PTD Meeting StencilNotes

Date of meeting Meeting Location: Attendees

[Redacted]Andrew Conlan Trant, (ACT), Rehab Group
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Supplier 11 April Rehab Jobfit Name: 2011 Room 1.04, Mayfield Court, SheffieldConference Room 2, Level 4

Formatted Table Formatted: Left

Mark Peat,(MP), Interserve Karen Wood, (KW), - CD ommercial Sourcing [Redacted](KW) Department for Work and Pensions [Redacted]Sarah Douglas, - (SD), CD ommercial Sourcing [Redacted](SD) Department for Work and Pensions
[Redacted]

Jacquie Castle, - (JC), Performance Management Division [Redacted](JC), Department for Work and Pensions
[Redacted]Raymond Paget, (RP), Commercial Sourcing

(notes) Andrew Conlan Trant, Rehab Group [Redacted](ACT), [Redacted]Mark Peat), Interserve [Redacted],(MP)
[Redacted]Raymond Paget, CD Sourcing (notes) [Redacted](RP)

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Department for Work and Pensions

Record of discussion

Overview of PTD Process

[Redacted]KW: welcomed attendees, facilitated introductions

and congratulated Rehab Jobfit on reaching preferred bidder stage.

[Redacted]KW explained the first Finance meeting will be in

Sheffield W/C 18/4/11 and the process for the engagement with JCP stakeholders will be advised within a few days.
[Redacted]KW e: Explained that any questions raised by DWP

for Rehab Jjobfit will be preceded by the following ; I would like to clarify minor aspects of my offer to deliver The Work Programme in CPA [Insert No] submitted in tender document of [Insert date]. I agree should my clarification be accepted by DWP, I will be bound by all details contained in the original proposal pack and to the additional points below.
[Redacted]KW: issued the Post Tender Discussion (PTD)
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Charter document and outlined the process and protocols between DWP and preferred bidders during PTD period, highlighting the accreditation process. [Redacted]ACT, MP and [Redacted]KW all signed the PTD charter during the meeting.
[Redacted]KW e: Explained DWP would like a common

delivery start date in each CPA, Rehab Jobfit start dates are both 6/6/11. These are different to the other preferred suppliers in both CPAs. [Redacted]KW will discuss those dates in conjunction with other PTD teams and will let them know the outcome. With Working Links 1/6/11 in CPA 13 and JHP 7/7/11 in CPA 12. ACT: Agreed to reconsider theirs and will advise. ( DN: Any date agreed ? )

Roles and Responsibilities Roles and Responsibilities were explained to Rehab Jobfit along with communication protocols, meeting notes will be published within 3 days. All communications should be by email with all enquiries between Rehab Jobfit and DWP channelled through the Commercial Sourcing Team.
[Redacted]MP volunteered to produce key milestone and risk

reports for DWP. DR explained that the Post Tender Discussion (PTD) process will take place over three meetings and will also include communications via e-mail and telephone. Reed were advised that at the next meeting Reed will be required to present a walk through of the delivery process/customer journey to JCP colleagues. It was agreed that the next PTD meeting will be held on the 19 April in London. DWP will contact JCP to confirm who be attending the walk through of the delivery process/customer journey. The time and venue are to be confirmed by DWP.

Reed were informed that Jobcentre Plus (JCP) had provided comments on parts of their bid and Reed were provided with a copy of the comments. Terms and Conditions Revised Terms and Conditions were issued to all Preferred bidders on Friday (8/04) and Rehab Jobfit eed were reminded that there will be a meeting this Thursday (14/04) to walk through the changes that have been made to the Terms and Conditions. Rehab JobfitReed confirmed that they will be attending the meeting. Rehab Jobfit Reed were advised that they will only be able to comment on the amended parts of the Terms and Conditions that have been developed in response to comments and requests for amendment submitted by Bidders in Part 3 of the Invitation to Tender Form. DWPs view is that this is the final version of the Terms and Conditions. Finance Finance issues will be the subject of separate meetings. An outline agenda for next weeks meeting with Finance was given to Rehab Jobfit Security Accreditation Rehab Jobfit Reed wwere advised that the Security Accreditation will be led by our in house Security Team and that they will be requiring a full security plan which builds upon the draft security plan submitted as part of the bidding process and taken forward by [Redacted]Brian Wood. [Redacted]. Rehab Jobfits Reeds draft security plan was given a Amber RAG rating.KW explained that there is further work to be done on the Security plan which needs to commence as soon as possible, the Security team will be in touch with Rehab Jobfit to make the necessary arrangements. Feedback
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Roles and Responsibilities Rehab Jobfit were explained Roles and responsibilities explained communication protocols IE meeting notes will be published within 3 days. All communications should be by email with all enquiries between Rehab Jobfit and DWP

