Financial Services Tender

Centre for Health and Well Being

689 Springfield Road

Belfast

BT12 7FP

Telephone : 028 90 233220

Email: [email protected]

Date: 1 April 2012

INVITATION TO TENDER:

Dear Prospective Contractor,

The Centre for Health and Well Being wishes to appoint an independent finance consultant for the work detailed below.

We would be grateful to receive your submission.  If you wish to apply, in addition to this letter you should review in full the attached “Tender Response Guidelines” which contain details on the required content and format of responses, as well as information on how proposals will be assessed.

Please note:

• The deadline for receipt of completed submissions for this project is 12:00 noon on Tuesday, 12 March 2013.  Applications received after that time will not be considered.
• The contract will be awarded immediately.
• It is expected that the work will complete by April 2015. 
• A two year Service Level Agreement will be signed by both parties and work for each year will be negotiated year on year.
• Should you have any queries regarding any aspect of this invitation to tender, please contact Kate Laverty (Centre Coordinator) on 028 90 223220 or email [email protected].

If, for any reason, you are unable to tender for this project yourself, I would be very grateful if you would pass the documentation on to others whom you consider to have the required expertise.  

I hope you will give this matter your full consideration and look forward to hearing from you soon.

 Yours sincerely

  Kate Laverty

Centre Coordinator

 Expected Duties

Duty

Frequency

Bank Reconciliation

Monthly submission to Board

18th of month

Wages, including RTI upload

Monthly

Funding returns

Quarterly

Statement of Affairs to include a report on work completed in month

Monthly submission to Board

18th of month

Attendance at Management Meetings

Bi-Annually

Annual Account Prep

Annually

Tender Response Guidelines

                                Background

                CHWB was established in 2009 to promote positive mental health within the Whiterock area of Belfast. The Centre evolved from the long established Ballymurphy’s Women’s Centre which was founded originally in 1996 as a direct result of the lack of statutory services in area.

CHWB operates an open door policy to all sections of the community and focuses on two main health related projects:

CHWB also offers two other services as follows:

To enable it to carry out its responsibilities the Centre employs over 4 staff and contracts in up to 35 different therapists, tutors and external facilitators annually. 

Vision

Our vision is of an empowered community where physical and mental health issues are free from stigma and explored through extensive services that are inclusive and reflective of the community’s needs.

Mission

Our mission is to listen to community needs, and support them through a meaningful support network.  Providing professional standards of care in a safe and ethical environment, we will nurture self empowerment as we promote awareness of mental health issues to local government.

Aims

We will offer

• A coordinated support network
• A high standard of consistent, holistic care for clients
• A welcoming, friendly and empathic service
• A financially accessible service to our clients

We will strive to

• Reach out to the most vulnerable in our community
• Become self sufficient
• Ensure the well being of staff and volunteers as well as clients

We aim to help our community

• Be aware of personal health and well being

Timescale

It is anticipated that the contract will be awarded in April 2013 and Januarwork is expected to commence immediately.  This work will continue with minor changes over 2 years.

Outputs

The consultant will provide the following outputs from the project:

• A monthly Statement of Affairs

• A monthly bank reconciliation

• Funding returns completed as per funders guidelines – variable based on funder

• Update PAYE journal each month

• Reconciled budget spend for each funder from each of the six bank accounts each month

• Annual account preparation

• Wage slips each month printed and sent to centre

Costs

We anticipate commissioning the work to a value of approximately £5,000, inclusive of VAT and all expenses.

Payment will be made monthly based on work completed each month.completion.

Tender process and submissions

Tender proposals should set out

• Details of those who will work on the project along with evidence of relevant experience and recent work in finance services industry in the broad sense.

• It should be made clear how the consultant (s) propose to meet specified deadlines and output requirements;

• A detailed cost structure should be included detailing the number of hours / days each duty will take per week / month

• An overall fixed sum for completion of the work, including VAT where applicable.

Submission of response to tender documentation

Two copies of all tenders should be forwarded in a plain envelope clearly marked ‘Financial Services Exercise’ to:

Kate Laverty

Centre Coordinator

689 Springfield Road

Belfast

BT12 7FP

Tender documentation must be received by the specified deadline. No late proposals will be accepted.

Tenders may be rejected if complete information is not given at the time of tendering.

The Centre for Health and Well Being does not undertake to accept the lowest or any tenders or to pay expenses incurred in the preparation or submission of tenders.

Once commissioned, all documents from the work completed will become the property of the Centre for Health and Well Being.

Evaluation criteria

Tenders will likely be evaluated using the following criteria:

1. Understanding of requirements
2. Efficiency of services
3. Cost
4. Expertise

Format and content of submissions

Summary

Include a Summary, reflecting the structure of the response. This should also include a summary of the costs associated with the project.

Expertise & experience

The names and CVs of contractor(s); their expertise and experience of related work; the number of hours / days they will spend on the work; and their specific roles and responsibilities within it.

It should be made clear how the consultant (s) propose to meet specified deadlines and output requirements.

Costing

Contractors are invited to outline appropriate costs for the completion of the project. The contractor should present a total cost of the project and related work (including VAT) in pounds sterling; plus a breakdown of costs for each part of the work.