Pre-contract notification
Where a contract includes user enhancement requirements, this should be indicated in the call for competition. Below is example wording that can be used for this purpose:
‘The contracting authority has included obligations within the specification and contract conditions relating to further requirements to achieve health and wellbeing outcomes which are relevant to the services to be delivered.’
Further, it is good practice to notify suppliers early in the procurement process of particular conditions of the contract and as such this should also be included in the contract notice. For example,
‘A method statement is required describing an assessment of potential impacts of the proposed service on the health and wellbeing of the service users. It must include all the risks and opportunities identified in the assessment and the measures needed to minimise risks.’ Or:
‘Evidence will be required to demonstrate that any subcontractors used within the contract will be assessed by the contractor with regard to their competence in identifying and mitigating health and wellbeing risks.’ Or:
‘The contract/framework agreement supports the Scottish Government's National Performance Framework, and the National Outcomes which articulate the Government's Purpose ‘To focus on creating a more successful country with opportunities for all of Scotland to flourish through increased wellbeing, and sustainable and inclusive economic growth’. This framework supports the following National Outcomes, and contractors are expected to support the authority’s aim to achieve these.' [Insert relevant National Outcomes].’
Supplier selection
Below is an example of a statement you could include in your contract notice:
‘In answering question 4C.1, please [also] describe your experience of your experience of improving health and wellbeing of the users of your service over the past [3 or 5 years, depending on type of contract] where measurable improvements have been secured.’
Specification
Below are some best practice examples highlighting health and well-being requirements:
‘The organisation specifically wishes to support the enhancement of the health and well-being of its users, please describe how you will contribute to this aim including reducing the risks within this contract.’
It is essential for higher risk activities that a method statement for the particular contract is evaluated to assess whether the tenderer has identified all the known risks. As an example to incorporate this within your documents you could include:
‘Bidders are required to submit a method statement describing in a logical sequence exactly how the work will be carried out in a people-centric manner and without risks to health and well-being, including all the risks identified in the risk assessment and the measures needed to control those risks. Bidders are also required to provide a risk assessment for the services, including what resources will be allocated to manage the risks identified.’
Award
Below are some examples of questions specific to user enhancement that you may wish to include as award criteria:
‘Please describe how you involve the users of your service to contribute to its design and delivery to find opportunities to enhance health and wellbeing.’
‘Please describe how you will successfully introduce healthy alternative products in the delivery of this service.’
‘What arrangements will you make to ensure that all risks to health and wellbeing are identified and managed?’
‘How will you design your offer to improve the health and wellbeing of the users of your product / service?’
‘Bidders are required to provide a risk assessment for the services, including what resources will be allocated to manage the risks identified.’
‘Please identify any health risks, such as high levels of noise or exposure to harmful substances and describe how these will be managed’
‘Please describe what health improvements you intend to make during the performance of this contract through changes to equipment, products or working methods.’
In the example of a framework agreement for the supply of re-used furniture to individuals in crisis, the health and safety of the end user of the procured goods were paramount considerations to the contract. The following statement was therefore included in the specification:
‘Contractor(s) will be required to ensure sufficient quality and safety of products supplied and services delivered […] The contractor must ensure that items are prepared for re-use in an appropriate manner, involving checking, cleaning or repairing items so that they can be re-used for their original purpose without further processing This shall include the collection and transportation of items, sorting of items into those that are suitable for re-use or recycling, preparing them for re-use and training of staff.’