channelled through the Commercial Sourcing Team. MP: Volunteered to produce key milestone and risk reports for DWP. KW: Agreed Reed were advised that they have been sent a copy of Post Tender Discussion Charter and that they would be required to sign the Charter to support the PTD process. Reed were also advised that the signed contract would supersede the PTD Charter in due course. SS requested (as part of the PTD Charter) for Reed to develop and provide a copy of their key assumptions and risks log and provide weekly updates against their implementation plan. Feedback
[Redacted]SD offered the opportunity to discuss the feedback for Rehab Jobfit. [Redacted]ACT said theyd like to take up
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that opportunity and it was agreed that this would feature at the beginning of the next PTD meeting. Supply Chain
[Redacted]KW asked : Rehab Jobfit were asked if their supply

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chain remained stable and was developing and shaping up as described in their proposal. ,It was pointed that there was pointing out there was somea considerable overlap in CPA 12 with their supply chain and with those of JHPs which could lead to potential capacity issues. Rehab Jobfit explained they were firming up confirming supply chain arrangements and were aware of the overlap. T, they confirmed they would discuss any supply chain issues with DWP. SS asked if there were any supply chain issues with regards to identical suppliers being present in other preferred bidders supply chains in CPA 3 which could lead to capacity issues. Reed advised that Action Acton appear within Reed and Ingeus supply chain and Urban Futures appear in all three preferred bidder bids (Reed, Ingeus and Maximus). Reed stated that they were not aware of any capacity issues at this point in time, but will not be able to confirm until all bidders supply chains are visible. Reed advised that their Supply Chain Manager will be visiting Urban Futures and a decision will be made as to whether Urban Futures will remain in their supply chain. Reed confirmed that they would discuss any changes to their supply chain with DWP.

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SS advised Reed that she had a number of clarification questions that she required a written response by 18/04. Reed confirmed that their lead contact through PTD would be Martin Fallon SS advised that she would e-mail the clarification issues through to Martin and stated that the response must provide the para/ref as detailed in the e-mail, as this will form part of the contract. Premises

Contract Signing Rehab Jobfit were advised the contract will not be able to be signed before 19/4/11, however will need to be signed by 31/5/11 at the latest. Project Update DR provided an updates/statements from the Work Programme Project on the following issues:

Transparency Agenda Rehab Jobfit Reed were advised of the Departments obligations. It is that it was DWPs intention to publish all Work Programme contracts (excluding redactions) on Contracts Finder. Rehab Jobfit will be contacted to discuss those areas of the contract that they consider confidential. Reed were informed that all their bid could not remain commercially sensitive and SS gave a flavour of some of the contents of the bid that would not be viewed by DWP as commercially sensitive which included; names of subcontractors, addresses of sub-contractors, delivery model outline, information in the public domain. Issues Handling Rehab Jobfit Reed were advised that additional functuality for PRaP will not be available until Spring 2012. Clerical work arounds will be put in place in the meantimetheir will be a clerical work around for PRAP and that there has been no date confirmed on the release of PRAP2.

DH confirmed that early indications for the next PRAP release are March next year. PRAP will allow referrals and payment of attachment fees but there is no functionality for outcome payments. Merlin Standard Rehab Jobfit Reed were advised that guidance will be issued on the Merlin Standard shortly. Rehab Jobfit were advised that there is a mandatory requirement for Merlin accreditation. This must take place within the first year of the contract and will need to be renewed every 2 years. Costs of accreditation must be borne by the supplier, accreditation is by organisation, not by CPA. Rehab Jobfit Reed will be assessed against the Merlin Standard within the first year and will then need to be renewed every 2 years. Reed were advised that there is a cost associated with gaining the Merlin Standard. Second PTD Meeting Progress Reporting

