to introduce new businesses.

32.4 Other benefits:

32.4.1 The Service Provider will be encouraged to secure other positive outcomes that would benefit the community they operate within, for example: Working with local schools/colleges/Universities to provide work

experience opportunities and work placements; support for careers days; etc.

Contributing to community regeneration schemes.

32.5 At return of tender as part of the tender response, potential bidders are asked to submit a Method Statement in the form of a Community Benefits Plan setting out how they will deliver ‘community benefits’ through the Agreement as requested in the Technical questionnaire.

32.6 The Community Benefits Plan will not be evaluated or scored as part of the tender process. However, the Service Provider will be expected to deliver and report on the subsequent delivery of Community Benefits detailed in their Method Statement, throughout the life of the Framework Agreement.

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32.7 You may find it helpful to contact Customers that can provide support in the delivery of cost neutral benefits post contract award.

Please refer to the table below for details:

Name Telephone email Web addressWorking Links Cymru

02920 437130

www.workinglinks.co.uk

Job Centre Plus

08456 012001(option 2)

www.gov.uk/jobcentre-plus-help-for-recruiters

Careers Wales

0800 1830283

www.careerswales.com

Communities First

01633 241550

[email protected]

http://wales.gov.uk/topics/people-and-communities/regeneration/communitiesfirst/?lang=en

sell2wales 01792 765837

www.sell2wales.co.uk

Go Wales Graduate Skills for Business

0845 225 6050

[email protected] www.gowales.co.uk

33. Equality and Diversity

33.1 No one should be denied opportunities because of their race, ethnicity, disability, gender, sexual orientation, age or religion. The Welsh Government in its statutory duty to promote equality has led to the development of a distinctive equality agenda in Wales. This drives all strategic policies and ensures that practices reflect an equality of opportunity.

33.2 The Service Provider will therefore be expected to comply with legal duties as a minimum to ensure non-discrimination. The promotion of equality and diversity is mandatory and will be an integral part of decision-making and actions for the Service Provider.

33.3 The Service Provider must follow best practice and ensure that: When resources are produced, consideration is taken to represent the

diverse range of learners who access provision. A variety of teaching methods are used following an assessment of

different learning styles including dyslexia. Assessment is fair and does not discriminate against any learner. Language used by the tutor is non-discriminatory and appropriate. Discussion and comments within the learning environment are

managed to ensure learner language is appropriate and non-discriminatory.

Materials and topics are presented in a way that are sensitive to equality and diversity.

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Resources are adapted to ensure that learners can access information and to meet individual needs (large print, on tape, using symbols).

Learners have the opportunity to fully evaluate the course in an open and anonymous way.

34. Paper

34.1 Whilst in today’s world most communication is conducted electronically, where paper is generated as part of this Agreement it is important to note that paper is a timber related product and timber must be sourced from legal and sustainable resources. Paper should also contain recycled content as a minimum.

35. Printing

35.1 Printers and printing cartridges are high profile in relation to environmental issues. The use of potentially hazardous chemicals has a negative impact on the environment. The Service Provider must consider the use of less toxic chemicals where possible and ensure that print cartridges are re-used/recycled.

36. Fair Payment

36.1 UK government policy is to expect all public sector Customers to pay Service Provider within 10 working days of the receipt of a valid invoice. Whilst standard payment terms within contracts remain at 30 days, it is generally accepted that Service Provider will be paid within 10 working days.

36.2 The Service Provider must pay their sub-Service Providers within 30 days of the receipt of a valid invoice.

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Part 4 – Performance Management

37. Performance Management

37.1 NPS will be responsible for the overall management of the Agreement and they will also be responsible for liaison with all other Customers. However, individual Customers will manage the routine management and resolution of queries related to individual Orders.

37.2 There will be a nominated Category Officer within NPS to manage this Agreement. The NPS Category Officer will also be available to act as a mediator between individual Customers and the Service Provider where routine queries related to individual Orders cannot be resolved.

37.3 The continuance of the Agreement will be subject to performance in all respects meeting all the requirements of the Agreement. In the event that contract monitoring and review indicates that performance is failing to maintain acceptable standards, ground will exist for the Agreement to be terminated and for the Customer to seek alternative arrangements.

38. Management Information for NPS

38.1 In order for NPS to track uptake, benefits and trends/patterns, the Service Provider will be required to submit management information reports as requested by NPS, detailing Agreement take up by the various Customers, monthly expenditure per Customer, spend, etc.

38.2 Upon award of the Agreement, the Category Forum consisting of representatives of the Customers, together with the successful Service Provider, will establish the KPI’s to be used for the life of the Agreement and will be reviewed on a regular basis or as and when required.

38.3 At the start of each financial year (i.e. April), the Service Provider will be provided with two Excel spreadsheets for completion on a regular basis.

38.4 The first spreadsheet will require the Service Provider to record spend information, exclusive of VAT, for Customers across the Welsh public sector and must be returned to the Category Officer on a monthly basis by the 10th day of each month.

38.5 The second will detail key performance indicators on the performance of the Agreement. This must be returned on a quarterly basis and, as a general rule, a week prior to any review meetings.

38.6 At the start of each financial year (April), the Service Provider will also be provided with a Community Benefits spreadsheet for completion on a six monthly basis.

38.7 Service Providers are required to confirm their ability to provide Management Information, Key Performance Indicators, and Community Benefits information in the Qualification questionnaire.

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39. Management Information for Customers

39.1 The Service Provider will supply Customers directly with their own management information as and when requested.

39.2 In addition, the Service Provider must hold in a single database the following information, which must be available on request:

Customers Description of courses, value and rates of contract, period of contract,

scope of contract Subcontracting opportunities Qualifications of staff providing services Engagement Discounts and additional benefits Any new services

39.3 From time to time, the Customer / Customers may be required to respond to urgent requests for information. Service Provider will be expected to provide the requested information within 24 hours of receipt of request, unless agreed in advance with the Customer / Customer.

40. Service Provider Review Meetings

40.1 Six monthly Category Forum meetings will be held with representatives of the Customers to assess the performance of the Agreement. Following these meetings, review meetings will be held with the Service Provider to resolve any issues and to discuss ways in which the Agreement can be continuously improved.

40.2 Service Providers are required to confirm their willingness to attend supplier review meetings in the Qualification questionnaire.

40.3 Service Provider must provide evidence during their review meetings of how their efforts to deliver community benefits meet with the approach proposed in their method statement.

41. Performance Issues

41.1 The Customer may terminate the Agreement by written notice to the Service Provider if the Service Provider (in the sole opinion of the Customer):

persistently or regularly fails to comply with the timescales and procedures for submission of Management Information reports and / or

persistently or regularly fails to meet the Key Performance Indicators and /or persistently or regularly fails submit Community Benefits information.

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42.1 The Service Provider must work with the Customer to design a service evaluation quality mechanism which allows them to quickly and easily assess the quality of our products/ services, the business benefits of learning, the return the learning brings and support.

42.2 The Service Provider must pull on previous experience and have expertise in designing evaluation frameworks which generate appropriate evidence of the above criteria. The Customer will have final sign off of questions and evaluation processes.

42.3 The Customer will use data from some of the evaluation questions to monitor contractual performance measures and therefore the Service Provider will have to report on these measures. Typical areas these standard questions will cover include customer service, administration, whether the course met objectives, an overall rating for the course, a measure of capability before and after learning and a measure in change of skills/ knowledge. The Service Providers systems must capture, manage and report on different question sets as the Customer may need to adjust the non-standardised questions to meet their own needs.

42.4 The Service Provider must have the capability to monitor and respond to this feedback within timescales agreed with the Customer.

42.5 The purpose of the Customers evaluation activities is to continuously improve the quality of learning. It is expected that the questions will require amending throughout the life of the contract and as such the Service Provider must ensure their systems can accommodate these changes. Additionally, continuous improvement in the contractual performance measures will be required and the Service Provider will be required to evidence actions taken to monitor and improve the quality of learning and of their trainers.

42.6 The Customer will also monitor quality of content and delivery of products commissioned by a series of mystery shopping exercises completed throughout the duration of the Contract. The format of this process will be agreed during contract negotiations.

42.7 The Service Provider must ensure that the Customer has access to all data; from paper based forms, including comments, and any electronically stored data. The data must be consistent across the courses and be flexible to meet the Customers needs. The Service Provider will be expected to analyse and comment on key trends in evaluation data and the comments that are attached, unless otherwise specified by the Customer.

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43.1 The information provided below is an example of a KPI report that will be provided to Customers on a monthly basis. Further details relating to Key Performance Indicators will be provided at Further Competition stage.

