408. cpa13 rehab jobfit - post tender discussion meeting 11.04.11

8/3/2019 408. CPA13 Rehab JobFit - Post Tender Discussion Meeting 11.04.11

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PTD Meeting StencilNotes

Date ofmeeting

11 April2011

SupplierName:

Rehab Jobfit

MeetingLocation:

Room 1.04, Mayfield Court, SheffieldConference Room2, Level 4

Attendees[Redacted]Andrew Conlan Trant, (ACT), Rehab GroupMark Peat,(MP), InterserveKaren Wood, (KW), - CD ommercial Sourcing[Redacted](KW)Department for Work and Pensions[Redacted]Sarah Douglas, - (SD), CD ommercial Sourcing[Redacted](SD)Department for Work and Pensions[Redacted]Jacquie Castle, -(JC), Performance ManagementDivision[Redacted](JC),Department for Work and Pensions

[Redacted]Raymond Paget, (RP), Commercial Sourcing(notes)Andrew Conlan Trant, Rehab Group [Redacted](ACT),[Redacted]Mark Peat), Interserve [Redacted],(MP)

[Redacted]Raymond Paget, CD Sourcing (notes)[Redacted](RP)Department for Work and Pensions

Record ofdiscussion

Overview of PTD Process

[Redacted]KW: welcomed attendees, facilitated introductionsand congratulated Rehab Jobfit on reaching preferred bidderstage.

[Redacted]KW explained the first Finance meeting will be inSheffield W/C 18/4/11 and the process for the engagementwith JCP stakeholders will be advised within a few days.

[Redacted]KW e: Explained that any questions raised by DWP

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for Rehab Jjobfit will be preceded by the following ;

I would like to clarify minor aspects of my offer to deliver TheWork Programme in CPA [Insert No] submitted in tenderdocument of [Insert date]. I agree should my clarification beaccepted by DWP, I will be bound by all details contained inthe original proposal pack and to the additional points below.

[Redacted]KW: issued the Post Tender Discussion (PTD)Charter document and outlined the process and protocolsbetween DWP and preferred bidders during PTD period,highlighting the accreditation process. [Redacted]ACT, MPand [Redacted]KWall signed the PTD charter during themeeting.

[Redacted]KW e: Explained DWP would like a commondelivery start date in each CPA, Rehab Jobfit start dates areboth 6/6/11. These are different to the other preferredsuppliers in both CPAs. [Redacted]KW will discuss thosedates in conjunction with other PTD teams and will let themknow the outcome. With Working Links 1/6/11 in CPA 13 andJHP 7/7/11 in CPA 12.ACT: Agreed to reconsider theirs and will advise. ( DN: Anydate agreed ? )

Roles and Responsibilities

Roles and Responsibilities were explained to Rehab Jobfitalong with communication protocols, meeting notes will bepublished within 3 days. All communications should be byemail with all enquiries between Rehab Jobfit and DWPchannelled through the Commercial Sourcing Team.

[Redacted]MP volunteered to produce key milestone and riskreports for DWP.

DR explained that the Post Tender Discussion (PTD)process will take place over three meetings and will alsoinclude communications via e-mail and telephone. Reedwere advised that at the next meeting Reed will be requiredto present a walk through of the delivery process/customer

journey to JCP colleagues.

It was agreed that the next PTD meeting will be held on the19 April in London. DWP will contact JCP to confirm who beattending the walk through of the delivery process/customer

journey. The time and venue are to be confirmed by DWP.

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Reed were informed that Jobcentre Plus (JCP) had providedcomments on parts of their bid and Reed were provided witha copy of the comments.

Terms and Conditions

Revised Terms and Conditions were issued to all Preferredbidders on Friday (8/04) and Rehab Jobfit eed werereminded that there will be a meeting this Thursday (14/04)to walk through the changes that have been made to theTerms and Conditions.

Rehab JobfitReed confirmed that they will be attending themeeting. Rehab Jobfit Reed were advised that they will only

be able to comment on the amended parts of the Terms andConditions that have been developed in response tocomments and requests for amendment submitted byBidders in Part 3 of the Invitation to Tender Form.DWPsview is that this is the final version of the Terms andConditions.

Finance

Finance issues will be the subject of separate meetings. Anoutline agenda for next weeks meeting with Finance wasgiven to Rehab Jobfit

Security Accreditation

Rehab Jobfit Reed wwere advised that the SecurityAccreditation will be led by our in house Security Team andthat they will be requiring a full security plan which buildsupon the draft security plan submitted as part of the biddingprocess and taken forward by [Redacted]Brian Wood.[Redacted]. Rehab Jobfits Reedsdraft security plan wasgiven a Amber RAG rating.KW explained that there is furtherwork to be done on the Security plan which needs tocommence as soon as possible, the Security team will be intouch with Rehab Jobfit to make the necessaryarrangements.

