Invitation to Tender - Resource Analysis of Wales Third Sector Infrastructure

17 Jun 2009

Resources Analysis of Wales Third Sector Infrastructure - Invitation to tender
This tender invitation is issued by WCVA (Wales Council for Voluntary Action) on behalf of the third sector infrastructure comprising WCVA itself, the nineteen county voluntary councils in Wales and two independent volunteer centres.

As part of the implementation of The Third Dimension, the Assembly Government Strategic Action Plan for its Voluntary Sector Scheme, the infrastructure has been asked to bring forward proposals for providing improved ‘back office’ services more efficiently, with an intention of releasing resources for more frontline service to voluntary and community groups. The infrastructure has agreed to put forward its proposals to the Welsh Assembly Government in December 2009.

Tenders are invited from suitably qualified companies/consultants to:

1. Undertake an analysis of internal / back office services in the twenty two organisations, including:

  • Payroll services
  • HR services
  • Finance services, including external audit
  • IT equipment and support
  • Procurement and supplies
  • Health and safety
  • Insurance
  • Telephony
  • Welsh translation services

2. Identify and cost options for making efficiency savings through shared services, outsourcing or other means

3. Identify options for improving effectives of services and reducing risk of service interruption or failure (staff absence, system failures, etc)

4. Prepare recommendations for consideration by the organisations concerned.

Instructions to suppliers
A full tendering process in line with WCVA tendering procedures will be in operation for this project.

Tenders should be returned to WCVA. A shortlist of organisations will then be drawn together. Short-listed organisations will present their proposal and attend an interview by a panel comprising members of a Collaboration Working Group.

Submission of tenders
Tenders should include details of the evaluation proposal and of the methodology to be used. A full budget for the project should also be included with a complete budget breakdown. Also included in the tender should be a portfolio of past work and a minimum of two references. The submission should also detail the process to be undertaken throughout the research and include the CVs of all personnel involved.

Click here for full tender specification

Any costs up to and including the awarding of tenders will be borne by applicant organisations and will not be reimbursed.

Five copies of the tender submission (of which at least one should be unbound and appropriate for photocopying), and an electronic version in Word/Excel format on a CD-ROM or memory stick, should arrive in the provided envelope no later than 2pm on 3 July 2009.

Confidentiality
The ownership of the paper (including the intellectual property rights) and accompanying analysis will be vested in the Wales Council for Voluntary Action acting on behalf of the infrastructure partners. The successful organisation will be required to enter into WCVA's consultant's agreement which gives further details of confidentiality. Compliance with the Data Protection Act 1998 will be required when dealing with information for this evaluation.

Welsh language policy
WCVA operates a Welsh language policy. This requires that specific arrangements are in place to conduct research through the medium of Welsh where necessary. This will include offering interviewees the choice of conducting the interview in English or Welsh, bilingual correspondence and questionnaires and the delivery of the final research reports. A copy of the Welsh language policy is available on request.

Timescale
w/c 15 June 2009 - Agreement of brief and invitations to tender
2pm, 3 July 2009 - Submission of tenders
7 July 2009 - Shortlist and invitations to interview
4 August 2009 - Interviews and appointment
TBC - Initial meeting with Collaboration Working Group
TBC - Progress report
TBC - Draft Summative Report
TBC - Presentation of key findings to Collaboration Working Group
30 November 2009 - Final report and Executive Summary