Community Fund Commissioning

Programme

Engagement event - part 2

May 2019

Agenda

• Welcome

• Feedback from Part 1 events

• Overview of the Community Fund Outcomes Programme - Commissioning

Process

- Up to £15k/annum

- Over £15k/annum

• Q & A

• Overview of the support package

• Networking and an opportunity to meet the commissioners• Registering on the procurement portal (optional)

Community Fund Context

• We are proud and committed to the strong and vibrant Voluntary and Community

Sector we have in Croydon

• The Council is committed to supporting the sector by continuing to contribute funding,

in the context of the challenging financial context

• The Council’s Corporate Plan and now the recently launched VCS Strategy reflects

the key needs of our residents and the outcomes we are trying to achieve

• We are launching the Community Fund as part of our commitment to the sector, but it

must evidence impact and benefits to residents and represent value for money

What you said at the Part 1 Events

Q.1 How would you measure success against the priority outcomes?

You said...

• User feedback is critical and can be collected in the form of surveys, case studies (filmed) and anonymous

feedback forms

• Monitoring needs to be proportionate to the service being delivered

• Methods of monitoring need to be mixed and not just focus on number crunching

We will ….

• Ask you how best to measure success of your project in the Tender Application Form, so you can choose

meaningful approaches to showcase feedback and demonstrate impact

• Ensure contract monitoring is directly proportionate to the contract value and not one size fits all

• The majority of attendees wanted a maximum award as it helped outline what to expect – suggestions

on funding levels varied

• You wanted to know up front how funding was being distributed across the different outcomes

• You wanted the funding distributed widely benefitting a range of projects and organisations

What you said at the Part 1 Events

Q.2 Would you want a maximum award introduced and if so, how much do

you think this should be?

You said...

We will ….

• Provide an indicative funding allocation for each of the 5 outcome areas

• Provide a maximum guide price for award

What you said at the Part 1 Events

Q.3 What support would you need to ensure you and others can effectively

engage in the commissioning process?

You Said ….

• The Council to maintain a transparent and consistent process and ensure that timeframes are followed

• Support with registering, using and submitting bids on the London Tenders Portal

• A council point of contact who could provide timely responses

• A publicly accessible FAQ that is updated as questions are asked

• Introduction to and subsequent support from infrastructure groups

We will ….• Provide a clear timetable which we will follow

• Set up a single dedicated email and phone number for requests from the sector about the Community Fund

• Publish a detailed FAQ document responding to your feedback via Value Croydon website (valuecroydon.com)

• Outline the Council and Infrastructure organisation’s packages of support

The commissioning approach

Community Fund - £2.6m p/a next 3 years

• Indicative allocation

per outcome

• 10% for emerging

need

• 1 stage procurement

• Outcomes linked to

VCS strategy

• Includes ring fenced

Prevention Fund

• Contract for up to 3

years

• 1 stage

procurement

• Quality Assurance

and Contract

Management

Prevention Fund

Contracts under

£15k

• Contract for 3

years

• Collaborative bids

encouraged –

collaboration

agreement between

Council &

providers

• EOI, tender with the

option to negotiate

• Contract for 3 years

• 1 stage

procurement

• Contract for 3

years

• 1 stage

procurement

• Contract for 3

years

Outcomes01

Prevention Fund - Quality Assurance & contract mgt

02InfrastructureSupport03

CarersServices04

Advice Services05

Today’s Primary Focus

Outcomes Programme

Following the launch of the 2018-2023 VCS strategy, the Community Fund Commissioning

Programme will be centred on the following 5 priority outcomes:

1. People live long, healthy, happy and independent lives

2. Our children and young people thrive and reach their full potential

3. Access to homes and prevention of homelessness

4. Everyone feels safer in their street, neighbourhood and home.

5. Everybody has the opportunity to work and build their career

Prevention Fund

• The prevention fund is primarily but not exclusively for projects to support older

people with a view to preventing, reducing or delaying care and support needs.

