Contract Training Contractor Briefing. Presentation Overview Objective – Help you understand the...

Contract Training

Contractor Briefing

Presentation Overview Objective – Help you understand the

procedures for Contract Training

Areas covered General information Tendering Course Delivery and Admin Assessment Monitoring Dealing with issues

General Information

Contractor website http://www.fas.ie/en/Training/Documents/Contracted

• Procedures• Process Maps• Forms• Information Pack (Tutor, Verifier etc)• Assessment Forms / Documents• Bulletins• TACS• Sample Documents

General Information

Contract must be in place before the commencement of Training

The Contractor must carry out training as per the Invitation to Tender, the contract and its appendices

Clarification – Contracted Training Officer

Recruitment – May be asked to assist

General Information Course clearly ID’ed as a FÁS course

Placement targets set by FÁS and are part of the contract (set by course)

Health and Safety H&S is the responsibility of the contractor to

the same extent that the learners are like employees

VDU assessment, Safety statements, manual handling responsibility of the contractor

General Information

Health and Safety All accidents and near misses will be

immediately reported to the Contracted Training Officer

Statutory reporting of accidents will be carried out by the Contractor

Premises must be accessible to learners with disabilities

General Information

IP and copyright All material developed for the Contract

should be original and will be the IP of FÁS

Any third party materials used during the delivery of the course require the permission of the intellectual property rights holder to use materials for the particular course and any subsequent courses

General Information

The contractor will retain a copy of all financial records, all training records, all health and safety records and trainee resource material for a period of fourteen years after the course finish date unless otherwise stated in the contract

Tendering

Pre-qualificationMust be on the CTTL (Panel Application)

CTTL3 status – Green, Amber & Red

• Green – can tender and contract• Amber – Can’t tender or contract, additional

monitoring• Red – Can’t tender or contract, signed

contracts cancelled, additional monitoring

Tendering

Selection of contractors Invited from the CTTL Be “Green” status Selected by region and category

May be asked to tender for single, multiple course occurrences or progression courses

Invitation to Tender (ITT) – 3 parts

Tendering ITT - Part 1

Contractors will be sent the following…

• The course location(s), start and finish dates and the maximum number of learners on the course(s)

• Instructions on Tendering• Information on the tender selection process• The award criteria• Conditions of Contract Award• Information on Taxation, Retentions, Payments and

Placement and Certification Targets • Information on Conflicts of Interest, Confidentiality and

Freedom of Information, Collusion and Canvassing

Invitation To Tender - Part 1


Contractors are requested to submit details on the following…

• Tutor Pedagogical and Professional experience• Policies and procedures in place to support consistent

programme delivery. • Research undertaken to identify suitable premises• Experience in delivering this or similar type courses• Processes in place to ensure the training location is safe and

suitable• Ensuring the learning experience is professional and positive

for the Learners on the course• Assisting Learners to obtain relevant in-company training,

relevant job placement or progression after the course• Any additional service that the Contractor will provide as part

of the Contract• The Contractor’s fee



• The Contractors not intending to submit to tender


Tendering

A copy of the standard Contract including:

Appendix A - the particulars of contract,

Appendix B - Operating Procedures for Contracted Trainers

Appendix C - The Training Specification (QA58/01)

Tendering

The Invitation to Tender will be emailed to the Tenderers The TSU Assistant Manager will be the contact point for

Tenderers pre and post the tendering process Tenders must be returned by registered post, courier or

delivered by hand The Tender return envelop must be marked “Tender for a

Training Course” and the Tender Number printed on the top left hand corner and must include a return address and email address on the outside of the envelope

One printed copy – electronic copy A tender received after the closing date and time will not be

opened Tenders, in relation to single courses, remain valid for six

months from the tender return date. Multiple occurrences – 12 month period

Tendering

The tender process can be cancelled at any time during the process by the TSU Manager

Tenderers will be informed in writing if the tender process has been cancelled

The Tenders will be examined and evaluated by a panel of three staff members

The following checks will be carried out by the panel for each tender submitted:

• All documentation is present and correct• The Declaration is completed and no grounds for exclusion arise

If any of the requirements of the above checks are not met, then a Deficiency and Clarification Notice may be issued

The panel will evaluate and score the tender submissions in accordance with the Invitation to Tender

Tendering

The panel via the TSU Assistant Manager may issue deficiency notices in respect of incomplete tenders and in respect of the eligibility criteria

If the information is not submitted by the tenderer within the time specified in the deficiency notice or if the information submitted is insufficient to address the issue, then that tender may be rejected

The tenderer will be notified accordingly. Alternatively, the tenderer may receive a zero score in respect of the relevant section

Tenderers are not permitted to amend their tenders when responding to deficiency and clarification notices

Tendering A Most Economically Advantageous Tender model will be applied

and the following scoring system will be used: Contractors fee quotation - 40% Q1 - Tutor Pedagogical and Professional qualifications and

post qualification experience - 8% Q2 - Policies and procedures in place to support consistent

programme delivery - 4% Q3 - Research undertaken to identify suitable premises - 3% Q4 - Experience in delivering this and similar type courses -

5% Q5 - Processes in place to ensure the training location is safe

and suitable - 8% Q6 - Ensuring the learning experience is professional and

positive for the Learners on the course - 8% Q7 - Assisting Learners to obtain relevant in-company training,

relevant job placement or progression after the course - 12% Q8 - Unique service that the Contractor will provide as part of

the Contract - 12%

Tendering Minimum score – qualitative element

The Tenderer with the highest score is recommended

Sole tender returns Where a sole tender is received negotiation

may take place

The only contact person for the tender process is the Assistant Manager (listed on the ITT)

Contracted Training Officer (CTOs) are not involved in the selection process

Tendering Best and Final Offer

Change to requirements outlined in ITT

Qualified Tenderers asked to submit a revised fee

Total score for each contractor is then recalculated.

Pre-approval Tenderers will be notified that they were either

successful or unsuccessful

FÁS Staff will check that the Tutors, Verifiers, Peer Reviewers, Evaluators and premises match or exceed the commitment the contractor detailed in the Invitation to Tender before the contract is approved

TSS-8a-F33 Contractor's Declaration

Any contact regarding the Invitation to Tender must not to be construed as an offer of contract

Pre-approval Tutors

Tutors excluded by FAS cannot be nominated or engaged for a contract

Relevant professional qualification/experience Recognised pedagogical qualification/experience Match or exceed commitment made in ITT

TSS-8a-F26 Tutor Declaration

Changing tutors• Replacements must match or exceed the commitments

made in the Invitation to Tender submission • Individual declarations must be submitted (greater than 3

days)

TSS-8a-F13 Contractors Personnel Change Declaration

Pre-approval Verifiers

Verification of the Conduct of the Assessment Process Recognised pedagogical qualification Verifiers cannot be Tutors or Guest Speakers on the

course Contractor must have a record of having briefed the

Verifier on the verification requirements for the contract

TSS-8a-F34 Verifiers/Peer Reviewer's Declaration

Pre-approval Peer Reviewers

Review of the Assessment Results process Relevant professional qualification/experience Recognised pedagogical qualification/experience Peer Reviewers cannot be Tutors or Guest Speakers on

the course Contractor must have a record of having briefed the Peer

Reviewer on the verification requirements for the contract

TSS-8a-F34 Verifiers/Peer Reviewer's Declaration

Pre-approval Evaluators

Tutor Evaluation

Recognised pedagogical qualification/experience

TSS-8a-F35 Evaluator's Declaration TSS-8a-F36 Contractor's Tutor Evaluation form

Pre-Approval Where there is a disagreement with the contractor on

the proposed premises suitability for the training course FÁS may obtain confirmation by a competent

professional person that the premises proposed by the contractor is suitable as a training facility for the course being run and complies with all Health and Safety regulations.

In selecting premises, the contractor will ensure that the facilities nominated are accessible to learners with disabilities and the cost of this provision must be included in the tender price

Pre-Approval The Contract is awarded subject to:

The fulfilment of all pre-conditions stated in the Invitation to Tender

The contractor having a Green Status on the Contract Training Tender List

Tax clearance Insurance checklist

In the event that the preferred Tenderer does not fulfil the conditions of contract award, FÁS will award the contract to the second-ranked Tenderer, and so on

Contract 2 signed copies will be issued

1 must be returned Course cannot start before the contract has

been returned

Amendments agreed between both parties

If the course is not started within 3 months of commencement date, the contract will be cancelled

Course Delivery and Admin

Courses opened by a FÁS CTO and the contractor/tutor

Contractors must brief and ensure tutors know The training programme specAssessment specRequirements for running the course


Retentions and Fees Learners paid directly by FÁS 3 retentions

•5% at end of course P0 Retaining learners• Where between 0% and 10% of the learners have

dropped off the course 100% of this retention will be returned

• Where between 11% and 30% of the learners have dropped off the course 50% of this retention will be returned.

• Where 31% or more of the learners have dropped off the course none of this retention will be returned

• TSS-8a-F23 Retention Release P0


• 5% for meeting the placement target and returning certification information and the course evaluation documentation, at P1 stage (one month from the end of the course)

TSS-8a-F24 Retention Release P1

• 12% for successfully meeting placement targets at P4 stage (four months from the end of the course)

TSS-8a-F25 Retention Release P4

Fees subject to Withholding Tax


‘Certification’ and ‘Other Costs’ Only incurred with prior approval of FAS Certification costs – exam fees only Other Costs – incurred by Contractor on

behalf of learner e.g. learner support equipment

Subject to withholding tax Items procured under other costs must be

returned to FAS at the end of the course TSS-8a-F22a Expenses Invoice Payment

Course Delivery and Admin Payments

Important that payments are supported by appropriate documentation

Forms to assist invoicing• TSS-8a-F03 Attendance Log • TSS-8a-F12 Training Report • TSS-8a-F22 Fee Invoice Approval• TSS-8a-F22a Expenses Invoice Payment• TSS-8a-F23 Retention Release P0• TSS-8a-F24 Retention Release P1• TSS-8a-F25 Retention Release P4

Course Delivery and Admin The contractor will ensure the Tutor delivers the

course in accordance with the contract.

The contractor will provide the course tutors with the appropriate QA 58/01 and procedural documentation required for course delivery documentation will be available at the course

venue.

The tutor for the course or module will be present when a guest speaker is delivering their element of the course. (10% or less).

Course Delivery and Admin Where the contract allows for sub-contractors to deliver part of

the course or assessments, inform the FÁS Contracted Training Officer of the dates on

which a sub-contractor is attending the course.

The contractor will maintain a manual daily attendance log and an electronic version using the TACS system.

The manual attendance log and TACS system must align. TSS-8a-F03 Attendance Log

The contractor and Tutor will ensure that the course is delivered in accordance with the normal FÁS Training times; changes to the delivery times will have prior approval from

FÁS Contracted Training Officer

Course Delivery and Admin In-Company

The contractor will provide following details for each Learner prior to the start of any In-Company Training:

• Name, address and telephone number of the Company • Name, telephone number and e-mail address of the contact

person within the company• The contact person’s job title and descriptionTSS-8a-F14 In-company Training Report

For each week of the in-company phase, the contractor will provide the FÁS Contracted Training Officer with a Weekly Training Report for each Learner.

Where the In-Company training phase is• 2 weeks in duration or less, visit each Learner at least once• 3 to 6 weeks in duration, visit each Learner at least twice• 7 to 12 weeks in duration, visit each Learner at least three

times. • In the case of Traineeships visit each Learner at least three

times

Course Delivery and Admin The contractor will address Learner disciplinary issues

in accordance with the FÁS disciplinary process. Only FÁS has the sole right to dismiss Learners from a Contracted Training Course

TSS-6c-F05 Disciplinary Report

Statutory reporting of accidents will be carried out by the contractor, accidents and near misses will be immediately documented and reported to the FÁS Contracted Training Officer

FÁS reserves the right to access the course at any time and address issues with the service provision


E-Learning/LibrariesSpecific requirements included in the

contractMonitoring by visits and via Moodle

Assessment The contractor will liaise with the FÁS Training Standards

Officer and Contract Training Officer in the Training Centre that originated the contract for all assessments and assessment issues

The FÁS Training Standards Officer or their nominee will brief the Contractor on the assessments related to the Training Programme

The contractor will brief the assessors on assessment system and keep a record of the briefing

Where the contractor proposes to use their own Quality Assurance system for the delivery of assessments (i.e. where assessment is not a FETAC or City & Guilds assessment) this must be agreed by the FÁS Training Standards Office in advance of the start of the contract

Assessment Assessment MAPs and results must be

stored in a safe in all locations outside of FÁS, including the contractor’s offices and the training location. The safe must be appropriately sized to contain the relevant documents

All Assessment MAPs and results must be transported by a courier service that receipts the transfer of the documents

Assessment

Where assessments are to be conducted at a different location course the contractor will be required to provide transport for participants to location. This cost will be incurred by the contractor and be incorporated into the fee section of their quote

Assessment The contractor will ensure any computer

or other device used to conduct assessments are synchronised with the actual year, month, date and time (GMT)

All electronic copies of assessment data/documentation must be submitted on CD

Assessment Tutor, Verifier and Peer Reviewer names and evidence

of their qualifications will be available for inspection or submission to the Awarding Body

For contracts where the certification or part of the certification is awarded by City & Guilds (C&G): Where an assessor, verifier or peer reviewer has

been changed, the contractor must ensure that the appropriate declaration is completed and the CV and copies of relevant qualification certificates

Quality Assurance and Certification will be managed and issued through the FÁS Training Centre

If the contractor is a C&G approved centre, they will not conduct the assessments under their own centre approval

Assessment Prior to assessment

Check if learners need assistance• Contractor agrees with the TSO and puts the

supports in place• TSS-6c-F03 Learner Request for Assessment S

upport

Submit a “Notification of Assessment Event/Assessment Request Form” (TSS-6c-F11(a)) to Training Standards Officer

Ensure all assessors are aware of the assessment requirements

Assessment Assessment Processes in place

• Specification• Plan• Schedule• Instruments

Inform the learners of the plan Ensure materials are stored securely (safe) Assessment area is prepared Candidates are identified Minimum of two persons in attendance at every

assessment location during an assessment event

Assessment Assessment carried out to the assessment specification

Subject to monitoring and verification of process and results

Marked in accordance with the assessment specification Learners given provisional results, they

• Sign for the provisional results TSS-8a-F32 Learner Record of Receiving Provisional

Results• Are notified that the results may change as part of

the results approval process • Are advised that there are recheck, repeat and

appeals processes available to them Assessment Appeals Application Form

Assessment Results sent to TSO Contactor to verify with TSO to the required format for the

return of assessment results When results are approved, FÁS will notify the contractor,

the contractor will arrange for the learners to be notified immediately of approved results

The contractor will advise the learners to direct any Learner Appeals to the relevant TSU Manager for processing

Where requested by FÁS, the contractor will arrange for Award Certificates, to be issued to learners, the contractor will retain evidence of certificates issued to learners

Assessment The contractor will appoint a Verifier

and Peer Reviewer Verifier to ensure the assessment process and assessment outcomes are reviewed on a sample basis

Internal Verifiers Report for Process

TSS-6d-F01 Internal Verification Report on Conduct of the Assessment Process

Peer Review of Assess Results TSS-6e-F01 Peer Review of Assessment Results

Assessment Assessment materials sent to FÁS Un-used test packs returned to FÁS Issues with the assessment

Notify the TSOEngage with FÁS to resolve

assessment system irregularities

Assessment The minimum sample size for results

verification must be one full assessment event e.g. if there are twenty Learners undertaking an assessment then the sample size is twenty.Copies kept for 1 year

Assessment

Course Instructors must be registered with The Occupational First Aid Assessment Agent (OFAAA) OFAAA

CSCS/QSCS

Other: Forklift, Energy courses,

Monitoring During the course, the FÁS Contracted Training staff

may request each learner to fill out an evaluation questionnaire. Issues that the learners raise will be discussed with the contractor or tutor as appropriate. Every effort should be made to address these issues

Feedback forms and course questionnaires will be used

Moodle will be used for monitoring in the case of on-line elements of courses

Monitoring Monitoring by FÁS will take place relating to

Training Delivery

Assessment

Premises and Equipment

Feedback for improvement

Monitoring The Contracted Training Officer will discuss

the following with the tutor/contractor:

Recruitment and selection of learners Training Delivery Assessment Premises and Equipment Feedback for improvement Individual learner issues The feedback from the learners

Issues - Breaches of Contract

A list of sample breaches are outlined in the Procedures Manual for Contractors

When suspected contract breaches or non-conformances occur:

the severity of the incident will determine the appropriate sanction to be taken (written warning, investigation etc)

For the avoidance of doubt, a contract can be terminated where a single breach of contract occurs


Sanctions where warranted can include any of the following: A written warning (by letter) from the

TSU Manager to the contractorAssignment of amber statusTermination of the contactAssignment of red status


Sanctions in the case of non-return or later return of P1 or P4 information:

• A written warning may be issued• Where the contractor fails to return the P1

or P4 within time specified they could be assigned an amber status


Where the contractor has multiple non-conformances and/or written warnings across a number of contracts the sanctions will be as follows:

• Attend a meeting with the Manager CT H.O

• Failure to improve may result in assignment of an Amber Status

Breaches of Contract Amber Status

The Contracted Training Organisation is flagged as not eligible for tendering and/or contracting (Amber Status) on the CTTL by Contract Training Unit, Head Office.

Current signed contracts will be subject to additional monitoring by the Training Centre operating the contract.

The Amber Status remains in place until the issues are resolved to the satisfaction of FAS.

Breaches of Contract Where a contractor has had three adverse

reports over a two year period, that contractor will be placed on amber status for a minimum of six months. This period will commence from the successful resolution of the third adverse report

A Contractor who does not cooperate fully with investigations or follow up on corrective actions will be assigned a Red Status on the Contracted Training Tender List for a period not exceeding three years

Breaches of Contract A material breach may be considered to

have occurred when the contractor, Having received a final written warning,

subsequently fails to take the appropriate corrective action to address the minor contract breach or minor non-conformance or fails to initiate preventative action

Where a single material breach of contract has occurred

Termination of the contract and assignment of a red status

Breaches of Contract Termination of a contract

The contractor will be notified immediately of the decision to terminate the contract.

The contractor is flagged as not eligible for tendering and/or contracting (Red Status).

Existing signed contracts with the contractor which have not commenced will be systemically terminated.

Courses currently running by a contractor holding a red status will be subject to a full quality assurance audit

Breaches of Contract Termination of a contract (cont.)

The contractor’s status on the CTTL will be based on the findings of the QA Audit.

The the ADG Training Policy, Development and Support can choose to leave the contractor flagged as Red Status on the CTTL for a period not exceeding three years or return the contractor to Green Status based on the findings of the QA Audits.

The contractor will be notified of any sanctions and their status on the CTTL.

The findings of the QA Audit report and or sanctions imposed relating to the contractor may be appealed to the ADG Finance. The appeal will be dealt with as soon as is practicable. An appeal must be submitted in writing and include the grounds on which the appeal is made.

Any non-conformance issues relating to the requirements of a certifying body will be reported to that certifying body as required by their regulations

Q&As session

Contract Training Contractor Briefing. Presentation Overview Objective – Help you understand the...

Documents

Transcript of Contract Training Contractor Briefing. Presentation Overview Objective – Help you understand the...