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Building Resilient Families and Communities Accreditation Scheme Application and Guidance Notes Version 2: 09/07/2015

BRFC Accreditation Scheme of 40

Information & Application Pack

CONTENTS

1 INTRODUCTION ....................................................................... 3

2 BACKGROUND INFORMATION ............................................... 3

3 THE SERVICE ........................................................................... 4

4 THE MODEL .............................................................................. 4

5 PAYMENT ................................................................................. 6

6 INDIVIDUAL FAMILY PLACEMENT AGREEMENT ................. 7

7 TRAINING ................................................................................. 7

8 ACCREDITATION ..................................................................... 8

9 PERFORMANCE MANAGEMENT ............................................ 8

10 QUALITY ASSURANCE .......................................................... 9

11 GUIDANCE NOTES - APPLICATION ..................................... 9

APPENDIX 1 – SERVICE SPECIFICATION

APPENDIX 2 – APPLICATION

APPENDIX 3 - REFERENCE QUESTIONNAIRE TEMPLATE

APPENDIX 4 - INFORMATION SHARING PROTOCOL ACCEPTANCE

FORM


1 Introduction

Staffordshire County Council (“County Council”) is inviting applications for the Building Resilient Families and Communities (BRFC) Accreditation Scheme.

The purpose of this Accreditation Scheme is to put in place a mechanism by which the most appropriate support is delivered to families that fall within the scope of the Department for Communities and Local Government’s (DCLG) Troubled Families Programme. The County Council and its partners are working closely with the DCLG, to focus resources on the needs of those families who are part of the Programme and to develop a ‘Total Family’ model of working across all agencies. In order to do so, we recognise that we need to build capacity within the third sector to enable them to play a full role. The Accredited Provider List is a centrally held database of approved and accredited providers to support the delivery of the BRFC Programme through the provision of Key Workers for identified families. The Key Worker is the lead member of the team around the Family model being applied to the Programme. This is a new approach for Staffordshire and we hope to build upon this in order to support the development of our early intervention strategies. It is envisaged that this approach could prevent problems escalating in the first place and stem the flow of families into services and systems. The Troubled Families Programme has been developed by the DCLG to improve multi-agency responses to the needs of families with a high cost to the public purse. A ‘Troubled Family’ is defined by the DCLG as individuals who are experiencing a range of difficulties who share an address. The DCLG has identified 4,680 households within Staffordshire that are suitable for the Programme over the next five years. The DCLG applies the term ‘Troubled Families’ to the Programme. Within Staffordshire the Programme is referred to as ‘Building Resilient Families and Communities. We believe this more accurately reflects our collective ambition. Our aim is to build resilience and raise aspirations within these families by giving them the resources to draw upon when faced with future challenges and reduce dependency on public services.

2 Background Information

Whilst the County Council is the lead Authority for the Programme, we believe that it is only through a partnership approach across the public, voluntary and community sectors can we radically improve outcomes for the families. In delivering this Programme, we aim to innovate and change how we do business going forward in line with the agreed principles within the strategic partnership environment:

• Less bureaucracy associated with partnership working


• Partnership built on formal relationships, conversation and trust

• A shared number of smaller priorities, focussing on delivering outcomes

• A ‘problem solving’ approach based on empowering individuals

• Meeting statutory responsibilities, whilst making the arrangements work

• Local solutions must be designed to meet local needs

As stated above, the DCLG has identified 4,680 households within Staffordshire that are suitable for the Programme over the next five years.

3 The Service

The primary function of the Accreditation Scheme is to support the delivery of the BRFC Programme through the provision of Key Workers for identified families. To become a member of the Accreditation Scheme, your organisation must have a track record of delivering quality services ensuring the following general principles underpin that delivery:

• High level of competence (services and staff)

• Safeguarding

• Credibility

• Responsiveness and Involvement

• Equality and Dignity

• Understanding and Confidentiality

• Accessibility and Reliability

Your organisation must be able to evidence robust governance arrangements that provide infrastructure support to ensure effective and value for money delivery. Your employees will have received training, understand the model and be able to respond to the individual needs of the family. This would include assessed need (identified in the family plan), geography and family composition. A member of your staff will take on the role of the Key Worker to deliver at the Superlight level (Superlight – lead for family located in another agency and once per week).

4 The Model The Programme is delivered in accordance with the DCLG’s Family Intervention model. Key Workers should be committed to fully engaging families in identifying goals, assessing options, making decisions and reviewing outcomes. There are 5 key elements to the model, regardless of the level of intervention required.


Figure: The Five Family Intervention Factors

4.1 One worker dedicated to a family

• One worker who stands alongside the family and dedicated to change

• Approves a clear agreement or ‘contract’ with the family (who know what is

expected of them)

• Accessible, especially when they need to be (not when demanded)

• Manageable caseloads, provide practical support and work intensively as

needed

• Clear, honest, authoritative and assertive working styles

• Focus on helping families to function

4.2 Considering the family as a whole

• Gathering the intelligence – what is really going on?

• Listening to the family and their perspectives

• Considering the family as a whole, including extended family members – everyone needs to know what is wrong and what needs to change

• Assessing if families have the motivation and capacity to change

• One ‘whole family’ plan, which responds to all issues raised

4.3 Practical ‘hands on’ support

• Helping families develop basic skills for themselves (food, school, bed)

• Practical ‘hands on’ support to improve a family's immediate situation, can

include:

o ‘Donning the marigolds’ and helping to sort out domestic chaos on the

spot

o Organising other agencies, for example, a landlord to do a repair

o A worker visiting every morning for a week to offer assistance

o Organising a one off rubbish clearance

One worker dedicated to a

family

Consider the family as a whole

Practical hands on support

Persistent, assertive and challenging

Common purpose and agreed action


4.4 A persistent, assertive and challenging approach

• Workers who are tenacious, relentless and do not give up when families are

resistant

• Honesty and telling it like it is - being straight up with families about what

needs to change

• A ‘sanctions strategy’ for each family – being authoritative, delivering the ‘last

chance message’ on behalf on other agencies

• Use of enforcement tools at the disposal of other agencies to ensure families

engage and have real incentives to change.