Projects in this space may include activities to support people’s physical and mental

wellbeing, preventing illness and escalation of need

• Will be part of outcome 1 - People Live Long, Healthy, Happy and Independent Lives

• Ring fenced budget of £519,000/annum

• Available for bids up to £15k and over £15k threshold. Will follow the same process

as all other bids

• Will have a dedicated section in the prospectus

• Quality assurance and contract management for projects under £15k will be

commissioned separately

Overview of current approach & proposed funding principles

Outcome Area

Outcome ProgrammeAllocation [£]

Total [£]

Core Outcome Program Funding

Outcome 1 Core Funding 300,000819,500People Live Long Healthy,

Happy & Independent LivesPrevention Fund 519,500

Outcome 2

300,000 300,000Our Children & Young people Thrive and reach their Full Potential

Outcome 340,000 40,000Access to homes & prevention

of Homelessness

Outcome 4175,500 175,500Everybody Feels safe in their

Street, Neighbourhood & Home

Outcome 5

70,000 70,000Everybody has the Opportunity to Work and Build their Career

Total 1405,000 1,405,000

Emerging Need £100k/annum from 2020/21

100,000 1,505,000

The Council is also commissioning

Advice Services which will contribute

to outcomes 3 & 5.

This will bring the total available in

both outcomes to:

1. Outcomes 3 – £206,500

2. Outcomes 5 - £236,500

Outcomes Programme

Applicants have two routes through which to apply for funding.

Small Grants Programme

(<£15k per year)

Community Fund, Outcome

Programme(£15k or more per

year)

Commissioning Process

Over £15k

General guidance for bidding for £15k and over• All staff delivering projects in Croydon must be paid the London Living Wage

• Organisations can apply for more than one project, but please only submit one project per bid

• You cannot make a small grants application and put in a commissioning bid for the same project

• You can apply for funding up to 3 years

• All sections must be completed – incomplete bids will be returned and not assessed

• We are looking to commission a wide range of organisations, but collaborative bids are encouraged

• We envisage the maximum contract value to be in the region of £40k per annum but larger bids addressing

need, demonstrating value for money and which are more collaborative in approach may be considered

• Indicative funding allocations are assigned to each outcome, but the Council may choose to adjust this to

ensure a fair distribution of projects across outcome areas. In the application you should select the main

outcome your project supports but outline how you may contribute to any other outcome areas

• If successful, contracts will be monitored, but the level of reporting required will be proportionate to the level

of funding awarded. It won’t be one size fits all

Outcomes Commissioning Process – over £15k/p.a

Will consist of 4 key documents:

1) Outcomes Commissioning Prospectus

~ Details the 5 outcomes and provides ideas of what we are looking for

~ Provides guidance on how to apply for the Outcomes Programme

2) Tender Application Form

~Questions about your organisation (are you eligible)

~Questions about your proposal (is the proposal high quality and meeting the needs of

residents)

3) Budget Template

~Breakdown of what you will spend the money on (is the proposal value for

money)

4) Last Year’s Accounts

~Provide accounts for last year so we can check your organisational financial health

An example could be…

Outcome 1: People live long, healthy, happy and independent livesWe want people to be able to stay well and to manage well. Should they need support or services they will be close to home

Potential approaches that we are looking for from the VCS include:

• Help for people stay well and be supported at home and in their community

• Community based approaches to reduce social isolation, loneliness and anxiety, e.g. activities, clubs, befriending, exercise and outings

• Support peoples’ physical and mental wellbeing and prevent illness and escalation of need. Support services that engage people in a

healthy lifestyle, encourage people to exercise regularly, social activities for people to meet. Opportunities for people to learn something

new

• Greater collaboration with partners across health and social care / VCS at the local level

• Strengths and community led approaches

Target groups could include:

Low level mental health problems, socially isolated, escalating need

Localities Focus:

VCS orgs should consider the other statutory and voluntary and

community groups that they could work in collaboration with to

connect people, maximise resource and support seamless care for people that is visible and well known

We encourage innovation and collaboration that is evidenced by what works and what people want

Eligibility Criteria for over £15k-

Are you a non-statutory organisation

Do you operate in the not for profit sector

Do you deliver or plan to deliver in

Croydon

The following will not be considered for funding:

x Private groups or companies

x Profit making or trading arms of

organisations

x Groups seeking funding for the purposes

of fundraising or to redistribute

x Political Parties or organisations

intending to support or oppose political

activity and/or campaigns

x Activities which intend to promote

religion

When the tender closes on 1st October we will first check to see if all bids meet the following eligibility criteria:

