Invitation to Tender
Statement of Requirement
This document can also be downloaded as a PDF here: Invitation to Tender Digital Learning Strategy.
Purpose of the Document
The purpose of this document is to invite proposals for developing an Autism Education Trust digital learning strategy. This document contains the following sections:
- Introduction to the Autism Education Trust
- Background to the Project
- Statement of Requirement
- Tender Proposal & Evaluation Criteria
- Procurement Procedures
The Autism Education Trust (AET)
The AET has a vision that all autistic children and young people will have equal opportunity to experience a positive education that empowers them to achieve their ambitions. To achieve this the AET have set out a mission that aims to provide professional development resources and opportunities that support services and staff in securing positive experiences and outcomes for children and young people with autism.
At the heart of the AET is the belief that good outcomes can only be achieved by working in partnership. AET has strategic partners across England who are central to ensuring that training for early years, schools and post-16 settings is accessible and high quality across their regions. The AET also has partnerships with training hubs with whom the AET have trained over 240,000 practitioners and leaders in good autism practice.
Background to the Project
The AET training is currently delivered face to face via the AET training partners. The AET believe that face to face training will always be needed and is valuable in the learning that comes from the interactions in the learning environment. However, the AET also recognises that there is a need to expand the range of training and learning resources provided in order to meet a wider range of training needs. This is particularly the case for individuals who would like to access AET training but either do not have a training hub near them, or their desire to undertake the training is not shared by their managers. Furthermore, it can be very difficult for managers to release staff to undertake training and for them the training needs to be more accessible. Finally, the workforce is increasingly engaging in digital technology and their expectations about how they access information is changing.
Digital learning has progressed rapidly since the coining of the term ‘e-learning’ and now encompasses websites, social media, webinars, podcasts, blogging and vlogging. Digital learning has proven to be a viable way of training and developing people in organisational settings including education settings. This is particularly the case for frontline professionals who can find it difficult to access training if there is a lack of capacity to cover their frontline role for the hours that the training takes place. Digital learning is also most successful if it is clearly communicated as an aligned part of the wider learning strategy.
Developing an AET Digital Learning Strategy (DLS) will involve mapping the market for digital learning within the field of education and autism, understanding the training needs of these potential digital learners by consulting with a range of potential customers and identifying the type of digital learning products that will meet their needs and align with the wider AET offer.
Statement of Requirement
Project Scope and Objectives
AET needs to create a digital learning strategy that complements our current training offer and meets the changing needs of our customers. The project must involve analysing the market, consulting with current stakeholders and developing a strategy that reflects good practice and innovation in digital learning.
Outputs and Deliverables
Consistent with the AET contract with DfE, this is a ‘payment by results’ contract. The supplier will be required to demonstrate compliance with the objectives described below:
- A report summarising good practice with examples of innovation in Digital Learning.
- A market analysis that outlines the digital learning needs of our customers, potential competitors and products and their market share.
- Consultation with current training hubs and strategic partners.
- A 3 year Digital Learning Strategy that outlines:
- a vision for digital learning that aligns with the wider AET vision
- a pathway for achieving the vision over 3 years
- action plan for first year
Timescales and Milestones
|Inception Meeting||w/c 17/02/20|
|Summary of good practice and innovation in Digital Learning||06/03/20|
|Action plan for 1st year||30/04/20|
The maximum allowable budget for this project is £20,000 (including expenses and VAT).
Terms & Conditions
Any contract arising from this procurement will be based upon AET’s standard Terms & Conditions. Bidders should state in their proposal that they are willing to accept these Terms & Conditions. AET does not expect to negotiate individual terms with bidders and expects to contract on the basis of those terms alone. If bidders do not agree to the Conditions of Contract then their tender may be deselected on that basis and not considered any further.
If there are any areas where bidders feel they are not able to comply with the standard AET terms and conditions, then details should be included within their proposals in the following format:
|Clause Number||Existing Wording||Proposed Wording||Rational for amendment|
Ethics and Principles
Any work undertaken must reflect the principles of the United Nations Convention on the Rights of the Child. Any individual aged 16 or above in direct contact with children and young people must be vetted on child protection grounds. DBS checks will be undertaken by the contractor if needed.
The AET operates with the support of all our partners. It is expected that the supplier will work in a positive and supportive way that reinforces the strength of the partnerships involved.
Intellectual Property Rights
Copyright in all reports and other documents and materials arising solely and directly out of the performance by the Contractor of their duties under the Contract will be assigned to and shall vest in the Crown absolutely. This condition shall apply during the continuance of the Contract and after its termination howsoever arising.
AET reserves the right to publish the documents, either in full or in part. As such, all documents should be drafted in such a manner that allows publication without the need for input from the chosen supplier.
All copies of AET training materials are loaned to the supplier for the purposes of delivering the contract and must be returned at the end of the contract. None of the AET materials are to be extracted or used for any other purpose unless with the express written permission of the AET.
Contractors may use sub-contractors subject to the following:
- that the Contractor assumes unconditional responsibility for the overall work and its quality; and,
- that individual sub-contractors are clearly identified, with fee rates and grades made explicit to the same level of detail as for the members of the lead consulting team.
Internal relationships between the Contractor and its sub-contractors shall be the entire responsibility of the Contractor. Failure to meet deadlines or to deliver work packages by a subcontractor will be attributed by AET entirely to the Contractor.
Tender Response and Evaluation Criteria
The proposals for this project should include an outline of how bidders will meet the requirement outlined in the Statement of Requirement section. The following information should be included:
- a) Understanding of customer’s requirements
- Demonstrate an understanding of the requirement and overall aims of the project.
