Invitation to Tender Making an Effective Application

Invitation to Tender Making an Effective Application
Rebecca Rhodes, Senior Associate, UVAC

Content Conditions, Scope & Context
Technical Questions & General Approach Specification Questions and Evidence Common Pitfalls Costing your Application Next steps and timeline

Conditions, Scope & Principles

Application Elements (to download, complete and upload with your application)
Technical Envelope Questions Declarations Uploading the volume and values spreadsheet Uploading the questionnaire Specification Questions Readiness to Deliver Track record of delivering the service Management and reporting and quality assurance engaging with and meeting needs of employers 5. Delivery of wider apprenticeship training support for employers and their apprentices 6. Delivery Plan Volume & Values Spreadsheet Work out the cost of: Training and assessment Incentives For olds For 19+ In non levy paying employers with less than 50 staff In non levy payers with more than 50 staff

What are you applying for and why
You will only be offered an SFA contract if you are successful in both RoATP & ITT You must also submit an application to the RoATP under the main option This ITT is for a 15 month contract for services with the SFA running from 1 May July 18 For new apprenticeship starts only All standard funding rules apply to this provision Contract value, Minimum £100k, maximum £5M but SFA may pro-rata To deliver apprenticeship training & assessment to non levy paying employers To deliver yourself, or through subcontractors if an employer requests this – and you reman fully accountable for all delivery Successful applicants may have their contracts extended for up to 24 months if the DAS is not ready by July 2018

General Principles and Conditions
The SFA expect you to spend the funding that you applied for – don’t over bid You are not restricted to the regions, sector subject areas or apprenticeships that you specify in your tender – this is flexibility for you to respond to demand The volumes you put in your plan are not a target, or a set of KPIs. They will be context for your tender You will be performance managed – SFA will take money back if you don’t look like you need it and give it to others who do ITT Scores are used to prioritise awards so funding may be pro-rata You must split your funding £ between two date ‘funding ‘envelopes’ 1 May 2017 – 31 March 2018 and April 2018 – 31 July 2018 You will be allocated two funding amounts; one for and one for These are ringfenced Where you are asked for figures that involve standards that are not yet available - use your best judgement.

The Service – what you need to demonstrate
Readiness Staff, Relationships, Processes, Premises, Track Record history of success in delivery of all age groups in small employers Employer Relations Employers not using DAS Added Value without duplication locally incl ESF Quality that the economy needs Growth & Capacity expand No. employers and learners Flexibility to make changes in your service Confirm whether organisations are suitable to fund Ensure organisations listed and new are: financially robust suitable entities to develop learning and services

Specification Questions

Question Principles and Pitfalls
You must meet the minimum score on each question (NB score 75 = meets most requirements ; 40 = partially meets requirements Use the character limit to the full to set out sufficient information to provide reassurance that you are ‘competent on paper’ Ensure that you address all bullet points Plain English and write your own response based on your organisation Explain what you do, or will do to cover the areas identified within the question. Refer to policies, governance, processes and documents so that this is clear. Explain why this delivers what is asked for. This ITT is looking for evidence that you: Can performance manage and contract manage this funding contract Can deliver the apprenticeship programme that you have set out in your application Demonstrate both in your responses The documents often say ‘Can demonstrate’ OR demonstrate how you will….. Data counts - back up your assertions, particularly as rationale for your capacity to deliver with your proposed resource levels e.g. staffing ratios applied Make clear links between your activities and what needs to be in place to deliver a high quality programme

Questions Principles and Pitfalls
Focus on SME, non levy payers and how your service will work for them and why you believe this to be the case Your track record is all relevant – you are building on /evolving what you have already that works well. Its just that the context is different. You must set out how you address (or will address) underperformance and identify, manage, mitigate and address risks – probably in every question Readiness and track record when you haven’t delivered apprenticeships previously Delivery of the underpinning degree and other work place study programmes, placements, research Expertise in the delivering provision for underpinning skills in the sector visa other degrees or programmes Destination data as evidence of employer satisfaction Partnerships with employer bodies / stakeholders incl CBI/ BCC in this sector/ size band –. feedback and performance monitoring e.g. Success rates, quality,– or what your plans are and why you think this will work – evidence and data Evidence of employer engagement Via joint research, placements, or other delivery ( or current apprenticeship provision ) and your feedback and review processes as evidence that you met employer needs e.g. survey feedback, repeat business. NSS at programme level Involving employers in programme development or in course approval panels Try to find relevant data