You can apply for funding towards core costs, to cover the

specific costs of an activity or for the purchase of equipment

Questions about your proposal

Areas

1 Outline your proposal

2 What is the need for this?

3 Engagement with residents

4 Outcomes you are trying to achieve

5 Social Value

6 How you will collaborate with other organisations?

Areas

1 Staff

2 Project

3 Other

Breakdown of Costs

In the value for money judgement, funding from other sources, match funding or in - kind support will be considered favourably

Outcome Commissioning over £15k- Timetable

Dates Activity

May 21st/28

th/29

thPart 2 engagement events with VCS

June 6th Tender process opens via London Tenders Portal

June – Sept Support sessions from Council and Infrastructure organisations

Oct 1st 12 Noon Tender process closes

Oct – Nov Compliance, evaluation, moderation

End Nov Council officers make recommendations for award

End Nov Award decision taken by Cabinet Members

Early Dec Outcome letters sent out via email

Jan Need to submit organisational requirements

Jan – March Contracts signed

Jan – March Decommissioning Support

April 2020 New contracts go live

Small Grants Programme

Up to £15k

General guidance for bidding under £15k

• Process will be open year round, with clear assessment dates 3 times a year

• October

• January

• July

• Same eligibility criteria applies as the over £15k per annum

• Same outcomes / principles for funding – but proportionate for lower funding level

• Organisations can apply for more than one project, but please only submit one project per bid

• All sections must be completed – incomplete bids will be returned and not assessed

• If successful, grants will be monitored via an end of project report, with the level of reporting required

proportionate to the level of funding awarded. Again, not one size fits all

Grants Process – under £15k

• Online application form• Who

• What

• When

• Where

• Why – how will it meet the outcomes of the Community Fund (aims and impact – max 1500

words)

• Project costs

• Brief budget breakdown

• References

• Only if successful: supporting documentation (e.g. safeguarding policy)

• Delegated decision• For grants of £5-15k, input from service commissioners will be sought as appropriate

• Monitoring via end of project report• Scale of report comparable to funding level

Grants Process under £15k - Timetable

Dates Activity

May 21st/28

th/29

thPart 2 engagement events with VCS

June Existing community grants process closes

Sept 1st Application process opens for new under £15k community grants

Oct 1st 12 Noon Deadline for October assessment

Oct – Nov Compliance, evaluation, moderation

End Nov Cabinet delegate award decision to Cabinet Members

Early Dec Outcome letters sent out via email

Existing Community

Fund / Prevention Fund

recipients

Grants Paid 1 April 2020

New applicants

Grants Paid January 2020

Questions about your organisation

SMALL GRANTS PROCESS COMMISSIONING PROCESS

Organisational

requirements

Under £15k

Ask for evidence of compliance if

application successful

£15k - £30kp.a

self certify in Tender & evidence

if bid is successful

£31k +

self certify in Tender & evidence

if bid is successful

1 How are you governed and

led?

Constitution or governing doc

List of names on committee

Constitution or governing doc Constitution or governing doc

2 Business planning - Statement of objectives for

organisation

Requirement for 3 year business plan

3 Financial management Latest accounts

Bank account details

Last years accounts Independently examined accounts for

last financial year

4 Managing your organisation - Org. chart

Written procedures

Org chart, recognised quality

standards accreditation

5 Managing people H&S policy H&S Policy

Policy for volunteers

H&S Policy

JDs, Volunteers Policy and Roles &

Responsibilities documentation

6 Safeguarding Children & vulnerable adults’ policies (if

necessary)

Children & vulnerable adults’ policies

(if necessary)

Children & vulnerable adults’ policies

(if necessary)

7 Advancing equalities Equality and diversity policy Equality and diversity policy Equality and diversity policy

8 Insurance levels Public Liability & Employment Liability

depending on service

£5m Public Liability & Employment

Liability depending on service

£5m Public Liability & Employment

Liability depending on service

Your organisation only needs to produce documentation if your tender bid has been successful

If any of these requirements present an issue, please let us know in your tender application form

How to use the portal

• The Council has heard the feedback from the sector and understand the use of the

London Tenders Portal is a key issue for the vast majority of VCS in Croydon

• In order to provide a solution to this Croydon will be:

• Offering a dedicated single email and phone line for use at any point during the

bidding stage for the sector to contact the Council with Portal issues;

• Offering weekly workshops both around Central Croydon & regions of the borough,

offering dedicated Portal focused workshops; and

• Helping people at these 3 events with a dedicated table supporting people to

register and find the tender advert.