- b) Approach to customer’s requirements
- Provide an explanation of the proposed approach and any methodologies bidders will work to;
- Details of your assumptions and/or constraints/dependencies made in relation to the project
- A project plan to show how outputs and deliverables will be produced within the required timescales, detailing the resources that will be allocated;
- An understanding of the risks, and explain how they would be mitigated to ensure delivery
- What support bidders will require from AET;
- c) Proposed delivery team
- Key personnel including details of how their key skills, experience and qualifications align to the delivery of the project; and
- Project roles and responsibilities
- Some relevant examples of previous work that bidders have carried out (eg. case studies) AND/ OR Details of at least two relevant reference projects along with contact details of clients
- d) Pricing
- A fixed fee for the project inclusive of all expense. This should include a breakdown of the personnel who will be involved with the project, along with associated charge rates and anticipated time inputs that can be reconciled to the fixed fee.
Tenders will be assessed for compliance with procurement and contractual requirements which will include:
- Completeness of the tender information
- Completed Declaration Form of Tender and Disclaimer
- Tender submitted in accordance with the conditions and instructions for tendering
- Tender submitted by the closing date and time
- Compliance with contractual arrangements.
Tenders that are not compliant may be disqualified from the process. We reserve the right to clarify any issues regarding a Bidder’s compliance. It will be at AET’s sole discretion whether to include the relevant Bidder’s response in the next stage of the process.
Tenders will be evaluated according to weighted criteria as follows:
The proposal should set out the methodology by which the project requirement will be initiated, delivered and concluded. In particular, it must:
- a) Explain the methodology and delivery mechanisms to ensure that the requirements of this specification are met in terms of quality;
- b) Explain how your organisation will work in partnership with AET’s project manager to ensure that the requirement is met
- c) Explain how your organisation will engage with external stakeholders;
- d) Explanation of how risks will be managed and mitigated
The proposal should set out how and when the project requirement will be delivered. In particular, it must:
- a) Explain how this work will be delivered to timescale and how milestones will be met, detailing the resources that will be allocated to each stage;
- b) Demonstrate an understanding of the risks, and project dependencies and explain how they would be mitigated to ensure project delivery;
- c) Explain the resources that will be allocated to delivering the required outcomes/output, and what other resources can be called upon if required.
The proposal should set out any experience relevant to the project requirement. In particular, it must:
- a) Provide CVs of the consultants who will be delivering the project;
- b) Highlight relevant experience of the proposed team for this project, submitting examples of similar projects.
Cost / Value for money (15%)
A fixed fee for delivery of the project requirement (inclusive of all expenses), including a full price breakdown for each stage of the project and details of the day rates that will apply for the lifetime of this project.
|Unanswered or totally inadequate response to the requirement. Complete failure to grasp/reflect the core issues. Fixed fee outside the maximum budget as set out above.|
|1||Minimal or poor response to meeting the requirement. Limited understanding, misses some aspects. Fixed fee within the maximum budget as set out above.|
|3||Good understanding and interpretation of requirements, providing clear evidence of how the criterion has been met. Fixed fee within the maximum budget as set out above.|
|5||Excellent response fully addressing the requirement and providing significant additional evidence of how the criterion has been met and how value would be added. Fixed fee within the maximum budget as set out above.|
The timescales for the procurement process are as follows:
|Invitation to tender issued||10/01/20|
|Deadline for the submission of clarification questions||20/01/20|
|Deadline for submission of proposals||31/01/20|
|Shortlisted suppliers notified||05/02/20|
|Interviews and presentations*||w/c 10/02/20|
|Project Inception Meeting||w/c 17/02/20|
*Please ensure that the Project Manager and other key consultants who will be delivering this work are available to give presentations on the interview date
Tendering Instructions and Guidance
Amendments to ITT document
Any advice of a modification to the Invitation to Tender will be issued as soon as possible before the Tender submission date and shall be issued as an addendum to, and shall be deemed to constitute part of, the Invitation to Tender. If necessary, AET shall revise the Tender Date in order to comply with this requirement.
Clarifications & Queries
Any query in connection with the tender should be submitted via the AET email address firstname.lastname@example.org . The response, as well as the nature of the query, will be notified to all suppliers without disclosing the name of the Supplier who initiated the query.
Tenders must be submitted via email to email@example.com no later than the submission date and time shown above. Tenders submitted after the closing date and time may not be accepted.
An evaluation team will evaluate all tenders correctly submitted against the stated evaluation criteria.
Cost & Pricing Information
Tender costs remain the responsibility of those tendering. This includes any costs or expenses incurred by the supplier in connection with the preparation or delivery or in the evaluation of the tender. All details of the tender, including prices and rates, are to remain valid for acceptance for a period of 90 days from the tender closing date.
Once the contract has been awarded, any additional costs incurred which are not reflected in the tender submission will not be accepted for payment.
References provided as part of the tender will be approached during the tender stage
Following the evaluation of submitted tenders, in accordance with the evaluation criteria stated in this document, a contractor may be selected to perform the services and subsequently issued with an order.
Any contract awarded, as a result of this procurement will be placed with a prime contractor who will take full contractual responsibility for the performance of all obligations under the contract. Any sub-contractors you intend to use to fulfil any aspect of the services must be identified in the tender along with details of their relationship, responsibilities and proposed management arrangements.
Any services arising from this ITT will be carried out pursuant to the contract which comprises of:
- AET Terms & Conditions;
- Service Schedules;
- this Invite to Tender & Statement of Requirement document; and
- the chosen suppliers successful tender.
Autism Education Trust