USW - Educational Disability Assessment Services

{
  "buyer": {
    "id": "GB-CHC-1140312",
    "name": "University of South Wales"
  },
  "date": "2025-05-19T15:36:13+01:00",
  "id": "022772-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-051757",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Pontypridd",
        "postalCode": "CF37 1DL",
        "region": "UKL15",
        "streetAddress": "University of South Wales,"
      },
      "contactPoint": {
        "email": "claire.thomas1@southwales.ac.uk",
        "name": "Claire Thomas"
      },
      "details": {
        "classifications": [
          {
            "description": "Public undertaking",
            "id": "publicUndertaking",
            "scheme": "UK_CA_TYPE"
          },
          {
            "description": "Welsh devolved regulations apply",
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
          }
        ],
        "url": "http://www.southwales.ac.uk"
      },
      "id": "GB-CHC-1140312",
      "identifier": {
        "id": "1140312",
        "scheme": "GB-CHC"
      },
      "name": "University of South Wales",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2025-07-31T23:59:59+01:00"
    },
    "description": "USW is seeking a service to support neurodivergent students by providing access to funded diagnostic assessment services. The University is keen to ensure that students have access to high quality and timely assessment services.We are seeking a partnership with a single service provider who aligns with our values and aspirations. The aim of this partnership will be to develop and deliver a consistent high quality assessment experience for our student body and provide a tried and tested service solution that delivers our outlined requirements.",
    "documents": [
      {
        "description": "Tender documents can be accessed via the link. ",
        "documentType": "biddingDocuments",
        "id": "L-3",
        "url": "https://etenderwales.bravosolution.co.uk/go/635014490196E8F6ED02"
      },
      {
        "description": "Specification documents can be accessed via the link.",
        "documentType": "technicalSpecifications",
        "id": "L-1",
        "url": "https://etenderwales.bravosolution.co.uk/go/635014490196E8F6ED02"
      },
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-05-19T15:36:13+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "022772-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/022772-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-06-02T12:00:00+01:00"
    },
    "id": "1981",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Higher education services",
            "id": "80300000",
            "scheme": "CPV"
          },
          {
            "description": "Adult-education services at university level",
            "id": "80430000",
            "scheme": "CPV"
          },
          {
            "description": "Health and social work services",
            "id": "85000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL15"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Describe in detail your proposed system and process for submitting, managing, and tracking assessment referrals. Your response should address the following points:\nSystem Access and User Roles:\nExplain how staff will access the system, including user account setup, role-based permissions, and authentication methods.\nReferral Submission Process:\nDescribe the end-to-end process for submitting a referral, including what information is required, how forms or supporting evidence are uploaded, and how long it takes to complete a typical submission.\nCase Tracking and Communication:\nOutline how users are kept informed of case progress (e.g., acknowledgements, status updates, appointment scheduling), and whether schools can track the status of each referral in real-time",
              "name": "Question 1 - Service Delivery \u0026 Process efficiency: Process - 10%",
              "type": "quality"
            },
            {
              "description": "Please describe your process for ensuring both the initial contact with referred students and the scheduling of full assessment appointments are completed within the required timeframes. Your response should address the following:\nInitial Contact:\nExplain how you ensure first contact with the referred student is made within 5 working days of receiving the referral, including the communication methods used and how you prioritise this process.\nScheduling Full Assessments:\nDescribe your approach for ensuring that full assessment appointments are scheduled and completed within 20 working days of initial contact, and how you manage this process across multiple referrals.\nMonitoring and Tracking:\nOutline how you track and monitor these timelines to ensure compliance with the 5-day and 20-day timeframes, including any automated or manual systems used to flag potential delays.\nContingency and Mitigation Plans:\nProvide details of the contingency plans in place for peak periods or unforeseen delays (e.g., staff shortages, high demand) to maintain compliance with these timeframes. Include examples of how you\u0027ve successfully managed similar challenges in past contracts or services.\nPerformance Data:\nShow evidence of your ability to meet the 5-day and 20-day deadlines, such as performance data, case studies, or key performance indicators (KPIs) from similar services you have delivered. (Performance data can be attached separately).\"",
              "name": "Question 2 - Service Delivery \u0026 Process Efficiency: Scheduling - 10%",
              "type": "quality"
            },
            {
              "description": "Please explain how you plan to scale your operations to meet the estimated demand of 400 assessments per academic year, with particular emphasis on handling peak periods (August\u2013December). Your response should include:\nCapacity and Resources:\nDetail the resources (staff, technology, infrastructure) you will allocate to meet this demand, including how you ensure consistent service delivery during high-demand periods.\nScalability Measures:\nDescribe how your operations can be scaled effectively, both in terms of personnel and processes, to handle large volumes of assessments, particularly during peak months.\nContingency Planning:\nOutline any contingency plans in place for addressing unexpected spikes in demand or operational challenges that could impact your ability to deliver assessments on time.\nEvidence of Past Scalability:\nProvide examples or data from previous contracts or services demonstrating your ability to scale your operations and meet similar volumes of demand without compromising quality or timelines. (Data can be attached separately).",
