Subcontracting Supply-Chain Fees and Charges Policy
Calderdale College has a range of supply-chain fees and charges with sub-contractors depending on the type and size of contract. These are agreed with the sub-contractor in the negotiation stage of the contract and are subject to due-diligence and a risk assessment. They are also dependent on agreed success rates and volume measures.
Subcontracting Supply Chain Policy 2016-17
1. Scope: This Subcontracting Supply Chain Policy is a mandatory requirement that must be in place prior to participating in any subcontracting activity from 1 August 2013. The content of this policy has been developed in line with the SFA Funding Rules, the LSIS Supply Chain Management document and the AOC/AELP Common Accord. This policy relates to activity funded through the Skills Funding Agency (SFA) whereby Calderdale College enters into a subcontracting agreement with a supplier for Apprenticeship recruitment and delivery. This policy provides transparency for all sub–contractors, funding bodies and other associated parties or individuals regarding the procurement, due diligence process, support and charging rationale related to sub-contracted provision under Calderdale College’s direct contract with the SFA.
2. Rationale For Subcontracting Calderdale College:
- Recognises the benefits that effective subcontracting can bring to extending the accessibility of provision for students and thereby contribute to the economic prosperity of our neighbouring local communities.
- Uses subcontractors to widen participation amongst student groups that it would otherwise be "hard to reach" and other individuals that face barriers to participation in learning and work.
- Uses subcontractors as appropriate to fill gaps in, and to extend the breadth of its provision: for example, through widening the range of apprenticeship frameworks offered to employers and students and broadening therange of sector subject areas or business sectors that can be covered.
3. Quality Improvement Calderdale College:
- Actively works with subcontractors to improve the quality of the teaching and learning they deliver and thereby improve the overall quality of teaching and learning for all College students.
- Undertakes observations on all aspects of teaching and learning including information, advice and guidance, progress reviews and assessment.
- Provides timely and meaningful feedback to both subcontractor and delivery staff and observations are incorporated into the College moderation and standardisation process, in order that improvement actions impact both internal and subcontractor quality.
- Carries out learner voice surveys to gather feedback from students.
- Supports subcontractors to implement effective policies and procedures relating to teaching and learning including assessment and verification policies and procedures.
- Supports subcontractors to develop an effective Self-Assessment Report (SAR) and Quality Improvement Plan (QIP) and will incorporate subcontractors SARs and QIPs into the whole College SAR.
4. Calderdale College will retain a ‘Management Fee’ of 15-25% of funding in 2016/17, dependent on funding steam and the level of support required:
- The Management Fee is calculated based on the level of resource required: to manage effectively the individual subcontractor relationship; to ensure funding returns and requirements are met and to ensure that the high quality of delivery to students is maintained and that any riskto the College and Skills Funding Agency is mitigated.
- To view the College's Supply Chain Fees please click here.
5. Support Provided to Subcontractors: Calderdale College has:
- Data Services Manager to manage the relationship with the subcontractor and take overall responsibility for subcontracting.
- A Head of Quality to ensure that the quality of subcontractor's delivery meets its expectations and to support the continuous improvement of the subcontractor's provision.
- Data Services Manager to ensure the timely and accurate recording of student information on the College’s ILR.
- Undertakes a regular and substantial programme of quality assurance checks on the education and training provided by subcontractors,including visits at short or no notice and face-to-face interviews with staff and students. These checks include whether the students exist and are eligible,and involve direct observation of initial guidance, assessment and delivery oflearning programmes.
- Ensures that all of the subcontractor's delivery meets the Skills Funding Agency's Funding Rules.
6. Payment Terms: Payment will be based on agreed profiles from August to January. February will be a reconciliation month, with payments on actual delivery evidenced through the College's ILR after that point.
7. Communication: The Fees and Charges Policy will be routinely communicated to and discussed with current subcontractors as part of the contract review process. The Fees and Charges Policy will be communicated to potential subcontractors as part of the procurement process. The Fees and Charges Policy is available on www.calderdale.ac.uk
8. Policy Review: The fees and charges policy will be reviewed annually.
9. Due Diligence & Tendering: The College has a due diligence framework that approves a contractor for a period of 3 years extendable on a year by year basis and subject to:
- Acceptable running of previous years contract
- Confirmation of updated information
- Supply of annual accounts
- Annual Credit Check Stage 1: Training providers who wish to become a subcontractor with Calderdale College must complete or provide the documentation listed below. This needs to be submitted by 31st May 2015 in order to guarantee that the due diligence approval process will be completed in time for the closed tendering process for 15/16 allocations.
- Due diligence application form
- Two current references from primes with largest contracts
- Annual accounts for last three years
- Success rates for all types of programmes delivered by the applicant
- Full Site Visit (to include Data Services Manager, relevant Head of relevant curriculum area, Health and Safety) Stage 2: If a training provider is successful in their due diligence application, they will be entered on to MAYTAS (Calderdale College internal system). This will then enable the provider to submit a response to any tenders that are issued to all approved providers. Approval of a contractor does not guarantee an offer of funding. Funding is offered on an annual basis for a 1 year period only and is subject to any or all of the following:
- Tender application
- Submission of specific documents, upon request
- Attendance at contract meetings as per the schedule
- Any Further Additional Due Diligence Requirements: At the end of the 3 year period subcontractors must complete stage 1 application of the due diligence process again. If unsuccessful at the due diligence stage, written feedback will be provided as to why and what actions the provider must take in order to support a new due diligence application the following academic year.