Framework Agreement for the Provision of Outreach / Respite Support for Children with Disabilities

Procurement reference

CCBC/PS2900/25/HS

Procurement description

Framework Agreement for the Provision of Outreach / Respite Support for Children with Disabilities.

The Council, namely Social Services, Children’s Services is establishing a framework agreement for outreach/respite for children and young people under the age of 18 with permanent and substantial disabilities, life limiting conditions and or complex health needs that impact on their daily living namely: -

A severe learning disability

A significant sensory disability

A severe physical disability

Multiple disabilities – combination of disabilities – physical, cognitive, communication and sensory in nature

The Council is establishing an open framework in line with the light touch regime of the Procurement Act 2023 for a high-quality, cost-effective outreach/respite support service for children and young people with disabilities. The aim is to meet the care and support needs of children and young people (Service Users) and to provide the Council with a compliant, legal and accredited framework.

This framework is for all new packages of support. It is the Councils intention that all existing support for outreach / respite for children and young people at the time of awarding the framework will remain with the existing Service Providers, to ensure there is continuity of care for children and young people and their carers.

However, the Council shall reserve the right to undertake a review of any support currently being provided. If the Council feels that the hourly rate is not economically sustainable for the Council, such support packages shall be re-brokered in line with the brokerage process.

For Service Providers to retain the current packages of support provided they must apply to join this framework and be successful meeting the requirements of the award criteria.

Service Providers should note that being placed onto the framework is not a guarantee of being awarded any support packages and there is also no guarantee of value of spend to be let via this framework.

The framework agreement shall be for an initial period of four (4) years from the 02 February 2026 - 31 January 2030, with the option to extend up to a further period of fourth-eight (48) months reviewed after twenty-four (24) months

The Council is not currently aware of any TUPE implications at the time of tender. However, Transfer of Undertakings (Protection of Employment) Regulations 2006 (“TUPE”) and/or Directive 2004/18/EC may apply to this framework during the period of the arrangement.

Service Providers should note that a non-scored approach has been chosen for Social Value. However, service providers are requested to submit measures at the time of submission and the Council will work with successful service providers to delivery against the measures.

The spend is based on current spend over the full framework period including extensions

Full details can be found in the ITT

Main category

Services

Delivery regions

• UKL16 - Gwent Valleys

Total value (estimated, excluding VAT)

2800000 GBP to 2800000GBP

Contract dates (estimated)

02 February 2026, 00:00AM to 01 February 2029, 23:59PM

Is a framework being established?

Yes

Is this an open framework scheme?

Yes

Caerphilly County Borough Council

Procedure type

Open procedure

Is this procurement under a special regime?

Light touch

Is the total value above threshold?

Above threshold

Trade agreements

Government Procurement Agreement (GPA)

Further information about fees

n/a

Percentage fee charged to suppliers

0%

Type of framework

Closed

Open framework scheme end date (estimated)

02 February 2029, 23:59PM

Award method when using the framework

With and without reopening competition

Framework operation description

The open framework shall be for a maximum of eight (8) years, however the first scheme is for up to three years and will re opened for new providers to join during this time.

CPV classifications

• 85000000 - Health and social work services
• 98000000 - Other community, social and personal services

Delivery regions

• UKL16 - Gwent Valleys

Lot value (estimated)

2800000 GBP Excluding VAT

3360000 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

02 February 2026, 00:00AM

Contract end date (estimated)

01 February 2029, 23:59PM

Participation

Award criteria

Payment terms

as per the ITT

Tender submission deadline

24 November 2025, 12:00PM

Enquiry deadline

17 November 2025, 17:00PM

Date of award of contract

12 January 2026, 23:59PM

Submission address and any special instructions

Tenderers must express an interest in this tender by completing the following process:1.Log in to the Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login2.Click the "Sign Up" option on the Portal homepage (If already registered go to point 11.)3.Enter your correct Organisation Name, Details and Primary Contact Details.4.Please make a note of the Organisation ID and User Name, then click "Register".5.You will then receive an email from the system asking you follow a link to activate your account.6.Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructionsensuring that you enter all applicable details.7.In the Classification section please ensure that you select the Product Classification Codes (CPV Codes)that appear in thetender notice, it is essential that only CPV Codes, specific to your organisation are added to your profile.8.Buyer Selection – At this stage you are required to indicate which Buyer Organisations you would like to register with. Pleaseremember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities.9.Terms & Conditions - Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you haveread and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registrationprocess. Once you have agreed click on the blue arrow to move on to the next stage.10.Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It mustcontain at least 2 number(s). Once completed select ‘Complete Registration’ and you willenter the Supplier Home page.11.From the Home Page, go to the “Opportunities” icon, all current opportunities will be listed. Click on the blue arrow underthe field ‘Show Me’ of the relevant opportunity then click to register your interest on the applicable button.12.Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the bluearrow.13.Note the closing date for completion of the relevant project. To find all available documentation please drop down the‘Request Documents’ option and click to download all documents.14.You can now either complete your response or "Decline" this opportunity.All queries are to be made via the messaging system on the Proactis portal. Please note we will NOT accept anyquestions/queries via telephone/email.A supplier guide title "Supplier_step-by-step_guide" is available via the portal and this contract notice detailing how to useregister on the Proactis Plaza system.If you require assistance please contact Hayley Jones 01443863234 - jonesh21@caerphilly.gov.ukWhen submitting a tender, an e tendering supplier guide has been produced which will help tenderers through completing atender submission using our Proactis Plaza system.The buyer considers that this contract is suitable for consortia bidding.

May tenders be submitted electronically?

Yes

Languages that may be used for submission

• English
• Welsh