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Rehab Jobfit were provided with a hard copy of the PTD meeting highlight report (followed up with an electronic version.) It was agreed that the reports should be completed by close of play Tuesday (subject to further confirmation)advised a hard copy of the PTD Weekly Highlight Report will need to complete by 5:00PM Tuesday / 10:00 AM Wednesday at the latest. The Highlight Report should be based on progress of the Implementation Plan commencement date to be advised Next Meeting It was agreed that Rehab Jobfit would make a presentation for the PTD team and JCP representatives at the next meeting. This should include a detailed walkthrough of the delivery model, supply chain, premises, staffing. .. Future meetings will discuss; It is expected that the meeting will take place w/c 18th April (subsequently moved to 3rd May, due to unavailability of JCP representatives) Feedback Detailed Walkthrough
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Premises Delivery Model HR Engagement Training Plans Supply Chain SS confirmed that at the next meeting the following areas will be covered:Implementation Plan Risk log Assumptions log Sub-contractors Reed to present a walk through of the delivery process/ customer journey. A JCP representative will be invited as an observer for this session only. JCP will be invited to feedback any questions back to DWP Commercial colleagues only. Reed requested details of the Jobcentre Plus representative that will attend the walk through of the delivery process/ customer journey. SS advised that the minimum standards stated in the bid will form part of the contract and that colleagues from PMD will draw down KPIs from these which will be agreed with Reed post contract signing. SS confirmed that the 3 PTD meetings will be supplemented by regular e-mails and telephone conversations to assist the conclusion of the PTD discussions. An outline agenda for next weeks meeting with Finance was given to Rehab Jobfit Reed. Reed were advised that the meeting minutes will be issued on 12/04 and Reed were asked to sign off the minutes as an accurate reflection of the meeting. The Charter was signed by Reed (Chris Melvin) and DWP (Mike Day) at the end of the meeting. A copy of the signed Charter is held by both DWP and Reed. Questions raised and Answers provided.

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Q1 ) [Redacted]ACT; Do Working Links currently use PraP in Wales ? A1) [Redacted]KW ;Yes Q2) [Redacted]MP: Will DWP provide lines to take if Rehab Jobfit receive any press enquiries ? A)2 [Redacted]KW : Any press enquiries should be notified to

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DWP before a response is provided. Advice on protocols will be provided.DWP request that any press enquiries be referred back to DWP and Lines to Take guidance will be provided by. ( DN By when ? ) Q3) [Redacted] ACT : Can bid feedback be provided at a future meeting when their bid writer has had the opportunity to both prepare questions and attend the meeting. A3) [Redacted]KW: Agreed that a feedback session will be arranged for the beginning of the next meeting.for next meeting dated TBA ( DN: By When ? ) Q4) [Redacted]SD: Will your supply chain providers operate from different sites for those suppliers who are also a supplier for JHP ? A4) [Redacted] ACT: This is currently being discussed with duplicate contractors. Q4) [Redacted]KW: Is your Are your Implementation Plans holding up and still on on target ? A4) [Redacted]ACT: Yes we have project governance in place with a project manager, a a Project Manager, managing a Ssteering gGroup, Project Governance and we conduct weekly conference calls progressing activity. We will send the new/ updated implementation plan with the highlight report next week to be discussed at the next meeting.( DN: Mentioned 2 people working on it but not sure is it was 2 project managers ). Q5) [Redacted]MT: What are the Lines to Take / protocols on Employer Engagement? A5) [Redacted]JC: DWP will get back to you on the approach to take by ( DN: Date ) shortly. Q6) [Redacted]MP: What degree of scrutiny will DWP take with provider marketing activity / literature ? A6) [Redacted]KW: In Wales literature should be in both English and WelshJC: DWP will work with suppliers, however DWP will also provide Lines to Take guidance on this activity by .( DN: By when ? ) during the mobilisation phase.
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Action Points AP1 [Redacted]MP to provide DWP with a Programme Timescales Plan/Risk Log by next meeting. and Owner AP2 DWP to provide JCP Stakeholder Engagement protocols shortly. [Redacted](JC)by ? AP32 DWP to confirm progress on common start dates [Redacted]. (KW)Rehab Jobfit to confirm common start date activity AP43 DWP to provide Press protocolsLines to Take shortly. [Redacted](KW)by ? AP4 DWP to provide Employer Engagement protocols by ? AP5 DWP to provide Guidance on Marketing activity shortly. [Redacted](JC), by ? AP6 [Redacted]ACT to send new/updated implementation plan to DWP with highlight report by Tuesday 19th April 5pm.

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Author Date Returned to generic Inbox

[Redacted]Raymond Paget

Date recorded

11/04/2011