Characters Maximum: 5000 Maximum Score: 100 Minimum Score: 75
Readiness to Deliver [Q1] How will you ensure that you have the resources, expertise, staffing and infrastructure to deliver apprenticeship training to the target group(s) identified in this specification? Characters Maximum: Maximum Score: Minimum Score: 75 Questionnaire Bullets The measures you will take to ensure you are able to deliver from 01 May 2017 The resources you have to offer local and flexible delivery to employers not using the digital account Your ability to define apprentice needs, create learning plans and support the apprentice throughout Your approval or authority to deliver the apprenticeship standards/frameworks that you have indicated you will offer, including your authority to deliver and award learning aims and qualifications Specification Guidance Resources to offer local and flexible delivery Immediate delivery - no delays due to not having the necessary staff, premises, processes or employer relationships Capacity and capability to under take initial assessment, produce learning plans and support the apprenticeship set out in the application Authority to deliver the apprenticeship specified - degree awarding powers specific course designation awarding body Keep the offer on the DAS provider search up to date. Possible Evidence Sufficient resourcing levels; evidenced by ratios and recruitment plans Project structure; project plans and progress, monitoring and risk review processes, led from the top Investment and infrastructure, and how the service has been developed for SMEs Needs analysis processes, for employer needs and student needs Ongoing student support processes Reference to the specific apprenticeships being delivered, the requirements and evidence that you meet this The responsibilities of individuals and functions. How they work together to deliver the apprenticeship

Characters Maximum: 5000 Maximum Score: 100 Minimum Score: 75
Track Record [Q2] What experience do you have of delivering apprenticeship training to the target group(s) identified in this specification? [Note: applicants without apprenticeship delivery experience must be able to demonstrate how they will be able to successfully deliver what they are proposing considering the points above] Characters Maximum: Maximum Score: Minimum Score: 75 Questionnaire Bullets Your track record of delivering and managing training within the last two years, including apprenticeship training Your experience in delivering the range and volume of apprenticeships declared in your funding and volumes spreadsheet How you have met the needs of employers in the scope of this tender and their apprentices Your experience of establishing links with employers in the scope of this tender Specification Guidance History of successful delivery or how you will successfully deliver the volumes and range, and in the geography you specified How your service meet needs of non levy payers - SMEs with less than 250 employees and their apprentices Your links with this group of employers or how you will establish them and meet their needs through apprenticeships Your monitoring and review of the contract processes Possible Evidence Evidence of similar contracts e.g. ESF and how they were managed Delivery of other similar degrees and work place learning, KPIs, success rates and achievements Expertise of staff, and evidence that staffing levels and other support teams will cope with existing and new volumes, or recruitment is planned / underway. e.g. staff student ratios Process, governance and policies for monitoring contract performance and risk and student progress and achievement. Feedback and review policy, process and outcomes, evidence of performance to employers in this size band, in this sector, or in similar Your service and how this meets employer or student needs. Successes in employer engagement strategy, marketing, events, partnerships

Management, Reporting and Quality Assurance m [Q3] How will your organisation ensure that it delivers high quality apprenticeship training that meets contractual requirements? Maximum Characters : Maximum score : Minimum Score 40 Questionnaire Bullets The key indicators that you will use to manage the contract ensuring that your organisations delivers the appropriate volumes that lead to payment on delivery of outcomes Quality assurance arrangements you will take to ensure the information you return to the SFA is accurate How you identify, manage and mitigate risks relating to under delivery or contract underperformance How feedback from employers and apprentices is collected and how it will be used to improve success How you will contract manage end-point-assessment and manage payment to third party employers for example end point assessors and employers If applicable, how subcontractors will be managed and monitored to ensure that high quality delivery is taking place in compliance with employer requirements and the SFA’s funding rules Specification Guidance How will you collect feedback from employers and apprentice and how will you use this to improve delivery How will you manage subcontractors to ensure high quality and that this meets SFA funding rules MI systems for submitting SFA data via the ILR and robust arrangements for collecting and retaining information to support payments Sharing performance data with the SFA and any additional intelligence to improve effectiveness Processes, controls and reporting arrangements to manage incentive payment and end point organisations Possible Evidence Feedback and review processes – for apprentices and employers. Governance arrangements for each process, led by senior staff. Evidence of close management of risk, early identification of issues and ability to manage and address. How all review activities drive improvements Clear accountability with individuals, well organised joint working across the organisation and visibility of contract, quality, performance, financial data KPIs; quality, performance, satisfaction for apprentice and employer, monitoring quality, financial spend, retention and success - review processes governance owned by senior staff Subcontracting policy and operations –see SFA subcontracting policy

Engaging With & Meeting the Needs of employers [Q4]How effective is your organisation at engaging and meeting the needs of eligible employers to support the requirements of this procurement? Maximum Characters: Maximum Score: Minimum Score: 40 Questionnaire Bullets Strategies you will use to identify and attract employers not using the digital account to your apprenticeship training programme How you will ensure receipt of employer contributions How you will identify the skills needs of an employer, and advocate apprenticeships How your delivery approach meets the needs of employers not using the digital account How you will assess that your apprenticeship training will add value to the employer How you will react to new demand for apprenticeship standards and develop the capability to deliver them, and supporting employers through any transition required Specification Guidance Successful promotion of your service and engaging employees, securing financial contributions How you will promote apprenticeships to employers and engage them in your delivery plan Demonstrate your flexibility to meet employers needs Identifying skills needs and translate how an apprenticeship can meet these Keep up to date with apprenticeship developments and successfully build capability to implement and support employers through this change Possible Evidence Marketing plans, events, local /sector activities, work with key partners with evidence of why this will be successful Quantify your track record in securing employer contributions in other similar provision. Staff skills and experience in needs analysis process, role of employer engagement and academic teams Explain how your apprenticeship and support are targeted at smaller firms and are flexing where needed. Feedback process from employer and apprentice, impact measurement, KPIs. Measurement of success rates, quality reviews employer and apprentice satisfaction, Staff CPD. your strategic plan for expanding apprenticeship delivery, your implementation plan, communication processes

Delivery of Wider Apprenticeship Training Support for Employers and their Apprentices [5] Describe the wider apprenticeship training support that your organisation will provide to eligible employers, and how will this add value to the employer and to government initiatives? Maximum Characters: Maximum Score: 100 Minimum Score 40 Questionnaire Bullets Explanation of the wider support you will provide for apprentices including identification of their needs How you will be involved in apprentice recruitment and help ensure candidates can achieve their potential How you ensure an apprentice has opportunities for further development How you will promote the incentives offered by government such as an increase in year old apprenticeship starts, increase in apprenticeship starts for young home carers or those from disadvantaged backgrounds Specification Guidance How you support employers with recruitment Promoting the incentives for and care leavers/ EHC plans, and apprentice from deprived area How you identify when additional support is required and what you provide How you identify apprentices learning needs and meet these including thoe with progression potential Possible Evidence Services you will offer and your track record or plans using ‘Find an Apprenticeship and attracting people to apply for vacancies Your marketing and promotion plan track record of success in supporting vulnerable students Individual monitoring processes that ensure issues are identified and the interventions you put in place is quick and effective The range of opportunities you offer students, both in the apprenticeship itself but also beyond this How you track and analyse different cohorts, identify if they are progressing differently and put interventions in place

