The Residential Flexible Purchasing System (FPS) is the regional contract to facilitate the commissioning of high-quality Residential Placements for Children and Young People. 

Providers have two opportunities to join the FPS each year and will need to complete a tender process to do so. Providers must have a home registered with Ofsted to join the FPS. 

FAQs

How do I receive updates about the contract?
You will need to register for the Chest and sign up to receive notifications from Category 321100 - Social Community Care Supplies & Services – Children. All re-opening and provider engagement will be advertised through this route. 

How do I join the purchasing system?
You will need to go through a tender process when a round is opened. The FPS opens twice per year for new providers. All provision needs to be registered with Ofsted before it can be added to the FPS. Please ensure you speak to the host authority if you are considering setting up new provision in the North West. 

How does the FPS work in terms of referrals?
When the procurement process is complete and a provider is awarded onto the FPS they will be added to the spreadsheet that placing authorities use to make referrals and this will be circulated to the 23 North West authorities. We do not share contact details for commissioning or placement teams with providers. 

How do I update referral details for my organisation?
You need to log into the Chest and complete the ‘PNW Template - provider updates’ document. This should then be submitted via the Chest. An updated set of provider information will be circulated to local authorities on the 1st of each month. You must submit your template by the 20th of the previous month to be included on the circulation. 

Why am I not receiving referrals?
Inclusion on the contract does not guarantee referrals. If you have never received a referral please check the information you have submitted is correct. If you have been receiving referrals but these have slowed down or stopped please speak to your local commissioning team about the requirement for the service you are providing. 

How do I update company contacts for my organisation?
You need to log into the Chest and complete the ‘PNW Template - provider updates’ document. This should then be submitted via the Chest. An updated set of provider information will be circulated to local authorities on the 1st of each month. You must submit your template by the 20th of the previous month to be included on the circulation. 

What if I need my details updating more quickly?
If there is a specific reason you need the details updating more quickly please contact us at placementsnorthwest@bolton.gov.uk. We will use our discretion to decide whether to circulate updates outside of the regular cycle.  

How do I inform you of a change in legal entity?
Please submit the appropriate form via the Chest. 

Do I have to submit a new tender if our company details change?
No – a new tender will not be required however we will need to vary the framework agreement and current IPA’s with new organisational detail. Please note that due diligence will be undertaken on the new organisation before novation is complete 

What happens to the IPAs we have in place when we change legal entity?
All IPA’s need to be varied/modified by the host Local Authorities Legal Team

How do I remove homes from the contract?
You need to log into Chest and complete a ‘PNW Template - provider updates’ document. This should then be submitted to us via the Chest. 

How often can I remove homes from the contract?
You can remove homes from the contract at any point. 

What happens if I remove all our homes from the contract?
If all homes are removed from the contract then the provider will also leave the contract and will need to re-apply at the next opening if they want to re-join. 

Which homes can I add to the contract?
You can add any homes to the contract. Homes located outside the North West will need to be added to R6 rather than the other lots. 

How often can I add homes to the contract?
You can request homes to be added to the contract at any time. Providers who are already on the FPS can add more homes by submitting the following information via the Chest:

• Appendix 1 - Homes Submitted to the FPS
• Pricing Submission (Additional Homes)
• Registration certificate for each home 
• Latest Ofsted inspection report for each home

See the download section in the right hand column for copies of these documents. 

What standard do homes on the contract need to meet?
Homes that are rated Inadequate by Ofsted will not  ordinarily be allowed onto the contract. However whilst Ofsted have suspended inspection visits there is a temporary contract variation in place to allow this. 

Can I submit a home that has not yet been inspected?
If a home has not yet been inspected it will be accepted if all the other criteria are met. If it is subsequently rated Inadequate it will be removed. 

Can I add homes to a Lot I am not already on?
Providers will have to submit a new tender to add homes to Lots they are not already on. This is to ensure that all due diligence is undertaken.

When do I need to provide my insurance documents?
STAR will request insurance documents on the 1st June each year. Providers will have until the 31st June to submit the documents. 

What insurance documents do we need to provide?
All documents in the Supplier Questionnaire document must be provided. 

What happens if I don’t submit my insurance details?
It is a contractual requirement that providers submit insurance details. If you don’t submit the documents we will issue an ISP. Any subsequent action will follow the ISP process and you may be removed from the contract. 

When will finance checks be carried out?
We will carry out finance checks in June each year. Providers should be aware that if they do not pass the credit check they may be asked for initial information. Failure to provide this information may result in an ISP and ultimately removal from the contract. 

What happens if I fail the finance checks?
If you fail the finance checks at tender stage and are unsuccessful we will provide detailed feedback. 
If you fail an annual monitoring finance check an ISP notification will be issued and you will be suspended from the contract. You may be reinstated when you have met the finance criteria as long as you continue to have met the other contract criteria too. 
 
What can I do if our financial rating improves?
If you have been suspended from the contract for not passing an annual finance check you can ask to be reinstated. 
If you were unsuccessful in getting on the contract because you did not meet the finance criteria you will need to apply at the next opening.  

How do providers on the FPS request uplifts?
We have a single North West approach to managing uplifts across all contracts. Information on this process can be found here.