4.5 The Key Worker

This is a dedicated individual who works intensively with the whole family. Their role is to manage or grip the family’s problems and co-ordinate the delivery of services. The Key Worker will also use a combination of support, rewards and where appropriate alerting the family to the possibility of sanctions to motivate families to change their behaviour. The persistence and assertiveness of the Key Worker is critical to keeping families engaged and following agreed steps. Key Workers may also deliver direct support to families to develop parenting and life skills, self-confidence, motivation and set goals. They may also refer family members when dealing with other local services. The Key Worker’s main purpose is to provide targeted support to families experiencing complex and multiple issues through sustained intervention using a Total Family approach. The Key Worker will offer support in accordance with the operating model, utilising partner agencies to effect and sustain positive change for the family, individual members and the community around them by:

• Developing and maintaining effective partnership working with parents and

families

• Working persistently and assertively with families and other agencies to

assess, provide or co-ordinate intensive support

• Facilitating and delivering support and interventions which improve parental

capacity and family relationships

• Developing and maintaining competent and ethical practice

Further information of the operating model including intensity level descriptive is available at: http://www.staffordshire.gov.uk/community/community/photos/Operating-Model-February-2013.pdf

5 Payment

The Provider will submit monthly invoices to the District Commissioning Officer within 10 working days of the start of the month.


Invoices should be submitted electronically and be accompanied by completed Accreditation Scheme Timesheets (to be provided). Providers can claim an advance (initial / start-up) payment once they commence working with a Family (details will be provided within any Call Off Contracts / Individual Family Placement Agreements) The Provider will adjust their final payment to take into account the advance (initial / start-up) payment received when they commenced work with the family (details will be provided within any call off contracts) Payments will be made at the rate of £17 per hour as follows:

- Each visit to a Family will be paid as 3 hours. This is to incorporate the time involved in the actual visit, travel time, and administration time – which in turn will incorporate the coordination of other services.

- Families receiving Superlight interventions will require one visit per week (therefore 3 hours, £51 per week)

6 Individual Family Placement Agreement

Organisations will be selected based upon the answers provided in Section C (Questions) and the criteria of the individual needs of the family. The Panel will review the responses and select appropriate organisations to be part of the Accreditation Scheme. The Individual Family Placement Agreement will in essence be your contract with the County Council and will relate solely to the individual family concerned and it will specify precisely what level of service is required.

7 Training

The County Council will provide a training programme to support successful Applicants in their work with families who have multiple and complex needs. This DCLG endorsed training is mandatory and Key Workers cannot commence provision of service until the Key Worker and Outcome Star training has been completed and the individual is accredited. Those working with families should have or be willing to participate in appropriate training, qualifications, support and expertise relevant to the work they are undertaking. It is the Provider’s responsibility to ensure that they have enough trained staff to undertake key working. The County Council will deliver the training over a number of days to enable work at a super-light level. Please note the following Key Worker training dates. We will expect successful applicants to book onto this mandatory training on contract award.


Date Times Venue

14th & 15th September 2015

9.15 a.m. – 4.15 p.m.

Newcastle Children’s Centre, Cemetery Road, Knutton, Newcastle ST5 6DH

5th & 6th October 2015

9.15 a.m. – 4.15 p.m.

Newcastle Children’s Centre, Cemetery Road, Knutton, Newcastle ST5 6DH

Attached is the nomination form. Upon contract award, please complete and return to [email protected]

KW Training

Nomination Form.doc Please note if you have undertaken the level 4 Working With Parents Award you do not need to attend this training Outcome Star training will be provided to equip Key Workers with the knowledge and skills to use the Outcomes Star with every BRFC family. Staffordshire County Council will arrange and pay for each Key Worker to have an Outcome Star license. Successful applicants should contract Lisa Williams at [email protected] to book onto Outcome Star training as soon as possible after contract award. This training takes place on a monthly basis at Stafford Children’s Centre.

8 Accreditation

Organisations will be added to the Accreditation scheme once their application has been checked, they have successfully passed the panel stage, and they have signed and returned their contract and any other paperwork required. However, Individual Family Placement Agreements cannot be put in place with accredited providers until staff have attended the mandatory Key Worker and Outcome Star training and until Enhanced CRB/DBS details have been obtained.

9 Performance Management

Your organisation will need to ensure that accurate recording systems are in place. The plan and outcomes should be recorded and reviewed on the County Council’s Capita ONE system in accordance with the Programme’s Performance Management Framework link: http://www.staffordshire.gov.uk/community/community/Newsletter/Building-Resilient-Families-and-Communities-Performance-Management-Framework-Version-7b.pdf Performance for each family will be measured using the Outcomes Star. The County Council will provide training for organisations. http://www.staffordshire.gov.uk/community/community/photos/Appendix-6-Family-Outcome-Star-and-Plan.pdf


10 Quality Assurance

In compliance with the DCLG’s national model on family intervention, organisations will be expected to produce evidence of appropriate internal policies and processes. The County Council will also require all accredited organisations to operate in accordance with the principles of family intervention factors. Providers will be expected to comply with quality measures required in payment by results returns to DCLG and with the Outcome Star performance measures. Additional information can be found via the link: http://www.staffordshire.gov.uk/community/community/Papers-Policies-and-Procedures.aspx

11 Guidance Notes - Application

In response to this Application Pack, organisations are required to complete and return the following sections to Tracey Barnacle by email or hardcopy using the details shown below. All sections (A-L) will need to be completed by the Applicant and where specified all supporting documents must be attached with the Application. For further information on the Accreditation Scheme, please contact: Tracey Barnacle, Senior Commissioning Support Officer Staffordshire County Council 2 Staffordshire Place Tipping Street, Stafford ST16 2DH Office: 01785 278648 Email: [email protected]


Appendix I - Service Specification

Purpose of the Services A1.2 The purpose of the service is to provide a named Key Worker to work with families on

the Building Resilient Families and Communities programme. The Key Worker will offer support in accordance with the operating model (see Appendix 3), utilising partner agencies to effect and sustain positive change for the family in relation to the outcomes listed within A2.2 below.