Feedback

Roles and Responsibilities

Rehab Jobfit were explained Roles and responsibilitiesexplained communication protocols IE meeting notes will bepublished within 3 days. All communications should be byemail with all enquiries between Rehab Jobfit and DWP

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channelled through the Commercial Sourcing Team.

MP: Volunteered to produce key milestone and risk reportsfor DWP.KW: AgreedReed were advised that they have been sent a copy of PostTender Discussion Charter and that they would be requiredto sign the Charter to support the PTD process. Reed werealso advised that the signed contract would supersede thePTD Charter in due course.

SS requested (as part of the PTD Charter) for Reed todevelop and provide a copy of their key assumptions andrisks log and provide weekly updates against their

implementation plan.

Feedback

[Redacted]SD offered the opportunity to discuss the feedbackfor Rehab Jobfit. [Redacted]ACTsaid theyd like to take upthat opportunity and it was agreed that this would feature atthe beginning of the next PTD meeting.Supply Chain

[Redacted]KW asked : Rehab Jobfit were asked if their supplychain remained stable and was developing and shaping upas described in their proposal. ,It was pointed that there was

pointing out there was somea considerable overlap in CPA12 with their supply chain and with those of JHPs whichcould lead to potential capacity issues.

Rehab Jobfit explained they were firming up confirmingsupply chain arrangements and were aware of the overlap.T, they confirmed they would discuss any supply chainissues with DWP.

SS asked if there were any supply chain issues with regardsto identical suppliers being present in other preferred bidderssupply chains in CPA 3 which could lead to capacity issues.Reed advised that Action Acton appear within Reed andIngeus supply chain and Urban Futures appear in all threepreferred bidder bids (Reed, Ingeus and Maximus). Reedstated that they were not aware of any capacity issues at thispoint in time, but will not be able to confirm until all bidderssupply chains are visible. Reed advised that their SupplyChain Manager will be visiting Urban Futures and a decisionwill be made as to whether Urban Futures will remain in theirsupply chain. Reed confirmed that they would discuss anychanges to their supply chain with DWP.








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SS advised Reed that she had a number of clarificationquestions that she required a written response by 18/04.Reed confirmed that their lead contact through PTD wouldbe Martin Fallon SS advised that she would e-mail theclarification issues through to Martin and stated that theresponse must provide the para/ref as detailed in the e-mail,as this will form part of the contract.

Premises

Contract Signing

Rehab Jobfit were advised the contract will not be able to besigned before 19/4/11, however will need to be signed by31/5/11 at the latest.

Project Update

DR provided an updates/statements from the WorkProgramme Project on the following issues:

Transparency Agenda

Rehab Jobfit Reed were advised of the Departmentsobligations. It is that it was DWPs intention to publish allWork Programme contracts (excluding redactions) onContracts Finder. Rehab Jobfit will be contacted to discussthose areas of the contract that they consider confidential.

Reed were informed that all their bid could not remaincommercially sensitive and SS gave a flavour of some of thecontents of the bid that would not be viewed by DWP ascommercially sensitive which included; names of sub-contractors, addresses of sub-contractors, delivery modeloutline, information in the public domain.

Issues Handling

Rehab Jobfit Reed were advised that additional functualityfor PRaP will not be available until Spring 2012. Clerical workarounds will be put in place in the meantimetheir will be aclerical work around for PRAP and that there has been nodate confirmed on the release of PRAP2.


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DH confirmed that early indications for the next PRAPrelease are March next year.

PRAP will allow referrals and payment of attachment feesbut there is no functionality for outcome payments.

Merlin Standard

Rehab Jobfit Reed were advised that guidance will be issuedon the Merlin Standard shortly. Rehab Jobfit were advisedthat there is a mandatory requirement for Merlinaccreditation. This must take place within the first year of the

contract and will need to be renewed every 2 years. Costs ofaccreditation must be borne by the supplier, accreditation isby organisation, not by CPA.

Rehab Jobfit Reed will be assessed against the MerlinStandard within the first year and will then need to berenewed every 2 years. Reed were advised that there is acost associated with gaining the Merlin Standard.

