Sub-contracting Policy 2022-2023
1. Introduction
1.1 Purpose
The purpose of this document is to give details of the Funding Policy offered by Rochdale Training to sub-contracted providers. This policy should be read in conjunction with other Rochdale Training policies and procedures and the sub-contracting contract. The Policy applies to all supply chain activity supported with funds supplied by the Education and Skills Funding Agency or any successor organisations.
1.2 Publication
The Policy will be communicated to all sub-contracted providers prior to the sub-contracting contract becoming operational. This policy will be revised annually in July as required by the ESFA Funding Rules. The policy will be accessible on Rochdale Training’s website no later than the 31st October annually.
1.3 Responsibility
The responsibility lies with the Senior Management Team to ensure that the Policy is reviewed annually and is adhered to.
1.4 Rationale
Rochdale Training is committed to delivering high-quality training to meet the skills needs of employers and learners within Greater Manchester and surrounding areas in the Northwest.
On occasion, to meet the needs of our employers, we will consider individual employer requests to sub-contract a particular programme to meet their organisation’s training needs. This will enhance learner opportunities and will strengthen our existing curriculum offer.
1.5 Due Diligence
Rochdale Training undertakes due diligence on all sub-contractors before final negotiations take place and a contract is issued to ensure we meet the ESFA funding rules. We will review:
- Most recent Ofsted Report
- Relevant Policies and Procedures including Equality & Diversity, Safeguarding and Prevent
- Most recent Financial Accounts
- Most recent Self-Assessment Report
- DBS confirmation of the relevant staff
1.6 Contracting
Contract documents will require both parties to agree that the achievements of supply chains are attained through adherence to both the letter and spirit of contracts or partnerships. Signatories, therefore, commit that all discussions, communications, negotiations, and actions are undertaken to build, maintain and develop supply chains will be conducted in good faith.
We will only award contracts for delivering funded provisions to legal entities. If the legal entity is a registered company, it must be recorded as ‘Active’ on the Companies House database.
A contract will only be issued after a successful outcome of due diligence.
All sub-contractors must work in accordance with safeguarding policies and procedures and ensure delivery staff are suitable to work with children and/or vulnerable adults.
1.7 We will not award a contract to a legal entity if:
- It has an above-average risk warning from a credit agency.
- It has passed a resolution (or the court has made an order) to wind up or liquidate the company, or administrators have been appointed, or
- Its statutory accounts are overdue.
Disclaimer: Rochdale Training reserves the right to amend its sub-contracting arrangements at any time in accordance with the terms and conditions contained in its standard contract for sub-contracted provision.
2. Fees
Standard Fees
The standard income split is usually for Rochdale Training to retain no more than 20% of the income relating to sub-contracted provisions. The exact percentage will be confirmed in the sub-contracting contract and is on an individual contract basis.
This percentage of the income will cover Rochdale Training’s costs relating to quality assurance, data management, contract oversight, contract monitoring, administrative tasks, etc.
The sub-contractor will pay all costs associated with the delivery of the programme including exam fees, endpoint assessment costs including any resits and skills competitions if required.
Standard Fee Plus Additional Support
Should the sub-contractor require additional support from Rochdale Training, dependent upon the circumstances, an additional amount will be retained by Rochdale Training. The exact amount will be discussed and agreed upon by both parties. An example of a subcontractor requiring additional support could be a poor audit outcome and issues have been raised.
Payment Terms
Our standard payment term is 30 days from the invoice date, subject to satisfactory validation checks.
3. Quality of Provision
Sub-contracted activity is part of Rochdale Training’s provision and as such, the quality of provision will be monitored and managed through the existing Quality Assurance processes and procedures which encompass all sub-contracted activity fully.
Rochdale Training will support sub-contracted provision by:
- Providing appropriate and well-experienced business support staff.
- Communicating regularly with Partners.
- Plan and carry out at least bi-annually Performance Reviews to monitor achievement and progression rates.
- Carrying out internal audit provisions.
- Providing Education Skills Funding Agency update workshops, as required.
- Carrying out announced and unannounced visits to monitor IAG and Initial Assessment teaching, learning and assessment and appropriate use of ESFA funds.
- Providing updated training on Equality & Diversity and Safeguarding/Preventing and sharing best practices, including teaching, learning and assessment workshops, as required.
- Collating, in partnership with sub-contracted provision feedback from learners and employers.
- Administering the programme payment schedule as agreed.
Investigations of a sub-contractor will take place if the provider has been involved in any of the following and a Performance Improvement Notice (PIN) can be issued:
- Non-delivery of training
- Negative feedback, allegations or complaints received from learners, parents/carers, or employers
- Ofsted has awarded the provider an overall Grade 3 or 4 following the inspection
- Failure to meet any performance criteria as detailed in the sub-contractor contract • Sanctions are placed on the provider by an Awarding Body, relating to the delivery area(s) set out in the sub-contractor contract
- The provider is removed from the Register of Approved Training Providers
- Any financial irregularities arise and/or intervention from the ESFA relating to financial performance
Should Rochdale Training terminate a sub-contracting contract, we will work with the provider, learners, and employers to minimise the impact on them
4. Disclaimer
Rochdale Training reserves the right to amend its subcontracting arrangements at any time in accordance with the requirements of funding rules and regulations.
Next Review: July 2023 and then annually thereafter
