1. Unrestricted
TO: DIRECTOR OF ADULT SOCIAL CARE, HEALTH & HOUSING
23 AUGUST 2012
CARERS SUPPORT SERVICE TENDER
Chief Officer: Older People and Long Term Conditions
1 PURPOSE OF REPORT
1.1 The purpose of this report is to seek approval to award a contract for the provision
of Carers Support Service for unpaid/ informal adult carers and the carers
emergency respite scheme. This follows a robust evaluation of tenders submitted.
2 RECOMMENDATION
2.1 That a contract is placed for the Carer Support Service commencing on 1
October 2012 (with a deferred commencement date for the Carers Emergency
Respite Scheme of 1 April 2013) is awarded to Organisation A as detailed in
the Confidential Annex to this report.
3 REASONS FOR RECOMMENDATION
3.1 The proposed Contract meets all of the criteria set and represents the best value to
the Council over the term of the contract. Officers have worked to the approved
Procurement Plan.
4 ALTERNATIVE OPTIONS CONSIDERED
4.1 To extend existing providers contracts.
4.2 To provide the Carers Support Service/ Carers Emergency Respite Service in-
house on a short term basis or following end of contract.
5 SUPPORTING INFORMATION
5.1 The Provider recognises the vital role adult unpaid/informal Carers have played and
will continue to play in supporting those with disabilities, frailties or long term health
conditions.
5.2 The aim of the reconfigured service is to:-
• support carers to enable them to sustain their caring relationships while having
a life of their own
• enable people with frailty or long-term conditions to live as independently as
possible
• delay or reduce dependence upon local authority resources
• secure maximum value and impact for the support commissioned
5.3 The Carers Support Service comprises the provision of three core services:
administration of the Carers Grant, a Carers Development and Support service and

2. Unrestricted
the Carers Emergency Respite Scheme. A more detailed description is detailed
below:
5.4 Element 1-Carers Grant Service
• Administer the Carers Grant. (This service is for Carers of people who are not
eligible for, or not in receipt of, support from Adult Social Care).
• Promote and publicise the Carers Grant.
• Develop a robust system determining eligibility for the Carers Grant through use
of a panel including partner agencies
5.5 Element 2 –Carers Support and Development Service
• Organise and deliver regular Carers’ lunches in Bracknell
• Carry out regular events and activities for Carers
• Plan and deliver events for Carers Week in Bracknell
• Carry out Carers Assessments in peoples homes or a place of their choice
• Carry out development work to understand the needs and aspirations of adult
unpaid/informal Carers and put initiatives in place to meet those needs within the
context of the Council’s Carers’ Strategy
• Provide time limited one to one support for Carers
• Collate and disseminate information to Carers
• Develop and publish Carers Information -annually
• Work in partnership with other agencies that provide services to carers
• Host the Council’s Assistant Care Manager-Carers
5.6 Element 3 – Carers’ Emergency Respite Scheme
• Proactively and publically promote the service
• Support Carers in the creation of their emergency respite plans
• Facilitate care providers to carry out needs assessments and health and safety
risk assessments
• Ensure that carers’ information is logged with Forest Care along with three other
emergency contacts
5.7 An Extended Request for Quotation was advertised on the South East Business
Portal on Friday 22nd
June 2012. All interested organisations were able to request
from the Council:
• Extended Request for Quotation (RFQ)
• Service Specification
• All associated appendices
5.8 19 providers expressed an interest.
5.9 Interested organisations were able to ask for clarifications, in writing, until 13th
July
2012.
5.10 The deadline for bids was Wednesday 25th
July 2012. The tenders were assessed
by the Tender Evaluation Team, details of which are set out in the Confidential
Annexe to this report. Evaluation criteria had been agreed by the Team prior to the
tender invitations, with a price: quality weighting of 40:60.
5.11 Reference checks were undertaken in order to ascertain, as far as reasonably
possible, the suitability and viability of the Tendering Organisations.

3. Unrestricted
5.12 Those who submitted tenders were invited to give presentations on 8th
August 2012
on a specific subject specified by the Evaluation Team. This was followed by
question and answer sessions. Following all presentations, the Tender Evaluation
Team finalised the tender evaluation.
6 ADVICE RECEIVED FROM STATUTORY AND OTHER OFFICERS
Borough Solicitor
6.1 Officers have when carrying out the procurement exercise had regards to the
Council’s Contract Standing orders, and the Public Contracts Regulations are not
engaged.
Borough Treasurer
6.2 The successful tenderer's prices represent a saving of £27,500 over current costs
over the 3 year period of the contract. These are split as follows:
• Year 1 - Saving of £19,500
• Year 2 - Saving of £4,000
• Year 3 - Saving of £4,000
.
Equalities Impact Assessment
6.3 An Equalities Impact Assessment has been completed. It is not considered that this
decision is likely to adversely affect or impact other groups within the council or the
wider community. The contract terms and conditions set out requirements for equal
opportunities, human rights, professional conduct, health and safety and
confidentiality.
7 CONSULTATION
Principal Groups Consulted
7.1 The Tender Evaluation Team was drawn from the Older People and Long Term
Conditions Team, Joint Commissioning Team and Corporate Procurement to
ensure that there was satisfactory representation to perform an effective
assessment.
Method of Consultation
7.2 The draft specification was circulated widely for comment to all members of the
Tender Evaluation Team and the Head of Adults & Commissioning.
7.3 All members of the Tender Evaluation Team received copies and reviewed all
tender papers to feed in to their individual assessment and the overall assessment.
The Team met to discuss and agree evaluation and agree scoring of the tenders.
7.4 Meetings, emails and telephone calls
Representations Received
7.5 None

4. Unrestricted
Background Papers
Carers Support Service Specification and Terms and Conditions
Submitted tenders
Tender Evaluation Spreadsheet
Contact for further information
Mira Haynes, Adult Social Care, Health & Housing – 01344 351599
Mira.haynes@bracknell-forest.gov.uk
Naoma Dobson, Adult Social Care, Health & Housing – 01344 351535
Naoma.Dobson@bracknell-forest.gov.uk
Amina Begum, Adult Social Care, Health & Housing – 01344 351204
Amina.Begum@bracknell-forest.gov.uk
Derek Fitz-Gibbon, Corporate Services – 01344 352093
Derek.fitz-gibbon@bracknell-forest.gov.uk