Introduction and Purpose

Cambrian Training Company (CTC) are committed to working with and procuring existing and new delivery partners that align themselves to Employers, CTCs Medr and Welsh Governments strategic aims.

This policy provides accurate and comprehensive information to external agencies on how CTC procures its subcontracted services, and the pricing framework used.

Scope and Context

The policy applies to all subcontracted provision supported with the funds supplied by the Medr for the delivery of Apprenticeship provision in Wales.

CTC has an established network of subcontractors to currently include Inspiro Learning, Call of the Wild, Progression Training, Sirius Skills, Clybiau Plant Cymru Kids Clubs, NTG Training, Apprenticeship group Wales, Work Based Training Agency, Portal Training.

Procurement and Due Diligence

CTC will undertake a fair and transparent procurement activity as well as robust process of due diligence to ensure high level delivery demonstrating value for money and a positive impact/need for employers and learners, whilst ensuring that the provision meets the needs sector priorities of Welsh Government, Medr and other key stakeholders.

Through due diligence CTC will test the robustness of the provider in the following areas:

• Financial Robustness
• Governance
• Staffing/Capability
• Quality Cycle
• Safeguarding and prevent
• Policies and Procedures
• Compliance
• Performance
• Welsh Language

Contracting arrangements

Successful partners will be issued with one of the following arrangements:

1. A legally binding Sub-Contracting agreement which will be signed by the subcontractor and CTC. Terms and conditions will be agreed and included in the contract.

CTC are granted full permission and rights to monitor the quality of training being provided and visit the subcontractor at their premises, training sites or employer’s premises from which they operate.

Support and Guidance

All Subcontracting and SLA Agreements receive the following support throughout their contracted terms: Contract start up intensive support including:

• Delivery advice
• Quality assurance
• Usage of iPEGS system to complete sign ups and delivery documentation.
• Administrative training and guidance
• Contract and funding advice
• ALN support and guidance
• Welsh Language support and guidance
• Information Security guidance and assurance Health & Safety, Safeguarding Wellbeing and PREVENT guidance and assurance
• Usage of CTC’s West2 account

Ongoing support and expectations will include:

• A dedicated Contract Manager
• Administration
• MIS inputting and information
• Contract and funding provision and advice
• Health and Safety guidance
• Information Security and E Learning
• Attend Staff Training and Development
• Quality monitoring and support
• Performance reviews and guidance
• Inclusion on Sharing Good Practice days
• Internal quality and compliance audits
• Inclusion advice and guidance on all thematic topics (welsh language, data security, quality etc)
• Mock inspections
• Involvement within ESTYN inspections and reviews upon CTC request.
• Annual Quality Obversions and submit to CTC
• Contribute to APSAR and submit to CTC
• Maintain 80% annual LOR across all programmes
• Fully certified as ISO27001 or Cyber Essentials Plus
• Accurate financial contract profiling
• Provide information upon request within a timely manner.
• Use of CTC offices/meeting rooms (subject to availability)

Subcontractor Performance Grading

Cambrian Training sets out the minimum performance criteria required to support contract longevity and integrity. The KPIs are detailed within schedule 6 of the subcontract agreement and service level agreement. KPIs are monitored every month with provider performance grading taking place on a quarterly basis based.

All new subcontractors will be assigned a grading of adequate.

Learner Contribution and Payments

CTC standard learner contribution deductions range between 10% – 20%.

CTC applies a ‘sliding scale’ learner contribution percentage based on the grading of subcontractors. The review of partner learner contribution will take place in January every year, after the P17 reconciliation has been completed. Learner contribution structures will not change until a provider has sustained six months of consistent grading.

All in year contract variations to adjust contract value or subcontractor learner contribution percentage will be subject to Board approval.

Contract Management

The Contract Manager will review performance against schedule 6 KPIs. Resulting actions, performance information and financial information will be shared with the subcontractor. Formal subcontract meetings will take place on a frequency dependant on grading.

The contract review draws on evidence indicators from the following departments:

• Administration
• Quality
• Finance

Systems and Procedures

CTC uses iPEGS. Should a Prime Subcontractor wish to use their own enrolment systems; an API or regular data transfer must be in place, and the system must be accessible and approved by CTC Board of Directors.

CTC Annual Graduations and Awards Ceremony – Nominations and Attendance

CTC will hold an annual awards ceremony, and we encourage every organisation to submit nominations across all available categories. All nominations will be reviewed by an external judging panel. If your organisation has a nominee who reaches the final shortlist, the finalist will receive an invitation to attend the ceremony, along with a guest (preferably their line manager), both of whom will be funded by CTC. As a subcontractor, you will receive one complimentary invitation to the event. Any additional tickets can be purchased at a cost.

CTC will host two graduation ceremonies each year: one in Spring and one in Winter. If your organisation has achievers, they will be invited to attend one of these ceremonies. In addition, your organisation will receive two guest places to attend the event. We kindly ask that at least one representative from your organisation be present to award certificates and congratulate your learners on their success.

CTC will cover all ceremony-related costs, including the venue, cap and gown hire, and a professional photographer.