              "name": "Question 3 - Service Delivery \u0026 Process Efficiency: Scalability \u0026 Peak demand management - 10%",
              "type": "quality"
            },
            {
              "description": "Please describe the measures you will implement to ensure students can track the status of their assessment, retrieve their assessment report (within 5 working days of the assessment), and access post-assessment feedback, as well as onward support resources or signposting. Your response should cover the following:\nTracking Assessment Status:\nDetail the process or system in place that allows students (and/or relevant staff) to track the status of their assessment, from referral through to completion. Include how students are notified of any changes to their status or delays.\nReport Access and Delivery:\nExplain how students can retrieve their assessment report, ensuring it is available within the 5-working-day timeframe. Discuss the platform or method used for secure delivery (e.g., secure portal, email) and how you ensure confidentiality.\nPost-Assessment Feedback and Support:\nDescribe how students will receive personalised post-assessment feedback and the range of onward support services or resources (e.g., signposting to educational support, mental health services) available to them after the assessment is complete.\nExamples of Solution Capabilities:\nProvide specific examples of how your solution has enabled previous clients to navigate the assessment process effectively, particularly in terms of student engagement, tracking, report retrieval, and post-assessment support. Include any data or client feedback that highlights the success of your system.",
              "name": "Question 4 - Service Delivery and Process Efficiency: Feedback \u0026 Student Support - 10%",
              "type": "quality"
            },
            {
              "description": "Please describe your approach to ensuring the secure handling of personal and special category data in compliance with UK Data Protection Legislation (including GDPR). Your response should cover the following areas:\nSecure Digital Referral and Data Sharing:\nDetail your secure digital referral mechanism, including how it facilitates two-way data sharing with the University.\nExplain how the system ensures GDPR compliance and data security, including access controls, encryption methods, and auditing capabilities.\nDescribe how your system reduces the risk of manual data entry errors and ensures the accuracy and efficiency of student record integration.\nOrganisational Data Protection Approach:\nOutline your organisational approach to ensuring compliance with UK Data Protection Legislation, particularly when handling personal and special category data.\nInclude details on your data protection policies, staff training programs, and accountability measures that ensure compliance across the service.\nProvide information about your incident response procedures, including how you address potential data protection breaches.\nData Retention and Secure Deletion:\nDescribe your data retention policy and how you manage secure data deletion to comply with university policies, legal requirements, and audit standards.\nDoes your platform support scheduled data deletion, and if so, how is this managed?\nData Breach Notification:\nExplain your process for notifying the University of a data breach involving student data, including timelines for notification (without undue delay).\nProvide examples from previous contracts or services that demonstrate your experience in managing data breaches, including the outcome and steps taken to prevent future incidents.",
              "name": "Question 5 - Technical and Platform Requirements: Data Protection- 10%",
              "type": "quality"
            },
            {
              "description": "Please describe how your solution is designed to meet digital accessibility and inclusion standards. Your response should cover the following areas:\nDigital Accessibility Statement:\nProvide a clear digital accessibility statement for your platform, including compliance with relevant accessibility standards (e.g., WCAG 2.1, ADA, or Section 508). Include details on how you ensure accessibility across different devices (e.g., desktop, mobile) and browsers.\nInclusive Design Features:\nExplain how your platform is inclusively designed to accommodate diverse user needs. This should cover:\nVisual Accessibility: Tools for visually impaired users (e.g., screen reader compatibility, adjustable text sizes, high-contrast modes).\nCognitive Accessibility: Features for neurodiverse users, such as simple navigation, clear language, or customisable interfaces.\nHearing Accessibility: Options for users with hearing impairments, such as captioning or visual cues.\nPhysical Accessibility: Solutions for users with motor impairments, like keyboard navigation or voice control options.\nAccess to Resources and Tools:\nDescribe the specific accessibility tools integrated into the platform (e.g., alternative text for images, adjustable font sizes, color contrast adjustments) that support diverse user groups in accessing educational resources and content.\nOngoing Accessibility Testing and Improvement:\nExplain how you regularly test your platform for accessibility and inclusion, and what steps you take to address emerging accessibility issues. Include any third-party audits or certifications your platform has undergone.\nExamples and Impact:\nProvide examples or case studies where your platform has been used successfully by a diverse range of users, including those with disabilities or specific needs. Include any feedback or outcomes that demonstrate how your solution has facilitated equal access for all users.",
              "name": "Question 6 - Technical \u0026 Platform Requirements: Accessibility \u0026 Inclusivity - 10%",