Second PTD MeetingProgress Reporting

Rehab Jobfit were provided with a hard copy of the PTD

meeting highlight report (followed up with an electronicversion.) It was agreed that the reports should be completedby close of play Tuesday (subject to furtherconfirmation)advised a hard copy of the PTD WeeklyHighlight Report will need to complete by 5:00PM Tuesday /10:00 AM Wednesday at the latest. The Highlight Reportshould be based on progress of the Implementation Plancommencement date to be advised

Next Meeting

It was agreed that Rehab Jobfit would make a presentationfor the PTD team and JCP representatives at the nextmeeting. This should include a detailed walkthrough of thedelivery model, supply chain, premises, staffing. .. Futuremeetings will discuss;

It is expected that the meeting will take place w/c 18th April(subsequently moved to 3rd May, due to unavailability of JCPrepresentatives)

FeedbackDetailed Walkthrough


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PremisesDelivery ModelHR EngagementTraining PlansSupply Chain

SS confirmed that at the next meeting the following areas willbe covered:-

Implementation PlanRisk log

Assumptions log

Sub-contractors

Reed to present a walk through of the delivery process/customer journey. A JCP representative will beinvited as an observer for this session only.

JCP will be invited to feedback any questions back toDWP Commercial colleagues only.

Reed requested details of the Jobcentre Plus representativethat will attend the walk through of the delivery process/customer journey.

SS advised that the minimum standards stated in the bid willform part of the contract and that colleagues from PMD willdraw down KPIs from these which will be agreed with Reedpost contract signing.

SS confirmed that the 3 PTD meetings will be supplementedby regular e-mails and telephone conversations to assist theconclusion of the PTD discussions.

An outline agenda for next weeks meeting with Finance wasgiven to Rehab Jobfit Reed.

Reed were advised that the meeting minutes will be issuedon 12/04 and Reed were asked to sign off the minutes as anaccurate reflection of the meeting.

The Charter was signed by Reed (Chris Melvin) and DWP(Mike Day) at the end of the meeting. A copy of the signed

Charter is held by both DWP and Reed.

Questionsraised andAnswersprovided.

Q1 )[Redacted]ACT; Do Working Links currently use PraP inWales ?A1) [Redacted]KW ;Yes

Q2)[Redacted]MP: Will DWP provide lines to take if RehabJobfit receive any press enquiries?

A)2[Redacted]KW : Any press enquiries should be notified to

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DWP before a response is provided. Advice on protocols willbe provided.DWP request that any press enquiries bereferred back to DWP and Lines to Take guidance will beprovided by. ( DN By when ? )

Q3)[Redacted] ACT : Can bid feedback be provided at afuture meeting when their bid writer has had the opportunityto both prepare questions and attend the meeting.

A3)[Redacted]KW: Agreed that a feedback session will bearranged for the beginning of the next meeting.for nextmeeting dated TBA( DN: ByWhen ? )

Q4)[Redacted]SD: Will your supply chain providers operatefrom different sites for those suppliers who are also asupplier for JHP ?

A4)[Redacted] ACT: This is currently being discussed withduplicate contractors.

Q4)[Redacted]KW: Is your Are your Implementation Plansholding up and still on on target?

A4)[Redacted]ACT: Yes we have project governance in placewith a project manager, a a Project Manager, managing aSsteering gGroup, Project Governance and we conduct

weekly conference calls progressing activity. We will sendthe new/ updated implementation plan with the highlightreport next week to be discussed at the next meeting.( DN:Mentioned 2 people working on it but not sure is it was 2project managers ).

Q5)[Redacted]MT: What are the Lines to Take / protocols onEmployer Engagement?

A5)[Redacted]JC: DWP will get back to you on the approachto take by ( DN: Date ) shortly.

Q6)[Redacted]MP: What degree of scrutiny will DWP take withprovider marketing activity / l iterature?

A6)[Redacted]KW: In Wales literature should be in bothEnglish and WelshJC: DWP will work with suppliers,however DWP will also provide Lines to Take guidance onthis activity by .( DN: By when ? ) during the mobilisationphase.





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Action PointsTimescalesand Owner

AP1[Redacted]MP to provide DWP with a ProgrammePlan/Risk Log by next meeting.AP2DWP to provide JCP Stakeholder Engagementprotocols shortly. [Redacted](JC)by ?AP32DWP to confirm progress on common start dates[Redacted]. (KW)Rehab Jobfit to confirm common start dateactivity

AP43 DWP to provide Press protocolsLines to Takeshortly.[Redacted](KW)by ?

AP4 DWP to provide Employer Engagement protocols by ?AP5 DWP to provide Guidance on Marketing activity shortly.

[Redacted](JC), by ?AP6[Redacted]ACT to send new/updated implementation planto DWP with highlight report by Tuesday 19 th April 5pm.

Author [Redacted]Raymond Paget Date recorded 11/04/2011

DateReturned to

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408. cpa13 rehab jobfit - post tender discussion meeting 11.04.11

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