Interpretation Table Word/Phrase Definition Abuse The violation of an individual’s human or civil

rights by another person or persons to a degree which results in a referral about the alleged Abuse under SSASP Inter-Agency Adult Protection Procedure (September 2010);

Call Off Contract A contract for the provision of Services to a Family, in accordance with section A6, as detailed within the form set out in Appendix 2: Individual Family Placement Agreement;

Confidential Information Any information of which has been designated as such by any provision of these terms and conditions or by either party in writing or that ought to be considered as confidential (however it is conveyed or on whatever media it is stored) including (without limitation) information which relates to the business, affairs, properties, assets, trading practices, Services, developments, trade secrets, Intellectual property Rights, know-how, personnel, customers and supplier of either party, all personal data and sensitive personal data within the meaning of the DPA 1998;

Family

A family that falls within the scope of the Department for Communities and Local Government’s (DCLG) Troubled Families Programme / the Council’s Building Resilient Families and Communities Programme and is the subject of a Family Plan;

Family Plan The plan, drawn up by the Key Worker following the assessment of the Family, which sets out the specific outcomes to be achieved;

Family Visit Each visit to a Family in their home during which Services are provided to them by a Key Worker in accordance with their Family Plan;

Intellectual Property Rights All patents, inventions, trade marks, service marks, logos, design rights (whether registrable or not), applications for any of the foregoing, copyright, database rights, domain names, trade or business names, moral rights and other similar rights or obligations whether


registrable or not in any country (including but not limited to the United Kingdom) and the tight to sue for passing off;

Key Worker

The dedicated individual who works intensively with the whole family and coordinates the delivery of services.

Notice Any notice which is served by either of the Parties on the other in accordance with requirements of the terms and conditions;

Safeguarding The identification and investigation and protection of Children and Vulnerable Adults from Abuse

Services The services which are to be provided to or for each Family by the Provider in accordance with the requirements of both their Family Plan [(including travelling time, administrative time and other preparation time not involving face to face contact with Families)] and this Service Specification;

SSASP The Staffordshire and Stoke-on-Trent Safeguarding Adult Partnership;

Staff All persons (including the Key Workers) who are employed by the Provider to provide the Services, including the Provider’s agents and any sub-contractors (if applicable);

Variation Any change (or proposed change) to the terms and conditions or to the Services, which is made by notice to the Provider from the Council;

Vulnerable Adult Any person who is aged eighteen (18) years or over who is in receipt of, or may be in need of, community care services by reason of mental or other Disability, age or illness and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation or Abuse;

Working Day Any day between Monday to Friday (inclusive), but not including any days which are bank holidays or public holidays;

A2. REQUIRED SERVICE OUTCOMES A2.1 The Council wishes, in partnership with Families and the Provider, to move towards an

outcome based and personalised approach to the provision of the Services. This Service Specification reflects that direction of travel. The Provider shall meet these new and evolving requirements during the Term.

A2.2 The Provider shall ensure that by providing the Services it achieves the relevant

outcomes required for each individual Family which will include:

(1) Reduction in crime and anti-social behaviour

(2) Increase in school attendance

(3) Increase in the number of adults in employment

(4) Increase in the number of young people in training or employment


A3. CORE SERVICE PRINCIPLES Principles A3.1 In delivering the Services, the Provider shall adhere to the following general principles:

(1) High level of competence (services and staff) (2) Safeguarding (3) Credibility (4) Responsiveness and Involvement (5) Equality and Dignity (6) Understanding and Confidentiality (7) Accessibility and Reliability (8) Data Protection and Information Sharing

Competence A3.2 The Provider shall ensure that:

(1) its organisation is run by people who are competent to do so, who recruit and employ Staff competent to do the job, who comply with the applicable legislation requirements and who operate safe working practices;

(2) it only employs Staff who can speak, read and write English to a high standard

and who are prepared to communicate with Families of all backgrounds; (3) its organisation is properly insured and financially sound.

Safeguarding A3.3 The Provider shall respect that the Services are to be delivered in the Families’ own

homes and shall therefore ensure that:

(1) it employs Staff who respect the Families and other residents in their household, and keep information about them confidential (other than information that providers share about the Family in order to support the Family to meet their needs – Families will be asked to sign a Fair Processing Notice, which can be found within the Operating Model document) ;

(2) it complies with the requirements of clause 7 of the Conditions in relation to the

Safeguarding of Children and Vulnerable Adults; (3) where Children are present in any Family’s home when Services are being

provided, the Staff in question have been trained and comply with the Council’s inter-agency procedures for Safeguarding Children and promoting their welfare.

Credibility A3.4 The Provider shall:

(1) ensure that each member of its Staff has a good knowledge of the requirements of their Key Worker role, and in particular the Services to be provided, the policies and procedures under which the Services will operate, the operating model, and that staff who will be taking on Key Worker roles attend the mandatory Key


Worker training and Outcomes Star training which is to be provided via the Council;

(2) implement ways of finding out whether or not each Family is satisfied with the

Services that they receive from time to time and throughout the Term of this Agreement.

Responsiveness and Involvement A3.5 The Provider shall:

(1) respond to each Family’s individual needs and ensure that the Services respond

appropriately to the specific needs of race, gender and ability as appropriate; (2) operate a process by which Families, the Council, or any other interested party,

may make comments, suggestions, complaints, and compliments about the Services to the Provider, and implement a system which ensures that such comments, suggestions, complaints and compliments are considered fairly and acted upon as appropriate and promptly by the Provider;

(3) ensure that all Families are free to approach the Council without interference by

or on behalf of the Provider if they wish to lodge a complaint against the Provider; Reliability A3.6 The Provider shall:

(1) comply with the requirements of this Service Specification and deliver the

Services as agreed with each Family in response to their identified needs;

Dignity A3.7 The Provider shall ensure that:

(1) it adopts a zero tolerance approach to Abuse and disrespect in the delivery of the Services;

(2) all Families are treated with respect and that it has a policy on how Staff should

conduct themselves in each Family’s home; (3) its Staff are aware of and respect each Family’s cultural and religious needs and

understand the influence this may have on their behaviour or their decisions. Accessibility A3.8 The Provider shall ensure that:

(1) written information is readily available to each Family about the Service; (2) it seeks access to interpreting and translation services in order to meet the

communication needs of Families from different cultural backgrounds who may speak different languages and those members of Families who may have a sensory impairment;

(3) it is sensitive to Families’ needs and facilitates their access to information in

alternative formats.