              "type": "quality"
            },
            {
              "description": "In line with USW\u0027s commitment to the Wellbeing of Future Generations Act (Wales) 2015, this document provides Bidders with an opportunity to present how their organisation can support the University of South Wales in delivering against these objectives. The Well-being of Future Generations (Wales) Act is about improving the social, economic, environmental and cultural well-being of Wales. For further guidance please see \"Guide to the Well-being of  Future Generations (Wales) Act 2015\" within the Tender Documents. \nBidders are requested to provide details of their Social Value proposal (throughout the life of the contract and beyond) and to set targets against the measures that have been identified in line with the Wellbeing of Future Generations Act (Wales) 2015. Please only outline initatives and social value contributions that are anticipated as a direct result of being awarded this contract (if successful) and not what your organisation does as a whole.\nUpon award of the contract, these metrics are intended to be used as KPI\u0027s and the successful Bidder will be expected to report against delivery of these periodically. \nSocial Value Metrics - 5%\nThis tab enables bidders to set a target against specific measures, aligned to the 7 themes identified in the Wellbeing of Future Generations Act (Wales) 2015. Please add your target into the yellow cell found in \u0027Column I\u0027 for each of the measures. The unit of measure to apply is identified in Column G, and this target will then be multiplied by the \u0027proxy\u0027 in \u0027Column H\u0027 to provide a total \u0027Social Value Contribution figure\u0027. This total value will then be evaluated as per the Evaluation Criteria outlined in the ITT. \nWhere the term \"Local\"  is used, this is defined as the geographical area of Wales. \nSocial Value Method Statements - 5% \nThis tab enables bidders to demonstrate what initiatives they intend to put in place in order to deliver Social Value as a part of this contract. Please provide a method statement that outlines the initiatives as well as provide details around how they will be managed and furthermore, how progress will be tracked.  Example Initiatives are provided. \nThis will be evaluated in line with the methodology contained within the ITT.   ",
              "name": " Social Value -10%",
              "type": "quality"
            },
            {
              "description": "Please use the pricing document titled \"USW - 1981 - Educational Disability Assessment Services - Pricing Schedule\" in the Tender Pricing Schedule Folder of the attachments section, to illustrate the breakdown of the costs for this tender. Please input your total cost to fulfil the requirement here.",
              "name": "Total Cost - 20%",
              "type": "cost"
            },
            {
              "description": "Provide evidence that your assessors hold relevant qualifications and registrations (e.g., Educational Psychologists BPS/HCPC or specialist teacher assessors with APC).\nHow do you ensure continuous compliance with CPD, DBS checks, and insurance requirements?",
              "name": "Question 7 - Diagnostic Assessment Standards: Qualifications and Compliance - 5%",
              "type": "quality"
            },
            {
              "description": "Please explain how your assessments will adhere to the SASC-STEC referenced SpLD Working Party Guidelines. Your response should cover the following:\nAlignment with SASC-STEC Guidelines:\nDescribe how your assessment process and methodologies are aligned with the SASC-STEC SpLD Working Party Guidelines for specific learning difficulties (SpLD).\nHighlight any key aspects of the guidelines (e.g., assessment protocols, eligibility criteria) that your service incorporates.\nAssessment Tools and Methodologies:\nProvide details of the tools and methodologies you use to conduct neurodiversity assessments, ensuring that they are in line with the SASC-STEC guidelines.\nInclude any specific diagnostic tools, psychometric assessments, or observational techniques that are used to ensure robust, evidence-based conclusions.\nQuality Control and Assurance:\nExplain the quality control measures you have in place to ensure the assessments meet the highest standards of accuracy, reliability, and fairness, as outlined in the guidelines.\nDescribe how you monitor and evaluate the quality of assessments to ensure they remain consistent with SASC-STEC requirements, and any audits or reviews you conduct.\nProvide a sample diagnostic report with your response. (Sample report can be attached separately).",
              "name": "Question 8 - Diagnostic Assessment Standards: Adherence to Guidelines- 5%",
              "type": "quality"
            }
          ],
          "weightingDescription": "The contract will be awarded based on the most economically advantageous tender, using a combination of price and quality. The proposed weighting is: \n- Price 20%\n- Quality 80%\nQuality will be assessed based on the following sub-criteria: \n- Service Delivery \u0026 Process efficiency: \n  - Process\n  - Scheduling\n  - Scalability \u0026 Peak demand management \n  - Feedback \u0026 Student Support\n- Technical and Platform Requirements: \n  - Data Protection\n  - Accessibility \u0026 Inclusivity\n- Diagnostic Assessment Standards:\n  - Qualifications and Compliance\n  - Adherence to Guidelines\n- Social Value \n- Total Cost"
        },
        "contractPeriod": {
          "endDate": "2028-08-31T23:59:59+01:00",
          "startDate": "2025-09-01T00:00:00+01:00"
        },
        "id": "1",
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "value": {
          "amount": 480000,
          "amountGross": 570000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "status": "active",
    "submissionMethodDetails": "https://etenderwales.bravosolution.co.uk/go/635014490196E8F6ED02",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en",
        "cy"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-06-16T12:00:00+01:00"
    },
    "title": "USW - Educational Disability Assessment Services ",
    "value": {
      "amount": 480000,
      "amountGross": 570000,
      "currency": "GBP"
    }
  }
}