Delivery Plan [Q6]Describe your delivery plan to implement apprenticeship training from 01 May that covers the apprenticeship training that your organisation is intending to offer. Maximum Characters: Maximum Score: 100 Minimum Score 40 Questionnaire Bullets The scope of your organisation’s proposal including development, implementation, monitoring and measurement over the duration of the contract The capacity and infrastructure you have, or will have, to deliver the number of apprenticeship starts you are proposing in the funding and volumes spreadsheet How you will select and use subcontractors to meet your plan (if applicable) A description of why you are targeting the geographical areas included in your funding and volumes spreadsheet Specification Guidance A comprehensive plan for your proposal Complete the volumes and values sheet Description of the geographic areas targeted for delivery Description of your subcontracting policy if relevant A clear description of the service they plan to deliver including capacity, infrastructure and how the service will be delivered over the life of the contract Possible Evidence Clear description of the end to end process for an employer and an apprentice covering every key stage and process Resourcing plan, setting out levels of resource and rational for why this is appropriate and sufficient to deliver the service KPIs and how you measure these and track progress of contract and apprentice progress How you will deliver a high quality apprentice and Risk assessment arrangements and how you will know if you are behind Feedback and review process Governance and evidence of leadership and engagement of all key senior If using subcontractors, your subcontracting policy (see SFA policy )

Costing Your Plan

Costing Principles and Pitfalls
Only include what government will pay you, not what you will charge the employer Only cost activity for the months 1 May 2017 to 31 July 2018 (15 months ) CHECK the duration of your programme and only claim for 15 months If you have a programme that runs beyond this point – DON’T include all the monthly costs If duration is less than 15 months don’t forget to include early months for new starts that will follow The SFA will make equal monthly payments for delivery costs, others at set points An educated guess is fine - but you cannot swap between and 19+ funding Split costs between 16 to 18 and 19+ apprentices (two different ring-fenced funding ‘pots’) Split bid totals between the two financial years May 2017–March 2018 and April 2018 – July 2018; these are ‘funding envelopes’ Don’t pro-rata your bid total between your two funding envelopes Tools in the BRAVO portal tells you which sector subject area your apprenticeship is in. Worth checking – not always obvious (or sensible).

Completing the forecast

Costing 16-18 & 16-24 care leaver/ care plan
Volumes Delivery Costs [5] Additional Support Costs [7] Standard Framework Employer Incentive You must pay this to the employer Provider Incentives Disadvantage English & Maths Additional Learning Support Employer <50 100% of the cap (these are fully funded) 100% of cap £1000 per apprentice Paid 50% month % month 12 1. £1000 per apprentice 50% month 3 50 % month 12 2. Framework 20% uplift £600 IMD 10% £ % £ % £471 each for L1, L2 English and/or Maths paid over the life of the programme up to £150 pcm Employer >50 90% of the cap As above

Costing (II) 19+ year olds
Delivery Costs [6] Additional Costs [8] Standard Framework Employer Incentive You must pay this to the employer Provider Incentive Disadvantage English & Maths Additional Learning Support Employer <50 90% of the cap 90% of cap £0 £600 IMD top10% £300 IMD 10-20% £200 IMD 20-27% £471 each for L1, L2 English and/or Maths paid over the life of the programme up to £150 pcm Employer >50 As above 110%

Costing Your Plan Create a spreadsheet and input each payment into the relevant month to help with this calculation

Next Steps

For First Timers Do Don’t Create your documents in word/ excel first
Save regularly during the process – unsaved data is NOT stored When you save, remember that it overwrites the previous submissions Apply early - don’t give the system gremlins any oxygen ! Read the specification and all guidance sheets Proof read thoroughly Check that you answered all the questions Don’t Don’t use the browser back buttons Exceed the character limit - it is fixed and enforced Copy other people’s submission Include attachments or any other links than those requested. They won’t be used Leave it until the last minute to upload the application

Checklist Check that every response size is within the limit
Read the specification questions again and check that you responded to each bullet point and with evidence - what you do (process) and how this meets the requirements in the bullet point Check that you have referred to relevant formal documentation, policy, procedures and governance in each response. Check that you have explained fully what you do/would do and how this delivers the desired outcomes for anything where your evidence is light or recent Check that your volume and values data matches the narrative in your specification question responses Check that you have uploaded the specification questions, volume and values sheet in the correct section

Next Steps Raise application questions through the BRAVO portal
Submit by 5pm 25th November 2017 Notification of outcomes by 14 March 2017 Raise other queries through the UVAC query line

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Invitation to Tender Making an Effective Application

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