Equality A3.9 The Provider shall ensure that:

(1) it and its Staff comply with the requirements of clause 8 of the terms and conditions and therefore they do not discriminate against race, religion, gender, disability, age or sexual orientation;

(2) its policies incorporate the requirements of clause 8 of the of the terms and

conditions and also detail how the Provider will take steps to prevent any such unlawful discrimination;

(3) it promotes equal opportunities and good community relations between people

from different communities. Data Protection and Information Sharing

A3.10 The Provider shall (and shall procure that its staff) comply with any notification requirements under the Data Protection Act 1998 (“DPA 1998”) and shall duly observe its obligations under the DPA 1998 which arise in connection with these terms and conditions. The 'One Staffordshire Information Sharing Protocol' deals with the emerging issues surrounding information sharing between agencies in light of the changing nature in which organisations are delivering services for the social, economic and environmental wellbeing of the community. The protocol outlines the purposes for sharing information, the powers that organisations have to share information, the role of partners and what can be expected from them, the process for sharing and scheduled review dates. http://www.staffordshire.gov.uk/community/InfoShare/InfoShareHome.aspx

Understanding and Confidentiality A3.11 The Provider shall:

(1) comply with the requirements of this Service Specification and deliver the Services as agreed with each Family in response to their identified needs;

(2) comply with the requirements of the BRFC Operating Model to include ensuring that the family has signed the Fair Processing Notice (appendix 9 to the operating model) and that the Key Worker attending meetings signs the Confidentiality Statement (appendix 10 to the operating model)

(3) comply with the Confidentiality clauses 4.1 and 4.2 of the Terms and Conditions to this accreditation scheme

http://www.staffordshire.gov.uk/community/community/Papers-Policies-and-Procedures.aspx A4. HOURS OF SERVICE AVAILABILITY Core Hours A4.1 On receiving a Call Off Contract the Provider shall be able to operate the Services

within Staffordshire (and more specifically the district / areas outlined within Section E of their completed Accreditation Scheme Application Form) with effect from the Call Off


Contract Start Date and thereafter throughout the Term. The provision of Services to Families will be in accordance with their individual Family Plans and will be conducted between the core hours of 08:00 and 18:00 each day throughout five (5) days per Week (Monday to Friday), fifty-two (52) weeks per year.

Out of Hours A4.2 The Provider shall in general terms not provide Services to Families between the hours

of 18:00 and 08:00 (i.e. “Out of Hours”) without prior approval from the Council. The provision of Services to Families during Out of Hours shall therefore only be by specific exception via the prior written approval or instruction of the District Commissioning Officer.

Contact A4.3 In order to promote efficient communication and to facilitate the offer of Call Off

Contracts to the Provider by the Council, the Provider shall ensure that it keeps the Council informed of any changes to the Provider Manager and in particular any changes regarding email addresses.

A5. TRAVEL ARRANGEMENTS A5.1 The Provider shall be responsible for arranging transport, insurance, relevant travel

equipment and all other requirements needed for travel to and from the venue for any Family Visits. If the outcomes in the Family Plan include the Family carrying out an accompanied trip, or mentoring, or being escorted for any purposes, then the Provider shall ensure that appropriate insurance cover is in place to cover these activities.

A6. OFFERS OF CALL OFF CONTRACTS (ORDERING PROCEDURE) A6.1 Unless otherwise agreed in writing by the Council via a Variation, only the District

Commissioning Officer (DCO) shall have authority to offer Call Off Contracts for Families to the Provider on behalf of the Council in accordance with clause 1.2 of the Conditions.

A6.2 The Provider shall nominate those persons with authority to accept offers of Call Off

Contracts from the Council and shall serve Notice on the Council to inform the DCO of their names, addresses, telephone numbers and email addresses upon successfully gaining a place on the Accreditation Scheme / Accredited Providers List and within two (2) Working Days of any change occurring in any such details.

A6.3 When a Key Worker is required for a family the DCO will email documentation to

relevant providers within the district who have successfully gained a place on the accreditation scheme, has completed the Key Worker mandatory training and Outcome Star training (within 4 weeks of contract award).

A6.4 Where there is a specific need identified regarding the family e.g. employment support,

initially only providers who have identified this within their application form as part of their ‘core business’ will be emailed. If no providers have the capacity to accept the Call Off contract the remaining providers on the Accreditation Scheme will be emailed the documentation.

A6.5 The successful Provider will be the first Provider that replies (via email) to the DCO and

who confirms that they are able to accept the Call Off contract and that delivery can


commence within ten (10) working days from their acceptance of a Call Off Contract, from the Council, to support an individual family

A6.6 A final version of the Call Off contract will then be issued to the successful Provider and

the Provider shall then enter into a written Call Off Contract in the form set out in Appendix 2 by signing and returning the form.

A7. OPERATING MODEL / SERVICE DELIVERY A7.1 The Provider and Key Worker will deliver the service to families in accordance with the BRFC Operating Model (Appendix 3) and any subsequent variations to the Operating Model. A7.2 The Provider will ensure that families requiring ‘Superlight’ intervention/s receive one Key Worker visit per week. A7.3 The Provider shall ensure that Key Workers guarantee that each Family has:

(1) A Family Plan which:

(a) identifies the specific outcomes to be achieved as agreed between the key Worker and the Family in question;

(b) details agreed actions to work towards achieving the outcomes, along with

a named lead for each action; (c) specifies progress to date towards the agreed actions and outcomes.

A7.4 The Key Worker is responsible for monitoring and reviewing each Family Plan on a

regular basis (and recording this within the ‘timesheet’ template in Appendix 4 in order for the Capita One system / database to be updated)

A7.5 The Council may periodically review each Family Plan to ensure that the outcomes

which are identified in each Family Plan are being supported and met. A7.6 The Provider shall adjust the Services to be provided to the relevant Family as

agreed, following the review of the Family Plan. A8. CANCELLATION AND TEMPORARY SUSPENSION OF VISITS Cancellation of Family Visits A8.1 Where a Family (or any person acting on their behalf) gives notice to the Provider to

cancel a Family Visit 24 hours before the Family Visit in question was scheduled to take place, the Council shall not be liable to pay the Provider for the cancelled Family Visit. The Provider shall inform the Council via the Accreditation Scheme Timesheet (Appendix 3) of any such cancellation.

