Adult Learning Delivery Sub-Contracting Policy
1.1 This policy applies to all subcontracted activity supported with funds awarded by the Education and Skills Funding Agency (ESFA) / West Yorkshire Combined Authority (WYCA) for the delivery of adult learning.The aims of this policy are to provide existing and potential sub-contractors with information about Leeds adult learning, reasons for subcontracting; how we select our potential delivery partners; fees and charges, the services we provide and our terms for payment. This document describes the approach to supply chain management which supports our strategic purpose.
1.2 Leeds City Council’s (LCC) adult learning provision is at the heart of the city’s learning offer for adults, families and communities, based on a deep rooted understanding of the city, our communities and their needs and part of an established multi-agency approach. Our partners share our ambition for its development and recognise the difference it can make to life chances, especially for those who experience barriers to learning or work and are furthest away from opportunities. The provision aligns to the priorities set out in the city’s Inclusive Growth and Health and Wellbeing Strategies, our Best Council Ambition for Leeds is to be the ‘best city, to live and work in’ and takes account of the regional Adult Education Budget Strategy.
1.3 The provision is managed by the Council’s Employment and Skills (E&S) Service, within the City Development directorate. Leeds thrives on strong, dynamic and diverse strategic and operational partnerships, mirrored in our adult learning arrangements.
1.4 The Council’s contribution to the city’s adult learning offer has a specific focus on helping adults to acquire skills and move into employment contributing to the key aims of the Inclusive Growth Strategy to improve the economic wellbeing of local people and businesses in a compassionate city that helps all its residents contribute to, and benefit from, the effects of economic growth and take action to reduce poverty and inequalities. It also focuses on developing healthy, resilient and sustainable communities; building social capital and an appetite for learning. It is a place based approach, reaching those individuals and communities furthest away from entering, sustaining or progressing in learning or work and actively targeting learners who are; unemployed, low skilled with no or low level qualifications; are living in poverty; in unstable employment; vulnerable to social exclusion; and those facing complex and often multiple barriers to learning and work. It is within these places and for these groups of learners that our subcontracted partners are best placed to delivery adult learning in the city.
2.0 Overarching Principles
2.1 The Council will, at all times, undertake fair and transparent procurement activities and robust due diligence procedures on potential subcontractors to ensure compliance, the highest quality of learning delivery, the demonstration of value for money and a positive impact on learners and communities.
2.2 The funding that is retained by the council will be relative to the costs of the services provided. LCC commissions delivery of its Adult Education Budget (AEB) budget to a range of external delivery partners in addition to its in house delivery of a proportion of Family English, Maths and Language (FEML).
2.2 All externally delivered provision in the 2021-22 academic year will be subcontracted under the fourth year of a ten year Dynamic Purchasing System (DPS). The DPS is available to subcontractors who meet the selection criteria to comply with minimum service requirements. It is an ‘open market’ product designed to provide access to join a list of pre-approved providers, which can be constantly refreshed. Tenders for the delivery of adult learning run via a mini competition with pre-approved subcontractors being invited to compete. Establishing a DPS with multiple providers encourages fair competition and is designed to allow subcontractor partners to join at any time during the life of the DPS.
3.0 Rationale for subcontracting
3.1 The use of external delivery partners enables the service to:
- meet local, council and service priorities
- offer a wide range of courses and venues, improving the richness of the offer
- make the most of experience and expertise of organisations who know about place and communities
- ensure value for money and a responsive and flexible offer to learners
- provide opportunities for organisations to build capacity
3.2 The Council’s priorities, targets and funding for the coming year are set out in a
Project Brief published on the E&S DPS and the Council’s website.
Providers are invited to bid for funding on an annual basis, before the start of the
academic year. Funding allocations are contingent on a number of factors which
alongside additional contextual information, constitute the Project Brief:
- the subcontractors’ demonstrated ability to work effectively with the target groups identified
- capacity, stability and quality
- a curriculum offer to meet the needs of learners thematic areas, geographical spread and curriculum priorities identified by the Council and reflecting the AEB strategy.
- formal contractual agreements which clearly lay out the rights and responsibilities on both sides of the subcontracting agreement.
4.0 Management Costs
4.1 LCC retains approximately 20% of the gross funding from the ESFA, WYCA
allocation for the management and administration of Adult Learning. The sum
retained is the amount required to fund the cost of appointing through open and
competitive tendering, selecting and managing all sub-contracted provision, and
includes the support that is necessary to ensure quality of teaching, learning and
assessment and learner satisfaction. Management costs cover the following
Quality Assurance, OTLA and Tutor Continued Professional Development
Planning and Commissioning
Contract Management and Monitoring Visits
Funding and Data Management
Publicity and Marketing Support
- Leeds Adult Learning Course Finder website
- National Careers Service Directory
- Leeds City Council website
- Tech Talent Charter directory
5.0 Payment Terms
5.1 The council will agree payment with its subcontractors based on satisfactory
delivery of agreed provision and/or services and adherence to terms and
conditions as set out in the contract, its appendices and associated schedules.
5.2 Subcontract partners receive a detailed contract clearly outlining the
expectations of partners, performance indicators, outcomes and payment
schedules at the point they are engaged. Sub-contractor payments are made
within 30 days of receiving a valid invoice.
5.3 The council lists all its contract opportunities on YORtender
https://www.yortender.co.uk/ e-tendering portal. This is a free service.
Organisations can register to be part of the delivery framework at any point in
the academic year. Interested organisations can register for a login to Pro
Contract to submit an application to become a Pre-Approved Partner at
https://procontract.due-north.com Further guidance on the application process
can be found on YorTender under Contract ID: DN548041.
6.0 Communication and Review
6.1 Policies and key documents, changes and consequences are discussed at
termly meetings, contract reviews and through correspondence.
6.2 This policy will be reviewed annually by academic year to account for changes to
delivery and funding rules issued by the ESFA, WYCA and any emerging local
6.3 This policy will be published on:
Signed by ………Martyn Long…………Date……21 May 2021……
Name: Martyn Long
Designation: Head of Employment and Skills