KPI % and or Numbers

Postponement / Cancellation rate

Delegate Numbers on target

Non- Attendance, with notifications

Non- attendance with NO prior contact / notification

Reason for Non-attendance

Referral to Waiting List(s)

Results – each term or module(where applicable for accredited learning)

Pass Rate – each term or module (where applicable for accredited learning)

Number of courses / training events cancelled by customer organisations

Number of courses / training events cancelled by Service Provider

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Part 5 – Account Management

44. Account Management

44.1 The Service Provider will be expected to provide a dedicated Account Manager for the duration of this Agreement, with access to a Welsh speaker within the office of the account manager. The Account Manager must be available at all reasonable times to answer queries and deal with the account; be available for face 2 face meetings at short notice at no extra cost, and develop a detailed knowledge of the Customers needs. Any changes made to those handling the account must be notified in advance by the Service Provider and agreed by the Customer.

44.2 Service Provider must provide continuity of staff and services and take all reasonable steps to avoid changes of staff except when changes are unavoidable or of a temporary nature caused by sickness, etc.

44.3 The Service Provider must also make available to the Category Officer a Senior Representative with the necessary authority to manage and resolve any issues that arise in the overall performance of the Agreement. The Senior Representative will be expected to attend the supplier review meetings at a minimum on an annual basis and more frequently if necessary.

44.4 NPS will expect the highest standards of account management and customer service under this Agreement.

44.5 NPS will also expect the account opening process for Customers to be conducted as quickly and as smoothly as possible.

44.6 Service Provider are required to provide a detailed outline of the account management structure to be implemented to support this Agreement upon request. The name of the Senior Representative should be clearly shown in this structure. This outline should include but not be restricted to:-

Key Account Management Account Manager and Bilingual resource Contract Review Procedures Customer Support Telephone Support Escalation Procedures

44.7 Customer’s Contact Point - There will be a named Contract Manager for each Customers organisation. If this contact is changed during the contract period, the Service Provider will be notified.

44.8 Supplier’s Personnel - Tenderers should provide the names of personnel to be assigned to the contract, together with details, outlining their status in the organisation and their previous experience. Tenderers should also give details of a nominated contact point. This procedure is also essential for

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tutors brought in to deliver training, after the commencement of the contract. The Contract Managers will hold review meetings at agreed and appropriate times. The Supplier will make a record of the meetings, and agree the record with the Customer.

44.9 In the event of non-compliance with the Specification, the following procedure will be followed:

a. notification of complaint and requirement to comply;

b. notification of unacceptable practices and/or substantial non compliance to the Specification of the services;

c. recourse to the conditions of contract.

45. Invoicing

45.1 Invoices may be paper based or electronic. The reduction of process costs through the use of appropriate technology is important. Customers will require separate invoices and will decide whether they wish to use online/electronic invoicing systems. Invoices must meet the authorisation and audit requirements of the Customer.

45.2 As a minimum, invoices will provide: NPS Agreement number: NPS-PSU-0031-15 Customer’s Purchase Order number/reference Name of Customers Name of business area Type of course provided Breakdown of all inclusive costs and copies of relevant receipts where

requested Unit price Number of units provided VAT Total cost inc VAT

45.3 Itemised invoicing, showing the apportionment of costs incurred by specific cost centres shall be provided by the Service Provider if required by individual Customer(s) Organisations.

45.4 Full discount rates shall be clearly shown on all invoices.

45.5 The Service Provider shall provide a break down of all costs as required by individual Customer(s) Organisations.

45.6 The Service Provider will adopt alternative approaches to paying for Services if better value for money can be demonstrated by new methods that are compatible with the Customer’s systems, i.e. consolidated invoices.

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45.7 A Customer may request extra detail to appear on each invoice. It is critical that each invoice makes clear what has been charged and why, and that its layout facilitates checking, approval and audit.

46. Payment Requirements

46.1 Some Customers making use of any contract awarded as a result of this tender may wish to use the VISA purchasing card as the means of paying for goods and services.

46.2 Service Provider must indicate if they are able to accept VISA and, if so, what level of VAT reporting capability (Summary or Line Item Detail) they have. Service Provider who do not have Summary/Line Item Detail reporting capability on Visa should indicate in the Qualification questionnaire whether they are prepared to move to this level within a period of three months if requested. The majority of Public sector Customers in Wales are currently using a Barclaycard/VISA purchasing card.

46.3 Service Provider should note that both a general acceptance of Visa purchasing cards and the level of reporting capability will form part of the evaluation criteria when bids are considered.

47. E –Procurement Capability

47.1 A number of bodies within the Welsh Public Sector use the all–Wales electronic eTrading system under the programme name eProcurement Service (ePS). Consequently, one or more Customers procuring through this agreement will require Service Provider to be capable of conducting business electronically, including but not limited to Purchase Order receipt and invoice delivery. There are no licence fees or transaction costs applicable to Service Provider using the eTrading system and support is available to help Service Provider in registering and using the system.

47.2 It may be a requirement for Service Providers, where requested by NPS / Customers, to develop an electronic catalogue of the contracted services within 1 month of the request being made. This will require Service Provider incorporating UNSPSC commodity coding into their catalogue content at Level 4. Please confirm your ability to do this in the Qualification questionnaire.

47.3 It may be a requirement for Service Providers, where requested by NPS / Customers, to receive electronic Purchase Orders and send electronic Invoices and electronic Credit Notes via the eTrading system within 2 month(s) of the request being made.

47.4 The Service Provider will be expected to respond directly to queries from Customers.

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48. Opening Doors / Fair Payment

48.1 With regards to working with Service Provider, most Customers are working towards the principles contained within the SME Friendly Procurement Charter “Opening Doors”, refer to link below:

http://wales.gov.uk/topics/improvingservices/bettervfm/publications/openingdoors/?lang=en

49. Marketing of Agreement

49.1 The Service Provider will be expected to actively market the Agreement.

49.2 All communications, marketing literature/plans etc. must be approved by the NPS Category Officer and the appointed Customer’s contact prior to implementation.

49.3 The Service Provider must report all new business to the appointed Customer’s contact and also to NPS.

49.4 Service Provider will be expected to respond directly to queries from Customers.

49.5 The Service Provider will be expected to market literature at their own expense, for distribution to Customers. These may also be required in Welsh and – if requested – the Service Provider will be expected to produce Welsh versions at no cost to NPS or its Customers. Further details will be provided at further competition stage as to individual Customer’s translation processes and requirements. Where possible NPS will facilitate the creation of All Wales translated material.

49.6 The Service Provider will be expected to participate in promotional events on request.

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Part 6 –Commercial Section

50. Pricing Options

50.1 Service Providers are required to complete a Commercial envelope per relevant lot. It is essential that Service Provider complete the correct envelope.

50.2 Prices submitted will be fixed as the maximum rate chargeable. There will be opportunity for the rates to be reduced at further competition stage.

50.3 The price schedule within the commercial envelope should be completed with all prices exclusive of VAT.

51. Costing

51.1 Service Provider are expected to demonstrate their ability to meet the following requirements in the Commercial questionnaire.

51.2 To provide reassurance on the ‘transparency’ of pricing, the Service Provider shall (whenever requested to do so) provide an itemised cost breakdown (plus copies of any quotes obtained from third parties) relating to a specific service request.

51.4 The Service Provider will be required, at request, to provide a breakdown of All inclusive pricing in relation to cost of course material, which should be in proportion to the trainers day rate (where applicable)

51.5 Travel and Subsistence will not be chargeable and should be included in the day rate with an all inclusive cost.

52. Mandatory Supplier Rebate / Management Charge

52.1 Service Provider are expected to demonstrate their ability to meet the following requirements in the Commercial questionnaire.

52.2 The National Procurement Service (NPS) is obliged to recover its costs and the Service Provider will be required to pay a retrospective mandatory supplier rebate fee to the National Procurement Service of 1% value of the Service Provider framework agreement turnover.

52.3 Payment will be made in arrears at quarterly intervals following the commencement of the framework agreement and will be based upon the overall actual value of business conducted against the framework agreement by all Customers during the preceding period.

52.4 The Mandatory Supplier Rebate shall be exclusive of VAT. The Service Provider (s) shall pay an amount in respect of VAT on the Mandatory Supplier Rebate at the rate and in the manner prescribed by law from time to time.

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52.5 For the avoidance of doubt the mandatory supplier rebate shall be payable to the National Procurement Service throughout the life of this framework agreement and be applied to all orders placed during the full lifecycle of this framework agreement.

53. Discounts

53.1 Tenderers are required to indicate in the Commercial envelope what if any percentage discounts are available to Customer Organisations, depending on the various levels of annual spend throughout the life of the Agreement.

