LONDON COUNCILS
EUROPEAN SOCIAL FUND
CO-FINANCING PROGRAMME
2012 – 2015
Borough Co-financed Projects
Tender Form
Deadline for tenders: 12 noon, 24th October 2012
Please ensure that your project fits the specifications outlined in the tendering
prospectus and that you have read the London Councils ESF Co-financing
Prospectus 2012-2015 and London Councils ESF Co-financing Plan before you
complete this tender form.
Please note: If your tender is successful, the contents of this
form will become a part of your contract.
Part A. Information about your organisation
Part A. Information about your organisation
(Please click inside the grey shaded area to type your answers)
Name of organisation
Title of project
Target Borough (City, H&F, Westminster)
Project start date (dd/mm/yyyy)
Project end date (dd/mm/yyyy)
Main contact for contracting (if successful)
Position in organisation
Building
Street address
Borough
City
Postcode
Telephone number
Fax number
Email address
Main contact for delivery (if successful)
Telephone number
Email address
Please provide a short summary of your project (less than 50 words)
Part A. Information about your organisation
What is the legal status of your organisation? Please choose one of the following options Voluntary or Community Sector Organisation
Not for profit - please specify:
Other - please specify:
Does it have a formal constitution/memorandum?
Yes
No
Does it have a formal equal opportunities policy?
Yes
No
Does it have a sustainable development policy?
Yes
No
Will any other organisation(s) receive payment for any
Yes
No
aspects of delivery of this project?
Please give details of any partner organisations who will receive payment for any aspect of
the delivery of this project: (if necessary, please add extra rows)
Partner name
Address
Role in project
Amount
of
funding
Part B. Information about your participants
Part B. Information about your participants
For the total number of outputs and results you are required to deliver, please
refer to the relevant specification of the tendering prospectus. Please note that
you must not deviate from the outputs and results listed in the specification for
which you are tendering.
B1 Please indicate the number of participants you will be
supporting through this project from each equality and target group:
Target group
Total number of participants enrolled
Disabled people
People with mental health problems
People with ESOL needs
Older people
Recent migrants eligible to work in the UK
Refugees (with the right to work in the UK)
Ex-offenders
People with substance misuse problems
Ex-armed forces
Homeless residents living in temporary accommodation
People with adult care responsibilities
Lone parents
Jobless parents
Families with young children
Workless households
Families where one or more adult is unemployed
Families where one or more adult is economically inactive
Disaffected young males aged 20 years and over (both school
leavers and unemployed graduates) (City of London specifications
only)
Young women aged 20 years and over who for cultural reasons find
it difficult to access employment. (City of London specifications only)
Highly skilled residents affected by the recent economic downturn.
(City specifications only)
Female
Male
Part B. Information about your participants
Length of status
Employment status
Unemployed
JSA claimants aged over 25 that have
been claiming JSA less than 12 months
JSA claimants aged 18-24 that have
been claiming JSA less than 9 months
Economically inactive
Employment and Support Allowance
(ESA) claimants
Income Support claimants
Incapacity Benefit claimants
People not claiming any of the benefits
above.
Less than
3 months
3 to 6
months
6 to 9
months
9 to 12
months
12+
months
Part B. Information about your participants
B2 Please enter the number of participants you estimate will be from the
following ethnic backgrounds:
Bangladeshi
Asian/Asian British
Indian
Pakistani
Other
African
Black/Black British
Caribbean
Other
Chinese
British
White
Irish
Other
White and Asian
Dual heritage
White and Black African
White and Black Caribbean
Other
Other
B3
Estimate the total number of hours each participant will spend on the project on
average (be as realistic as possible):
Part C. Information about your project
Part C. Information about your project
Guidance on completing this section
The information that you give on this form is used to assess which projects most
closely fit the criteria for funding. The points available for each question are shown
in bold by each question. The size of your answers to the text questions has been
limited in order to assist in the assessment process. Applicants must provide no
more than the maximum permitted page length of A4 in size 12 uncondensed
Arial font type for each answer. Please bear in mind that scorers will have a large
amount of information to process, and that it is in your interest to be as clear and
concise as possible.
Make sure you structure your answers by addressing each part of the
questions separately. You can for example use paragraphs, bullet points,
numbering, emboldening and underlining.
For your achievable outputs and results, please refer back to the tendering
prospectus’ specification that your project is bidding for.
C1
Needs of the target group and employers
a) Please describe the target group(s) listed in the relevant section of the
tendering prospectus and in Part B of the tender form.
What are the needs of the target participants in the borough?
In particular, describe the barriers they face.
NB You should demonstrate this with relevant research and/or evidence.
Scorers will be looking for both published research and evidence from your
own organisation (please note, both should be properly referenced).
Maximum length of answer: 1 page
Maximum points available: 5
Part C. Information about your project
Part C. Information about your project
C1
Needs of the target group and employers
b) Employer needs:





Who are your target employers?
Where are they based?
What employment sector(s) do they come from?
What are their needs and how did you identify these?
(Name employers who were involved in developing the project or list
published research and evidence from your own organisation. Please note
all should be properly referenced).
Please describe your relationships and experience of working with
employers.
Maximum length of answer: 1 page
Maximum points available: 5
Part C. Information about your project
Part C. Information about your project
C2
Project activities and outputs
a) Participant engagement:






State how and from where you and your partners (if applicable) will
recruit eligible participants to your project. Please be specific about the
geographical location of these activities.
Name and describe organisations where you have existing local
referral relationships which are relevant to this project. Explain how
you will develop referral links if necessary
How will you interest participants in the project, and retain them once
on it?
How will participant eligibility be assessed?
How will you avoid duplication and complement other employability
programmes, (for example The Work Programme, see General
Prospectus Section 22 for further details)?
To where will you signpost participants not eligible for this project?
Describe how you will ensure that you reach potential participants to make
them aware of the opportunities available.
Maximum length of answer: 1.5 pages
Maximum points available: 10
Part C. Information about your project
Part C. Information about your project
Part C. Information about your project
C2
Project activities and outputs
Please refer back to the relevant specification in the tendering prospectus for
the activities and outputs that are relevant to your project. Outputs should not
be confused with results.
b) Describe the support that will be offered to participants by this project.
Please explain clearly the activities and outputs that will be delivered and how
these will help your participants to break down their barriers to moving
towards, or obtaining employment and/or progressing to jobsearch or further
learning. Where participant will receive training to achieve a qualification as
part of the project delivery (with or without an associated output payment) this
support should be described here.
Please explain how you will work with employers to deliver activities which
address both employer and participant needs identified in questions C1a and
C1b.
Please also describe what soft outcomes your participants will achieve and
how these will be measured.
Maximum length of answer: 2 pages
Maximum points available: 10
Part C. Information about your project
Part C. Information about your project
Part C. Information about your project
C3
Project results (on leaving)
Please refer back to the relevant specification in the tendering prospectus for
the results that are relevant to your project. Sustained employment should be
covered in the next section.
Describe how you and your partners (if applicable) will deliver the required
number of results.
You should:

demonstrate how you will ensure that your participants progress into
positive destinations;

demonstrate how you will make sure that the required number of
results will be secured;

include the names of employers and training providers with whom your
organisation has links with and will assist you in delivering the results;
If you make referrals to further services that are internal to your
organisation or partnership, please demonstrate clearly how the
activities are outside the scope of this project and add value. How will
you avoid duplication and complement other employability
programmes (for example The Work Programme, see General
Prospectus Section 22 for further details)?
Maximum length of answer: 2 pages
Maximum points available: 10
Part C. Information about your project
Part C. Information about your project
Part C. Information about your project
C4
Sustained results, participant follow-up support and tracking
Please describe the support your project will provide for participants once
they have left the project.

Explain how you will maintain contact and track participants.

Include details of any assistance that is offered to employers and
training providers.

Describe how the support you offer will help participants stay in
employment/work placement/voluntary work/further jobsearch or
training and obtain the supporting evidence. Please be specific about
where and when this activity will take place.