Support Sessions

• Based on feedback from the sector, the Council, in collaboration with the 4 infrastructure

organisations (CVA, CNCA, BME Forum & ARCC) will be running support sessions

throughout the open tender period

• These sessions have been curated in order to help assist all bidders with the process of

writing and then submitted their bid

• Sessions are open for those wishing to bid above £15k per annum & below £15k per

annum, however, some sessions may be irrelevant for those bidding under £15k per annum

due to the varying application processes (e.g. the Portal sessions)

• There are 5 session’s running through the Summer months, these are detailed on the next

slide

• Registration differs by session type and by who is providing it. You can find all the

registration details for all the events here -> http://valuecroydon.com/wp-

content/uploads/2019/05/CF-support-offer-poster-3.pdf

Support offer – 54* workshops and drop-in sessions between May and September

Yellow Shading = Council Delivered Support Session / Orange Shading = Infrastructure Delivered Support Session | *All session’s are subject to change or cancellation.

Workshop/Drop-in MAY JUN JUL AUG SEP

Becoming

Commissioning

Ready

12th / 10-12 / CNCA

19th / 12:30-14:30 / CVA

26th / 11-1 / BME Forum

27th / 11-1 / ARCC

Demystifying

Financials

9th / 10-1 & 2-5 / CVA

10th / 10-12 / CNCA

18th 2-4 / BME Forum

Guidance on how to

write a good bid

4th / 10-1 / CVA

15th / 1-4 / ARCC

16h / 2-4 / CNCA

29th / 12:30-2:30 / BME Forum

Drop in Sessions –

Reviewing Bids

5th / 10-12 & 12:30-2:30 / CNCA

6th / 10-4 / CVA

7th / 10-1 / ARCC

13th / 11-2 / BME Forum

14th / 10-12 / CNCA

20th / 10-12 & 2-4 / CNCA

21st / 2-4 / CNCA

22nd / 10-3 / CVA

6th / 10-4 / CVA

13th / 10-4 / CVA

How to Register &

Navigate on the

Portal

21st / 2-5 / Croydon

Conference Centre

28th / 2-5 / Croydon Hilton

29th / 2-5 / Croydon Hilton

4th / 10-1 & 2-5 / CVA

12th / 10-1 / Central Library L1

12th / 2-5 / S. Norwood Library

17th / 10-1 / Central Library L1

17th / 2-5 / Broad Green Library

28th / 10-1 & 2-5 / BHW

3rd / 10-5 & 2-5 / CVA

11th / 10 -1 / Broad Green

11th / 2-5 / Central Library L1

19th / 10-1 & 2-5 / CVA

24th / 10-1 & 2-5 / CVA

29th / 10-1 & 2-5 / Myoutspace

6th / 10-1 & 2-5 / Town Hall &

BHW

14th / 10-1 & 2-5 / Town Hall

22nd / 10-5 / Town Hall

30th / 10-1 & 2-5 / CVA

Submitting &

Uploading Bids

through the portal

3rd / 10-1 & 2-5 / CVA

11th / 10-1

11th / 2-5

19th / 10-1 & 2-5 / CVA

24th / 2-5 / CVA

6th / 10-1 & 2-5 / Town Hall &

BHW

14th / 10-5 / Town Hall

22nd / 10-5 / Town Hall

30th / 10 – 5 / CVA

12th / 10- 5 / Town Hall

18th / 10-5 / BWH

25th / 10-5 / BWH

30th / / 10-5 / BWH

Helpful Resources for Groups• For data on local area needs – Croydon Observatory

> https://www.croydonobservatory.org/

• To submit your organisations bid (over £15k) - London Tenders Portal

> https://www.londontenders.org/

• To find all resources and information about the Community Fund –

Value Croydon > http://valuecroydon.com/engagement-2-2

• To communicate with the Council about anything Community Fund

related – CommunityFund@Croydon.gov.uk

Reminder of next steps

• You can register on the London Tenders Portal at any time

• Visit Value Croydon and Croydon Observatory for information

• Outcomes Commissioning Programme (over £15k) opens on the 6th June

• Support sessions run from May to September

• Small Grants Applications (Up to £15k) opens on the 1st September

• Both processes close on 1st October at 12 noon

To finish…

• An opportunity to meet commissioners representing each of the 5 outcome

areas

• An opportunity to speak to Croydon Observatory

• Support to register on the portal

• A chance for networking

Networking & Collaboration

_______________________