54. Further Competitions

54.1 Customer Organisations may wish to run collaborative (multi-organisation), or non- collaborative (single organisation) further competitions throughout the lifetime of the Agreement.

54.2 The award criteria used to evaluate supplier submissions at Tender stage will apply to further competitions thereafter.

54.3 Customer Organisations wishing to run a further competition post award may wish to adjust the award criteria weightings by a maximum of plus or minus 10%, and/or to introduce sub-criteria which derive from the Framework Award Criteria.

54.3 Where customers do not wish to re-evaluate an element of the framework award criteria, the score a supplier achieves at framework evaluation will apply to the further competition evaluation.

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Appendix A

NPS Customer / Member Organisations

Fire South Wales Fire & Rescue Service North Wales Fire & Rescue Service Mid & West Wales Fire & Rescue Service

Further Education Bridgend College Cardiff and Vale College Coleg Cambria Coleg Ceredigion Coleg Gwent Coleg Harlech Workers' Educational Association Coleg Sir Gâr Coleg y Cymoedd The College Merthyr Tydfil Gower College Swansea Grwp Llandrillo Menai NPTC Group - formerly Neath Port Talbot College and Coleg Powys Pembrokeshire College St David's Catholic College

Higher Education Aberystwyth University Bangor University Cardiff Metropolitan University Cardiff University Glyndwr University Swansea University University of South Wales University of Wales Registry University of Wales Trinity Saint David

Government Welsh Government National Assembly for Wales

Welsh Government Sponsored Bodies Arts Council of Wales Care Council of Wales Higher Education Funding Council for Wales Local Democracy and Boundary Commission for Wales National Library for Wales National Museum of Wales Natural Resources Wales

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Royal Commission on the Ancient and Historical Monuments of Wales Sport Wales Pembrokeshire Coast National Park Snowdonia National Park Brecon Beacons National Park

Local Authorities

Anglesey Council Bridgend Council Blaenau Gwent Council Cardiff Council Caerphilly Council Carmarthen Council Conwy Council Ceredigion Council Denbighshire Council Flintshire Council Gwynedd Council Merthyr Tydfil Council Monmouthshire Council Neath Port Talbot Council Newport Council Pembrokeshire Council Powys Council Rhondda Cynon Taff Council Swansea Council Torfaen Council Vale of Glamorgan Council Wrexham Council

NHS

Abertawe Bro Morgannwg University Health Board Aneurin Bevan University Health Board Betsi Cadwaladr University Health Board Cardiff & Vale University Health Board Cwm Taf University Health Board Hywel Dda University Health Board Powys Teaching Health Board Public Health Wales Velindre NHS Trust Welsh Ambulance Services NHS Trust

Police Dyfed-Powys Police Gwent Police North Wales Police South Wales Police

In addition to this, the following organisations can also use the Agreement:- Qualifications Wales, Estyn, WCVA, ONS, BBC Cymru, S4C, all Schools

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and Educational Establishments, Town and Community Councils, Housing Associations, and Voluntary Organisations within the City and County Boundaries of Wales.

The agreement will also be available for use by all Registered Social Landlords listed in the attached link http://gov.wales/topics/housing-and-regeneration/publications/registered-social-landlords-in-wales/?lang=en

The list of participating bodies above includes their successors in the exercise of their statutory functions, including (but not limited to) any new bodies created by the merger or reorganisation of any of them.

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Appendix B

Etrading Wales Marketplace- NPS Requirements

1. Introduction

Service Provider(s) will be required as necessary to trade with the NPS Customer/User Organisations that use the eTrading Wales Marketplace.

This system is managed by Basware (User Organisations may refer to the name “Procserve” who were acquired by Basware in April 2015). Procserve have been the eTrading provider to the Welsh public sector since 2008.

Basware’s provide a secure network through which Buyers (Users) and Service Providers can transact electronically.

Users will identify the options they require in Individual User Agreement(s).

2. Requirements to Trade Electronically

2.1 Basic - See Registered below:

2.2 Registered – As a minimum Service Providers need to be Registered on the eTrading Wales website. Organisations will identify the options they require in Individual User Agreement(s).

2.3 Integrated/ Connected

This will be utilised at the request of a User via individual User Agreements.

3. Etrading Wales Registration Requirements

3.1 Register on System

Successful Service Providers must register on the eTrading Wales Marketplace.

