Proc-26-121- License to Occupy and Business Opportunity for Wraparound Care Provision at St Marys Catholic School

UK4 - Tender Notice

Opportunity for License to Occupy and Business Opportunity for Wraparound Care Provision at St Marys Catholic School.

This procurement is being conducted through a Limited Competition procedure. Participation is restricted to suppliers who submitted a valid Expression of Interest in response to the associated UK2 Preliminary Market Engagement Notice. Only those suppliers who expressed an interest within the specified timescales have been invited to tender.

Background/Context

St Mary’s Catholic Primary School is a thriving Catholic primary school committed to: The mission and values of the Catholic Church The well-being, safety and holistic development of every child The principles and purposes of the Curriculum for Wales The Governing Body invites submissions from Care Inspectorate Wales (CIW) registered providers, or providers willing to apply for CIW registration, to establish and operate a wraparound childcare provision on the school site. The provision will be independently run and managed but must operate in close partnership with the school and its governing body.

PURPOSE OF THE PROVISION The successful provider will establish a high‑quality childcare service that:

• Supports families through flexible, affordable wraparound care
• Promotes children’s wellbeing, play, learning and development
• Reflects and respects the Catholic ethos of the school
• Aligns with the four purposes of the Curriculum for Wales
• Operates with the highest standards of safeguarding, transparency and governance

SCOPE OF THE PROVISION The provider will be expected to deliver wraparound care for a minimum of 49 weeks per year. The proposed operating model and opening arrangements should be detailed within the submission and agreed with the school.

Breakfast Club (7:30am - 8:45am)

• Operates on school days from 07:30–08:45 (after which children are escorted to their classes)
• Provides healthy, nutritious food Offers a calm, nurturing start to the day
• Ensures safe handover arrangements to school staff Includes clear policies for booking, fees, supervision and safeguarding
• Maintains safe and appropriate staffing ratios
• Uses indoor and outdoor spaces safely and appropriately (risk assessed)
• Ensures clear drop off/ collection/handover arrangements and communication with parents in line with strict safeguarding procedures

Nursery-End Provision (11:30am)

• Supports children at the end of the school-based nursery sessions
• Provides age appropriate care, play and supervision
• Ensures smooth transitions for pupils remaining on site Includes clear policies for booking, fees, supervision and safeguarding
• Maintains safe and appropriate staffing ratios
• Uses indoor and outdoor spaces safely (risk assessed) Ensures clear collection arrangements and communication with parents

After School Club (3:15pm – 6pm)

• Operates from the end of the school day until early evening
• Ensures safe collection of children and escorting to the club
• Provides a play based, child centred offer Includes opportunities aligned with the Curriculum for Wales (wellbeing, creativity, social development)
• Includes clear policies for booking, fees, supervision and safeguarding
• Maintains safe and appropriate staffing ratios
• Uses indoor and outdoor spaces safely (risk assessed) Ensures clear collection arrangements and communication with parents

Holiday Club (07:30am - 6pm)

• Operates during school holidays excluding Bank Holidays, Christmas, and the final week of the summer holidays
• Offers a varied, stimulating programme of activities
• Provides a play based, child centred offer Includes clear policies for booking, fees, supervision and safeguarding
• Maintains safe and appropriate staffing ratios
• Uses indoor and outdoor spaces safely (risk assessed)
• Ensures clear collection arrangements and communication with parents. Providers must also demonstrate a willingness to follow the procurement process to deliver Non-Maintained Early Entitlement and Flying Start provision. Ethos & Partnership Expectations

Providers must demonstrate how they will:

• Respect the Catholic character of St Mary’s, including:
• Respect for the dignity and individuality of every child
• A culture of kindness and compassion
• Inclusive practice consistent with Catholic social teaching (fairness, respect, care for the vulnerable)
• Ensure behaviour, language and activities within the provision reflect the school’s values and create a safe, calm and positive environment
• Work in a cooperative, professional partnership with the school, recognising that:
• The provider is independent and responsible for its own policies, staffing and operations
• The school retains responsibility for safeguarding expectations on its site
• Clear communication and aligned expectations are essential for pupil wellbeing and smooth daily operations
• Operate inclusively and safely, ensuring all children are welcomed, supported and treated with respect