A8.2 Where the Provider is unable to provide a Family Visit because the Family is absent

from their home without having given prior notice to the Provider and this results in one or more abortive Family Visits taking place, then the Council shall pay for the first three abortive Family Visits only. The Provider shall inform the relevant District Commissioning Officer of the Family’s absence via the Accreditation Scheme Timesheet and shall also make use of the time which was set aside for the scheduled Family Visit to continue working to support the needs of the family.


Cancellation or Suspension of Family Visits by the Council A8.3 The Council may cancel or suspend any one or more specified Family Visits (as

opposed to the whole of a Call Off Contract) at any one time on giving Notice to the Provider.

Re-commencement of Family Visits after a Suspension A8.4 If the Provider recommences providing Services to a Family (as a consequence of the

Council having given Notice to the Provider to do so, which it shall be entitled to do) then the Provider shall use its best endeavours to ensure that the same Key Worker who was previously deployed with the Family in question, resumes responsibility for undertaking the Family Visits in order to promote continuity of Services to the Family in question.

Re-commencement of a Call Off Contract after a Suspension A8.5 If any Call Off Contract is suspended then the Provider shall contact the relevant

District Commissioning Officer in order to clarify what arrangements (if any) should be made by the Provider for the Family in question on such expiry.

A8.6 If any suspended Call Off Contract is to be re-started by the Provider (as a

consequence of the Council having given Notice to the Provider to do so, which the Council shall be entitled to do) then the Provider shall use its best endeavours to ensure that the same Key Worker who was previously deployed to deliver the Call Off Contract in question resumes responsibility for undertaking the relevant Call Off Contract in order to promote continuity of Services to the Family in question.

A9. NOTIFICATION TO THE COUNCIL A9.1 The Provider shall be responsible for serving Notice to the District Commissioning

Officer as soon as it is practical to do so (but in any event within five (5) Working Days) if any or the following contingencies occur: (1) any circumstances where a Family has consistently refused provision of the

Services;

(2) the death of a member or members of a Family;

(3) the occurrence of any emergency situation e.g. fire, flood affecting the Services;

(4) the initiation of any investigation related to the Safeguarding of Children or Vulnerable Adults in relation to any Family.

A10. TERMINATION OF SERVICES A10.1 The Provider may terminate a Call Off Contract on giving the Council Notice to the

District Commissioning Officer where the conduct of the Family in question has placed the safety of Staff at risk (subject to clause A10.2).

A10.2 Prior to serving any termination Notice under clause A10.1 in relation to any Call Off

Contract, the Provider shall discuss with the relevant District Commissioning Officer in good faith the root cause of the risk to the Key Worker who has been providing the relevant Family with Services and the Provider shall also use its reasonable endeavours to work with the Council to manage and mitigate the risk.


A10.3 The Council may terminate any one or more Call Off Contract(s) on giving not less

than seven (7) days’ Notice to the Provider (subject to any alternative notice period which is agreed between the Parties on a case by case basis, each party acting reasonably).

A11. CANCELLATION AND WITHDRAWAL OF SERVICES A11.1 The Provider shall not cancel or terminate any Call Off Contract in any circumstances

unless either:

(1) the District Commissioning Officer instructs the Provider to do so in accordance with clause A11.2; or

(2) this is pursuant to and in accordance with clauses A10.1 and A10.2.

A11.2 The Council may cancel any Call Off Contract at any time in which case the District

Commissioning Officer shall give the Provider at least seven (7) Working Days’ Notice of the cancellation of, or need to cancel, any Call Off Contract.

A11.3 The Provider shall comply diligently with any cancelation instructions which are given

to it by any District Commissioning Officer in accordance with clause A11.2. A11.4 If the Provider has concerns about the impact of the cancellation of any Call Off

Contract, then the Provider shall raise these concerns with the relevant District Commissioning Officer within three (3) Working Days of the relevant instruction to cancel being given to the Provider in accordance with clause A11.2.

A12. SPECIFIC STAFFING REQUIREMENTS A12.1 The Provider shall ensure that it complies diligently with the recruitment and training

requirements which are outlined in Appendix 1 to this Service Specification. A12.2 Without prejudice to the general requirements of clause A12.1, the Provider shall

ensure that all Key Workers who are deployed to provide Services to Families are experienced in working with Families with a broad spectrum of problems and a variety of complex and/or challenging needs/behaviours.

A12.3 The Provider shall also ensure that all Key Workers who are deployed to provide

Services to Families are experienced in a range of approaches that enable effective communication with people with complex and challenging needs.

A13. PERFORMANCE MONITORING AND QUALITY ASSURANCE A13.1 The Provider shall cooperate with the Council in the implementation of the

arrangements for delivering and monitoring quality and performance in relation to the Service.

A13.2 The Provider may be asked to provide copies of Family Plans (or other relevant

documentation) to the District Commissioning Officer in order to review performance / quality.


A13.3 The Provider will provide details within the relevant section of the Accreditation Scheme Timesheet (see Appendix 4) of key interactions with the family e.g. when the Family Plan was started / reviewed, when the Outcomes Star was started / reviewed, the reason for any visits that did not take place as scheduled etc. This information / the timesheet will be forwarded, by the DCO, to the BRFC Administrator in order to update the Capita One system / database.

A13.4 The Provider will use the Outcomes Star with the family to measure progress /

improvements. The Council will arrange for each Key Worker (once they have attended the one day Outcomes Star training within 4 weeks of contract award) to have a licence and this will be paid for by the BRFC Programme.

A13.5 The provider may be asked to respond to requests from the Council (via the Project

Board, Leadership Group etc.) for case studies and other good news stories in order to demonstrate the progress made by individual families and, where relevant, be used to promote the programme locally and nationally.

A13.6 The Key Worker’s involvement with the Family will end when all of the Payment by

Results have been claimed / reported to DCLG for the family and they have therefore been ‘turned around’ / achieved their outcomes in accordance with their Family Plan.

