Relevant policies for community service providers

The policy seeks to build a genuine partnership between the public sector and the not-for-profit community sector in the policy, planning and delivery of sustainable community services. 

The DCSP Policy states: 

Public Authorities must engage with the not-for-profit community services sector and service users in a manner that is consistent with the following Partnership Principles and Behaviours:  

1. A joint commitment to improve health, well-being, social, cultural and economic outcomes for the Western Australian community.  
2. A recognition of the value and contribution of Public Authorities, the not-for-profit community services sector and service users in the planning, co-design and delivery of Community Services.  
3. A commitment to fostering a diverse sector of small, medium and large not-for-profits that place the service user at the forefront in the planning, co-design and delivery of sustainable Community Services.  
4. A collaborative approach to decision-making based on mutual trust and respect that fosters openness and transparency in procurement of Community Services.  
5. An enduring commitment to the sustainability of Community Services.  
6. A commitment to reduce the administrative burden associated with the procurement of Community Services. 

This does not necessarily mean demonstrating the lowest price possible, non-cost factors (known as selection requirements) are also assessed and may include: 

• capability
• delivery of government initiatives
• ongoing service delivery
• fair and appropriate pricing
• risk exposures

Value for money may be tested differently depending on the service being procured, ranging from a simple price assessment for low value and low risk services, through to a detailed assessment and comparison of cost and non-cost factors. 

Probity means that all procurement processes undertaken by the government agencies must be conducted fairly, ethically and honestly.  

Accountability means that government agencies must be able to account for their buying decisions, and take responsibility for the outcomes. 

Members of a tender evaluation panel must understand and meet the expected behaviours and skills required of those in a community services tender process. The chair of the panel must ensure communication with all potential service providers is consistent and that appropriate checks and balances are in place at various stages of the process. 

Adequate records must be kept and a robust feedback mechanism must be in place for all bidders. This system helps you, as a potential service provider, to improve your future offers. 

Outcomes are the changes, benefits, learnings or effects that occur for the individual or community as the result of a community service. 

Government agencies are responsible for articulating in the Request document the particular community outcome they wish to achieve through purchasing a particular service or program.  

Outcomes-based tenders often allow potential respondents a significant degree of flexibility in determining what services will be provided. Be sure to clearly outline the deliverables (outputs) you will provide to meet the desired community outcome so the evaluation panel can assess the non-cost (value for money) component in your offer. 

The policy challenges both sectors to redefine the way they engage in the planning, design and delivery of community services. Stakeholder engagement and co-design with service users are key to developing an effective service agreement. 

What is stakeholder engagement and co-design? 

A stakeholder is a person or party that has relevant knowledge of, is able to influence, or is affected by the proposed service. Stakeholders might include you, a current or potential service provider, as well as service users, peak bodies, the community, service experts, technical experts and consumer representatives. There may be other internal or external stakeholders depending on the nature of the services. 

Stakeholder engagement is a planned process of working with identified stakeholders to achieve a defined purpose. In the context of community services procurement, effectively engaging with stakeholders allows them to influence decisions relating to procurement approaches or a specific procurement. 

Co-design means to collaboratively design services with stakeholders such as those outlined above. Co-design allows you, as a stakeholder, to have meaningful and significant influence over the community services being planned; more so than less collaborative stakeholder engagement activities. 

Key elements of planning in partnership 

There are a number of values that should underpin the co-design process that government agencies undertake. 

Key co-design values include: 

• respect
• openness
• transparency 

When government agencies plan their co-design process, they will attempt to make the process accessible to all, and clearly communicate the purpose, process and any expectations in advance, so that you can understand your role in the process, and how you can best contribute.