Safeguarding & Child Protection (Core Requirement) PROVIDERS MUST DEMONSTRATE ROBUST SAFEGUARDING ARRANGEMENTS. FAILURE TO DO SO WILL RESULT IN EXCLUSION FROM THE TENDER PROCESS. CIW Registration

Confirmation of current CIW registration, or a credible plan and timescale to obtain it Confirmation that mandatory policies and training are in place in line with CIW expectations

Agreement to notify the school immediately of any CIW compliance issues, inspections, recommendations or enforcement actions Safeguarding & Child Protection Policy A current safeguarding policy aligned with:1.All Wales Safeguarding Procedures 2.WG Keeping Learners Safe 3.Local authority safeguarding procedures 4.St Mary’s safeguarding expectations Policies reviewed annually and shared with the school Evidence that all staff understand their safeguarding responsibilities Safer Recruitment Full safer recruitment procedures, including: 1.Enhanced DBS checks 2.Verification of identity, appropriate qualifications and right to work 3.Two references per staff member 4.Supervision arrangements for staff awaiting DBS clearance DBS information shared with the school for site access assurance Clear process for managing allegations against staff Designated Safeguarding Lead (DSL)

• A named DSL with up to date accredited training
• Deputy DSL cover to ensure safeguarding leadership at all times
• Clear escalation routes for concerns, including out of hours arrangements

Training, Supervision & Whistleblowing

• Mandatory accredited safeguarding training for all staff (updated at least every 3 years)
• Induction including site specific safeguarding expectations
• Regular supervision and performance monitoring
• A whistleblowing policy that protects staff and outlines reporting routes

Information-Sharing & Reporting

• Annual Registration with Information Commissioners’ Office (ICO)
• Immediate sharing of concerns with the school’s DSL
• Secure, GDPR compliant systems for recording safeguarding information
• Agreement to share relevant records when necessary for pupil health, safety, safeguarding and well-being
• Participation in multi-agency safeguarding meetings when required

Operational Safeguarding

• Safe arrival, collection and handover procedures
• Clear ratios and supervision arrangements and adhere to National Minimum Standards (NMS)
• Procedures for accidents, injuries and medical needs
• Emergency, fire and lockdown procedures aligned with school protocols
• Behaviour policy consistent with the school’s safeguarding culture
• Online safety measures where digital devices are used

Site-Specific Responsibilities

• Compliance with all school site rules relating to safeguarding and security
• Participation in school safeguarding briefings
• Cooperation with school staff in any safeguarding review or Investigation

Governance & Accountability Model

The Governing Body requires:

• Oversight by a formal management committee or board of trustees (or equivalent governance structure) to ensure effective strategic direction, accountability and compliance

Inclusion of:

• A school governor as a trustee, committee member, or equivalent governance representative
• Transparent decision‑making, with clear record‑keeping and robust accountability arrangements

Relationship with the School

The provider must operate in open, transparent partnership with the school, including:

• Regular liaison with the Headteacher or nominated link governor
• Clear protocols for:
• Handover of children
• Use of premises
• Site security
• Insurance cover including public & employee liability
• Annual written safeguarding assurance to the governing body
• Immediate notification of any CIW regulatory action or safeguarding concern

The school will retain:

• Control over site access and use
• The right to withdraw permission to operate on safeguarding or governance grounds

Premises & Practical Arrangements

Premises & Facilities

• The school will provide details of the building dimensions and floor plan to support Providers in developing their proposals
• There is potential for the successful provider to access grant funding to enhance outdoor provision, subject to consultation with and approval from the school
• The premises provided will be largely unfurnished, with some limited furniture and storage available Operational Responsibilities
• The provider will be responsible for their own cleaning arrangements
• The school will retain responsibility for essential repairs and maintenance, in line with its Service Level Agreement with the Local Authority
• The provider may undertake additional works or improvements, however all proposed developments must be submitted to and approved by the school in advance and any works must comply with relevant statutory requirements and school policies Financial Model The provider will be required to pay a rental fee of £1,000 per month for use of the Wraparound care building to be reviewed annually. The provision is expected to operate for a minimum of 49 weeks per year.