A14. PAYMENTS A14.1 The Provider will submit monthly invoices to the District Commissioning Officer within

10 working days of the start of the month. A14.2 Invoices should be submitted electronically and be accompanied by completed

Accreditation Scheme Timesheets (See Appendix 4). A14.3 Providers can claim an advance (initial / start-up) payment once they commence

working with a Family (details will be provided within any Call Off Contracts) A14.4 The Provider will adjust their final payment to take into account the advance (initial /

start-up) payment received when they commenced work with the family (details will be provided within any call off contracts)

A14.5 Payments will be made at the rate of £17 per hour as follows:

- Each visit to a Family will be paid as 3 hours. This is to incorporate the time involved in the actual visit, travel time, and administration time – which in turn will incorporate the coordination of other services.

- Families receiving Superlight interventions will require one visit per week (therefore 3 hours, £51 per week)


APPENDIX 2 – APPLICATION

SECTION A: COMPANY PROFILE

NOTES TO APPLICANT This section refers to a sole trader, partnership, incorporated company or other business entity.

A1. Company name in which the Application would be submitted (registered name as shown on your accounts) or acting as lead contact where a consortium Application is being submitted:

A2. Main address for correspondence:

A3. Registered Office (as shown at Companies House):

(a) Address

(b) Post code

(c) Telephone number

(d) Fax number

(e) Email address

(f) Website address

(a) Address

(b) Post code


(d) Fax number

(e) Email address

(f) Website address


A4. Point of contact for enquiries about this submission: (a) Name

(b) Designation


(d) Fax number

(e) Out of hours telephone number

(f) Email address

(g) Website address

A5. Address from which the Service will be provided (if different from the above):

A6. Organisation’s Legal Status (please select):

Soletrader Partnership Private Limited Company

Public Limited Company Registered Charity Franchise

Non-profit Subsidiary Consortium

Other, please specify:

A7. Has or is any Director, Partner, Proprietor or Associate (been) employed by this County Council? If “YES” please give details:

Yes No If “YES” please give details here:

A8. State if any Director, Partner, Proprietor or Associate has a relative(s) who is/are employed by the County Council at a senior level or is a Councillor. If “YES” please give details here:

If “YES” please give details here:

A9. State Incorporation registration date under Companies Act 2006:

Companies House registration number, or Charity registration number:


A10. Attach a copy of the Certificate of Incorporation of the Applicant under the Companies Act 2006 (if applicable) and any Certificate of change of name: Attached? Yes No

A11. List any Trade or Professional Associations that the Applicant belongs to, with names and registration numbers:

A12. What are the main day-to-day trade/business activities of the Applicant which is submitting this document?

A13. Consortia and Subcontracting – please indicate either (a), (b) or (c): (a) Your organisation is applying to provide the services required by itself (b) Your organisation is applying in the role of prime contractor and intends to use third

parties to provide some services (c) The potential provider is a consortium

A14. Sub-Contract Element - what proportion and nature of the activities involved in this proposed contract/agreement for which your organisation is now applying? Would there be an intention to sub-contract to others and why:


SECTION B: QUESTIONS

Please note that Applicants are required to answer the questions below concisely and factually. The responses provided will assist in the selection of a suitable provider, depending on the specific individual need of the family. All Applicants are required to submit no more than one side of an A4 sheet for each question.

1. Describe how your organisation will deliver against the five key elements

(See section 4 “The Model”). (provider to make reference to their experience

and knowledge of the DCLG Operating Model and the three levels of

intervention …..)

2. Describe how you will ensure that Key Workers are able to deliver the

minimum requirements identified in section 4.5 “The Key Worker.” (provider

to make reference to experience and skills of the Key Worker(s) to support

and engage families …..)

3. Explain how your organisation would ensure families are fully supported.

Developing a relationship with the family, supporting them to identify and

implement a programme of change is vital in order to deliver successful

outcomes. (provider to make reference to what support their organisation

would provide to their Key Worker/s to build an effective relationship with the

families and ensure that outcomes are achieved, ….)

4. Explain how you will engage and build relationships with appropriate

partners. (provider to make reference to the types of relationships they

already have with partners e.g. including BRFC, how effective these

relationships are / have been in improving outcomes for families …)

5. Describe what experience your organisation has of supporting families via a

named Key Worker. (Provider to make reference to how they have

supported troubled / vulnerable families, how they have taken a whole family

approach to the support offered, how they have provided a named Key

Worker for families….)


The above will be scored by a central panel. The scoring matrix is outlined below:

Category Definition Score

Unacceptable No response to the question or the response is highly inadequate/inappropriate/incorrect or irrelevant. Insufficient information.

0

Poor has made some reference but with no supporting knowledge or evidence and/or only partially addresses the question.

1

Acceptable

Addresses the question with some limited supporting knowledge evidenced. Some omissions of important issues or negative indications that reduce the extent to which the service requirements will be achieved,. More detail and relevance required.

2

Good A good response in terms of detail and relevance and clearly meets the requirements. Good use of supporting knowledge and evidence to support the response.

3

Comprehensive A comprehensive response in terms of detail and relevance. Clearly exceeds the requirements with no negative indications.

4

Any answers to questions 1 to 5 which score either 0 (Unacceptable) or 1 (Poor) will

result in a failed application.


SECTION C: CURRENT CONTRACT/S WITH STAFFORDSHIRE COUNTY COUNCIL

Do you have any current contracts with Staffordshire County Council? Yes No If “YES”, please complete the relevant sections below. Name of Contact (at SCC):

Telephone:

Email:

Address:

Services provided / name of contract:

Dates:

Start: End:

Value of Contract:

Any other Details:


SECTION D: INSURANCE REQUIREMENTS

NOTES TO APPLICANT Minimum Requirements:

£5 million - Public Liability Insurance is required in respect of each and every claim.

£5 million - Employers Liability Insurance is required in respect of each and every claim.

£2 million - Professional Indemnity Insurance is required in respect of each and every claim. THIS SUBMISSION MAY BE REJECTED IF THE APPLICANT IS NOT PREPARED TO COMPLY WITH THIS REQUIREMENT The above are the main requirements. It is also expected that the Applicant will have, where required, any additional insurance cover(s) which would be applicable to discharge the contract if necessary.

D1. Do you currently have all the relevant levels of insurance in place?

Yes No

D2. Proof of current insurance levels attached to this submission?

Yes No


SECTION E: EQUALITY & DIVERSITY

E1. Does your organisation have an equal opportunities policy to avoid discrimination. It must follow the recommendations within the statutory codes of practice on age, gender, race and disability, equality and employment. Your policy must comply with the Equalities Act 2010 and Equalities Legislation.

Yes No

E2. If you have answered “NO” please explain how you promote and communicate Equality in employment and service delivery

Please provide details:

IF THE RESPONSE TO E1 IS “NO” THE SUBMISSION MAY BE REJECTED.


F1. Does your organisation have a written Safeguarding policy which complies with Working Together to Safeguard Children (HM Government, 2013) and Staffordshire Safeguarding Children Boards Inter-agency Procedures? (http://www.staffsscb.org.uk/professionals/procedures/ )

Yes No

If “YES”, please confirm it has been attached? Yes No

F2. Does your organisation have a safer recruitment policy and does your Organisational Lead have Level 1 and Level 2 Safeguarding and Safer Recruitment training?

Yes No


F3. We recommend that it is best practice for the organisation’s Safeguarding Lead to have the Level 4 training for a Designated Lead. Does your Organisation’s Safeguarding Lead have this training?

Yes No


F4. Does your organisation have a Whistleblowing policy which includes a process around reporting concerns of child abuse?.

Yes No


The Staffordshire Safeguarding Children’s Board Child Protection Policy document can be found at http://www.staffsscb.org.uk/Professionals/Procedures/Section-Six/Section-6-Further-Guidance-for-Practitioners.aspx YOUR SUBMISSION MAY BE REJECTED IF YOU DO NOT POSSESS A SAFEGUARDING POLICY THAT MEETS THE REQUIREMENTS OF THE TEMPLATE POLICY FOUND ON THE WEBLINK BELOW (APPENDIX 1 DEVELOPING A CHILD PROTECTION POLICY) OR WHERE A POLICY IS REQUIRED IN LAW OR IF YOU DO NOT ATTACH A COPY OF IT (PLEASE NOTE YOUR POLICY MUST BE SIGNED AND DATED.)

SECTION F: SAFEGUARDING


SECTION G: HEALTH & SAFETY

G1. Does your organisation have a full Health and Safety policy?

Yes No

The contents of the Health and Safety policy must include: 1. A general statement

2. The organisational Health and Safety structure

3. Individual Health and Safety responsibilities

4. Arrangements for Health and Safety

Please provide evidence of the Health and Safety policy endorsed by the Chief Executive Officer that is regularly reviewed. The policy should be relevant to the nature and scale of the work and sets out responsibilities for Health and Safety management at all levels in the organisation.


YOUR SUBMISSION MAY BE REJECTED IF YOU DO NOT POSSESS A HEALTH & SAFETY POLICY WHERE REQUIRED TO DO SO IN LAW OR YOU DO NOT ATTACH A COPY OF IT.


SECTION H: DISCLOSURE AND BARRING SERVICE

It will not be permitted for any member of the County Council to view disclosures by any of the Applicant’s personnel. Therefore, you are required to provide details of such personnel assigned to the performance of the Accreditation Scheme confirming on your organisation’s headed paper and signed by a duly authorised senior member of staff, the following:

1. The required enhanced disclosure, along with the registration number and date of

issue which has been received from the DBS for that individual

2. Confirmation that they have no offence which bars them from working on a regulated site

3. That the individual will be removed immediately from the Contract if an offence becomes known as this contravenes the DBS legislation

4. The County Council requires that the Applicant has the necessary DBS clearance in

place at the time of contract award. If you are successful in this application process,

this information will be required to be forwarded to the nominated representative of the

County Council prior to the date of contract award

DECLARATION

I/We the undersigned have read and agree to abide by the above.

For DBS Information, refer to https://www.gov.uk/disclosure-barring-service

Name of Organisation:

Name (typed):

Name (signature):

Position in Organisation:

Date:

YOUR SUBMISSION MAY BE REJECTED IF YOU ARE NOT PREPARED TO COMPLY WITH THIS REQUIREMENT


SECTION I: INFORMATION SHARING

The 'One Staffordshire Information Sharing Protocol' and Data Sharing Agreement deal with the emerging issues surrounding information sharing between agencies in light of the changing nature in which organisations are delivering services for the social, economic and environmental wellbeing of the community. The protocol and agreement outline the purposes for sharing information, the powers that organisations have to share information, the role of partners and what can be expected from them, the process for sharing and scheduled review dates.

For detailed information about our Information Sharing Protocol, refer to:

http://www.staffordshire.gov.uk/community/InfoShare/InfoShareHome.aspx

DECLARATION

I/We the undersigned have read and agree to abide by the above protocol and agreement and have completed and signed the Form of Acceptance (Appendix 5).


Name (typed):

Name (signature):


Date:

YOUR SUBMISSION MAY BE REJECTED IF YOU ARE NOT PREPARED TO COMPLY WITH THIS REQUIREMENT


SECTION J: SUPPORTING REFERENCES

J1. Supporting references detail experience and ability to deliver services of this nature.

Please list major contracts currently and recently held in public and private sectors for services of a similar type to the Services to be provided in the last three years from whom references may be solicited to testify to your technical capacity, standards and quality of service.

Where an Applicant has a mixture of reference sites, please list in order the priority of Local Authority and public sector sites. Please note that these must represent sites where the services performed are exactly aligned to those requested by this Application.

NOTES TO APPLICANT The County Council will seek references for the Applicant in relation to work or approaches which are similar to the services and which are currently being provided by, or have been undertaken previously, by the Applicant in the last three (3) years. A minimum of two (2) references must be received and references received must be satisfactory. Please note that the Applicant’s referees must be at a senior level with responsibility for services/contracts. It is the responsibility of the Applicant to ensure that the referee provided is relevant to the services that are the subject of this Application and the referee will be prepared to provide a reference. The County Council shall notify the Applicant when a request for references is made. Following a request made by the County Council for references a response will only be followed up once. If no references are provided upon request then the submission may be rejected. Therefore, it is imperative that referees are contacted prior to Application submission to ensure that these are completed when a request is made and to avoid any delays in the process. The County Council’s personnel directly involved in the Application exercise will be unable to supply references. Reasons that may lead to this submission being rejected: (a) Failure to provide references of similar nature expected of this Application (b) If less than two references are received (c) If references are unsatisfactory References shall be considered to be unsatisfactory if any of the responses to the questions relating to Performance & Quality are ticked as “YES” and the detail does not provide satisfactory resolution or satisfactory remedial action to failure of any of the obligations under the contract. A sample of the Application Reference Questionnaire form that will be issued to the referees nominated is attached. Please see Appendix 2 entitled “Reference Questionnaire Template.”


SECTION K: REFERENCES

The Applicant must supply contact details of three (3) referees who are prepared to vouch for their performance of such work (please ensure that this section is completed in full to enable references to be requested)

Name and Address of Referee 2:

Point of Contact:

Telephone:

Fax:

Email:

Title of Contract:

Value of Contract:

Start date & Period of Contract:

State the proportion, value and nature of the activities that you subcontracted to other firms:

What was the reason for sub-contracting?

Detail of work comparable to the County Council’s requirements:


Point of Contact:

Telephone:

Fax:

Email:

Title of Contract:

Value of Contract:







Point of Contact:

Telephone:

Fax:

Email:

Title of Contract:

Value of Contract:





Reasons for failure to provide required number of reference sites:


SECTION L: DECLARATION

NOTES TO APPLICANT When you have completed the Application, please ensure that:

• All questions have been answered

• All documents have been provided as requested

• The declaration here is understood and signed I/We certify that the information submitted within and appended to this Application is accurate and correct and that I/we hold full responsibility for the entire contents. I/We accept the conditions and undertakings requested in the Application. I/We understand and accept that false information could result in rejection of the Application to be selected to take part in the Application process. I/We understand that the information will be used to assess my organisation’s suitability to become a prospective Applicant to the County Council and that information will be held on computer and manually for this purpose in accordance with the Data Protection Act 1998. I/We also understand that it is a criminal offence, punishable by imprisonment, to give or offer any gift or consideration whatsoever as an inducement or reward to any servant of a public body. I/We also understand that any such action will result in rejection of my/our Application to take part in the Accreditation Scheme and empower the Authority to cancel any contract currently in force. I/We understand and agree that if my/our Application is successful, the Applicant will purchase insurances as required if such insurance is not already held. Please insert your scanned signature as authority. It is not acceptable to simply type your name only.


Name (Signature):

Name (Typed)


Date:

Once completed do not forget to return this application in accordance with the instructions given in the Section 11 – Guidance Notes.


APPENDIX 3: REFERENCE QUESTIONNAIRE TEMPLATE (references to be requested, from those referees detailed within Section K, by Staffordshire County Council)


STAFFORDSHIRE PROCUREMENT

REFERENCE QUESTIONNAIRE

CONFIDENTIAL Name and Address of Organisation that the Reference is required for:

Contract area for which they have applied: BRFC Accreditation Scheme

PERIOD/VALUE OF CURRENT CONTRACT(S). How long has your organisation had dealings with this company? up to 1 yr 1-3 yrs 3-5 yrs over 5 yrs Current Contract Period: Contract Value: What services does this company provide to your organisation?

PERFORMANCE ADDITIONAL COMMENTS (if applicable)

1 Have this company ever failed to achieve targets for any performance indicators to which they are contracted to deliver?

Yes No

2 Has your organisation ever issued a default notice to this company as a result of their failure to perform against the contract in place?

Yes No

3 Has your organisation ever suspended a contract with this company?

Yes No

4 Has your organisation ever terminated a contract early with this organisation ?

Yes No

5 Have your organisation ever had any complaints about this organisation regarding the service they deliver from service user or anyone else?

Yes No


QUALITY

1 Has this company ever had any Adult/Child Protection investigation upheld whilst contracted with your organisation?

Yes No

2 Has this company ever failed any quality rating systems/inspections that your organisation has in place?

Yes No

Referee Details The above information has been supplied by:

Company/organisation: Staffordshire County Council Name: Position:

Tel: Fax No :

Email:

Please note: Should it be requested, the contents of this reference may be supplied to the person or organisation to which the reference relates.


BRFC ACCREDITATION SCHEME 'TIMESHEET' (APPENDIX 4)

One to be completed for each family . These should be submitted alongside the monthly invoice

Provider: Chase CVS

Key Worker: Joe Bloggs

Family Ref No: CAP5612

Intervention Level: Light

Start Date (with family): 10/03/2014

Month: Mar-14

Mon Tue Wed Thurs Fri TOTALS

Week Commencing: 3rd March 14 2 2

10th March 14 3 3 6

17th March 14 3 3 6

24th March 14 3 3 6

31st March 14 3 3

HOURS: 23

£: £391.00

Brief comments e.g. why / dates of any visits that

have not taken place, dates the outcomes star has

been used / reviewed, dates the Family Plan has been

developed / reviewed etc (this information will be

used to update CAPITA ONE) :

2hr briefing with District Lead on 04/03/14. Visit on the 24th March did not take place as

the family were not home when the Key Worker arrived (have claimed this as per contract

as able to claim for up to 3 abortive visits and the Key Worker used the time to work on the

family's behalf, trying to re-establish contact etc). Family Plan and Outcomes Star both

started on 10/03/14.

SUPERLIGHT families receive ONE visit per week and this relates to 3 hours of time .


Appendix 5

One Staffordshire Information Sharing Protocol

Form of Acceptance

I confirm that __________________________________________________ [name of organisation] agrees to, and will abide by, the principles of data sharing outlined in the One Staffordshire Information Sharing Protocol and Data Sharing Agreement (Appendix 8).

http://www.staffordshire.gov.uk/community/InfoShare/InfoShareHome.aspx

I confirm that the above named organisation has the appropriate infrastructure (paragraph 3.5 and 3.6 of the protocol) to respond to requests for information made under the protocol, including appropriate training and making their staff fully aware of their responsibilities. I confirm that I have the authority to confirm our acceptance of the protocol on behalf of the above named organisation. Signed…………………………………………………………… Date……………………… Name Title Organisation Address Please return completed form to Tracey Barnacle, Staffordshire County Council, 2 Staffordshire Place, Tipping Street, Stafford ST16 2DH

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