4. Options to trade Electronically

How Service Providers trade with NPS Users will depend on User requirements and Service Providers will need to ensure they have the Capability to meet these requirements.

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Note. Please note that NPS Requirements are as a minimum “Registered”.

5. Contract Frameworks Directory

The Basware Contract Frameworks Directory identifies to Users details of the NPS Frameworks / Contracts that are available to them. It provides basic details on the NPS and requirements and how users can buy from the Framework / Agreement. This is where Users would access the basic RFQ process (if utilised).

6. What does this mean for Suppliers

Catalogue Hosted on eTrading Wales Double Punch-out

Service provider to Complete the catalogue builder to show framework prices (the NPS will support this activity).

Users may wish to maintain their own specific catalogues.(This will be supported directly by Users)

This will require Testing etc and will need to be undertaken between Basware / Service provider and the User(s).

Access to MS Excel

Have a shopping portal that can support xml punch-out communications. (Standard message formats for double punch-out will be identified if required)

Agree to maintain the catalogue(s) content within the eTrading Wales Marketplace, including loading updates. (NPS /Users will support this

Complete the double punch-out connection form

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activity)

Agree to provide images. Work with the Basware service desk to implement the double punch-out catalogue

7. Catalogues Hosted on eTrading Wales Marketplace

Users may require catalogues highlighting the agreed range of services/ prices and pictures etc. Catalogue content can be provided as hosted content on the eTrading Wales Marketplace and Service Providers will therefore need to provide Content for review, completing as a minimum the Mandatory Fields requested in the current Basware Catalogue Builder.

The NPS Category Manager will work with Service Providers to develop the agreed catalogues ready for use on the eTrading Wales Marketplace. Any additional fields which are not shown as Mandatory but will be required for NPS Users will be identified as part of this process.

Service Providers will be expected to maintain these catalogues throughout the period of the Agreement.

In addition catalogues may be required by Users via the Service Providers own website (integration / Double punch out). The NPS Users will identify if this is a requirement via Individual User Agreements and service providers will need to ensure that they meet agreed timescales for this.

Further Details will be provided at Award of the Agreement.

Service providers should note that Users may also require bespoke catalogues and Service providers must provide and maintain these if requested..

8. Support Available to the Service Provider

8.1 For Technical Queries relating to the system Service Providers will need to contact the Basware Helpdesk.

8.2 Any Queries in relation to Tender specific requirements these will be dealt with by the NPS Category Manager/Officer who will be identified at the award stage.

9. Costs and Benefits

9.1 There is no cost to become registered on the Etrading Wales Marketplace and it is free for standard services.

9.2 If Punch-out/ full Integration is required by a User Organisation, please note that the Service Provider will need to engage with Basware in

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order for them to understand the Service Provider’s ability to support the Integration / Connection function.

9.3 In some instances the service provider may incur charges from their own web developer or Basware (If customisations are made).

9.4 If a user requests punch out, the successful service provider must provide this at no extra cost for Users.

9.5 Anticipated benefits for Service Providers in using electronic Invoicing etc are:

Removing paper from the process Potential improved cash flow due to payment being made

quicker Transaction costs may lower (no postage etc) No software stored locally- available on internet If catalogues are provided, they are available 24 hours a day, 7

days a week Registering once on the eTrading Wales Marketplace allows

connections with multiple buying organisations If Integration/ Connection is required by User(s) It is possible to

integrate with suppliers sales order systems for further benefits

10.Timescales

10.1 Service Providers will be expected to be flexible and adhere to the various timescales set by NPS Users. The aim is for the setup to be completed in readiness for the first orders to be raised through the contract /framework.

Based on this, the following timescales are to be adhered to for this agreement:

Timescales for eTrading Wales Marketplace

Requirement Timescale

Register on system (if not already registered)

Within 5 days of award of Main Framework

Ability to Receive Orders via system Within 5 days of award of Main Framework

Einvoice Within 5 days of award of Main Framework

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Catalogues available for use by Users **

Within 1 Month of award of Main Framework

Individual User Catalogues(If required)

Within a Timetable agreed by each individual NPS User Organisation

Integration / Connection - Provide double punch-out content***

Within a Timetable agreed by each individual NPS User Organisation

** This will be dependent on the approach of the service providers in providing content.

** Should The User Organisations request integration / or the service provider identifies themselves for back office integration, the process can take longer. In the interim period, service providers will be expected to use the Supplier Portal to create invoices unless discretion is applied by Individual Users.

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