Describe how you and your partners (if applicable) will deliver the
required number of sustained employment results and obtain the
supporting evidence.
Maximum length of answer: 1 page
Maximum points available: 10
Part C. Information about your project
Part C. Information about your project
C5
Track record and additionality
a) Give three examples of previous projects of a similar scale that your
organisation has delivered. Please choose projects that most closely reflect
your organisation’s ability to deliver this specification. (Include details of
contract value, funder, geographical location, number of participants and
results). You should include one of your delivery partners’ track record if the
proposed budget allocation to that partner is above 30%.
Maximum points available: 5
Name of funder:
Size of grant (£):
Geographical location:
Delivery:
from:
to:
Participants enrolled
contracted:
achieved:
Jobs on leaving the project
contracted:
achieved:
Sustained jobs
contracted:
achieved:
Progression into further learning
contracted:
achieved:
Other:
contracted:
achieved:
Other:
Description of the project:
contracted:
achieved:
Part C. Information about your project
Name of funder:
Size of grant (£):
Geographical location:
Delivery:
from:
to:
Participants enrolled
contracted:
achieved:
Jobs on leaving the project
contracted:
achieved:
Sustained jobs
contracted:
achieved:
Progression into further learning
contracted:
achieved:
Other:
contracted:
achieved:
Other:
Description of the project:
contracted:
achieved:
Delivery partner’s name (if applicable):
Name of funder:
Size of grant (£):
Geographical location:
Delivery:
from:
to:
Participants enrolled
contracted:
achieved:
Jobs on leaving the project
contracted:
achieved:
Sustained jobs
contracted:
achieved:
Progression into further learning
contracted:
achieved:
Other:
contracted:
achieved:
Other:
Description of the project:
contracted:
achieved:
Part C. Information about your project
C5
Track record and additionality
b) Tell us if the project includes any innovative or creative aspects.

How does it fill a gap in current services?

If you are already funded by London Councils, ESF or your target
borough(s), explain clearly the additional work or extra activity that you
propose to provide through this project.

Why do you require additional funding?
Maximum length of answer: 1 page
Maximum points available: 5
Part C. Information about your project
Part C. Information about your project
C6
Project management and delivery of objectives
a) Delivery plan – please complete the table below, including all elements of project delivery, management and
monitoring. This table can be expanded if necessary. Please make sure the items listed in the delivery plan are
consistent with the information provided in earlier sections, especially the activities stated in section C2b. Indicate
when you will deliver each element by entering the number of units to be delivered at the appropriate point in the
chart.
Maximum points available: 5
Please list all project activities
Please enter when activity will occur
Financial Years
Activity
Example: Steering group meetings
Example: Number of participants enrolled
Partner(s)
responsible
All
All
2012-13
2013-14
2014-15
2015
Q3
Q4
Q1
Q2
Q3
Q4
Q1
Q2
Q3
Q4
Q1
Q2
Q3
OctDec
JanMar
AprJun
JulSep
OctDec
JanMar
AprJun
JulSep
OctDec
JanMar
AprJun
JulSep
OctDec
1
5
1
10
10
1
10
1
5
Part C. Information about your project
C6
Project management and delivery of objectives
b) Please describe the staffing structure and roles for the project including line
management responsibilities. Tell us how the staff will manage and deliver the
project effectively. Please explain how you will ensure you meet requirements
set out in the tender specification. Consider all aspects of project management
and delivery including support roles, partners’ staff, employer and key
stakeholder involvement. Please refer to any previous relevant experience
possessed by staff.
Please also include details about your delivery plan and your proposed
timescale of activity.
If your project is delivered in partnership:
 describe any previous experience working with your partners;
 attach a chart to your tender indicating structure, governance,
relationships and roles within the partnership.
Maximum length of answer: 1 page
Maximum points available: 5
Part C. Information about your project
Part C. Information about your project
C6
Project management and delivery of objectives
c) Explain the systems that you will use to monitor project progress, and how you
will use the findings to keep your project on track. Please outline to whom you
expect to report to and how often. Include details on how you will keep London
Councils and the match funding borough(s) informed on project progress.
Explain how you will ensure that evaluation is conducted throughout the lifetime
of the project and how you will use the results of this evaluation.
Tell us about the quality systems and standards used by your organisation and
partners. Tell us how these will be applied to the delivery of this project.
Maximum length of answer: 1 page
Maximum points available: 5
Part C. Information about your project
Part C. Information about your project
C6
Project management and delivery of objectives
d) Risk register – please complete the table below identifying the risks to the
project, the likelihood of them occurring, the impact on the project and plans
for mitigation of the risk.
Applicants are encouraged to provide as comprehensive a list of risks and
mitigation strategies covering all aspects of the project as they can at this
time. Scorers will be looking to award points where applicants demonstrate a
clear and honest assessment of the risks to a project and will not penalise
applicants for identifying them.
This table can be expanded if necessary.
Maximum points available: 5
Description of risk
Example: not enough
participants recruited from a
priority ward.
Level/probability
(low, medium, high)
Medium
Impact
Response
Project not
meeting its
enrolment targets
within a priority
target area.
Increased publicity and
outreach within the
ward.
Part C. Information about your project
C7 Cross cutting themes
development and health)
(equality
and
diversity,
sustainable
a) Describe the positive impact your project will have on each of the following
equalities areas:






Race
Gender
Disability
Religion/belief
Sexual orientation
Age
Identify any risks that might prevent your organisation/ partnership delivering
the project equally to all members of the target group. Risks may include
lower uptake of, failure to access the project, or participants receiving an
inferior service. Which aspect of the project could contribute to inequality?
What evidence do you have for coming to your conclusions and what action
will you take to address any adverse impacts or to meet previously
unidentified need(s)?
You must score at least 2 points on this question for your project to be
considered for funding.
Maximum length of answer: 1 page
Maximum points available: 5
Part C. Information about your project
Part C. Information about your project
C7 Cross cutting themes (equality and diversity, sustainable
development and health)
b) Please describe how your project will contribute to sustainable development,
referring to economic, social and environmental sustainability.
Scorers will be looking to see that you have made reference to the guidance
in the prospectus. You must score at least 1 point on this question for your
project to be considered for funding.
Maximum length of answer: 1 page
Maximum points available: 5
Part C. Information about your project
Part C. Information about your project
C7 Cross cutting themes
development and health)
(equality
and
diversity,
sustainable
c) Explain how your project will contribute to the health cross cutting theme.
What activities will your project undertake to promote healthier lifestyles and
ensure your participants understand the link between employment and
health? Please refer to the prospectus for more details on the health cross
cutting theme.
Include details of links you have to other organisations that will support you in
this aspect of the project.
Maximum length of answer: 1 page
Maximum points available: 5
Part C. Information about your project
Part D. Financial Information
Part D. Financial Information
This is a scored section. Scorers will be checking that your calculations are correct. In
addition, they will check that you have sufficient resources in place to ensure that the project
can be delivered and that value for money has been demonstrated.
Maximum points available: 5
D1 Project budget
Please break down your expenditure into the
following categories:
Total staff costs
£
Total participant costs
Total other costs
Total costs (calculated automatically)
£
£
£ 0.00
Part D. Financial Information
Expenditure details
Breakdown of staff costs
Item
Organisation
Calculation
Amount
Total:
Part D. Financial Information
Expenditure details
Breakdown of Participant Costs
Item
Organisation
Calculation
Amount
Total:
Part D. Financial Information
Expenditure details
Breakdown of Other Costs
Item
Organisation
Calculation
Amount
Total:
Part D. Financial Information
D2
Budget explanation
Provide narrative explanation for the cost items listed above. The costing should be
in line with the delivery activities and project management you proposed in sections
C1-C7. Please include a justification of why this is the case and how your project
and your partnership (if applicable) represent good value for money.
Maximum length of answer: 3/4 page
Contact details for referee
Name of referee
Organisation
Position in organisation
Address for correspondence
Telephone
Fax
Email
Please include the following with your tender and tick the relevant boxes to
indicate that they have been included. Failure to submit any of these documents
may mean that your project fails the first stage checks and cannot go forward for
scoring.
Two printed and signed copies of the tender form with all sections completed
A copy of your tender form on CD ROM or USB memory stick
A copy of your signed constitution or memorandum and articles of association
Your current year budget and estimated next year budget
A copy of your most recent signed audited accounts
Your equal opportunities policy
Your sustainable development policy or a statement confirming that one will
implemented by the end of the first year of delivery
Copies of your public and employer liability insurance certificates
Your health and safety policy
Draft partnership agreements (where you intend to work in partnership)
Structural chart of the partnership (if the project has delivery partners)
Please return two signed copies of this form with the accompanying
documents to:
London Councils
59 ½ Southwark Street
London
SE1 0AL
Please write “TENDER FOR ESF FUNDING – DO NOT OPEN” in a
prominent place on the envelope along with the name of the target
borough.
Part E. Declaration
I,
……………………………………………………………….am
an
authorised
representative
of
………………………………………………………………………………………………..
(name of organisation). To the best of my knowledge, the information provided on
this tender form is correct. I confirm that any grant awarded by London Councils will
be
used
exclusively
…………………………
for
the
purposes
described.
Furthermore,
…………………………………………………………………
(name of organisation) agrees that, if successful in this tender, it will make all
records, documentation relating to project delivery and financial claims available for
inspection by London Councils or its representatives at any point during or after the
lifetime of this project to ensure that satisfactory audit trails are in place. I confirm
that I have read and understood the information contained in the London Councils
Co-financing Prospectus. I confirm that this organisation is formally constituted.
Signed:
Position:
Date: