Glossary of Terms

A

Awarded

A tender status indicating that a contract has been awarded to your organisation. The contract is ready to go live.

B

Block Contract

A type of contract where a local authority buys a set capacity (e.g., 100 hours per week) rather than individual placements. Can be negotiated or tendered.

C

Care Inspectorate

The independent scrutiny and improvement body for social care and social work services in Scotland. They inspect and rate care services, and these ratings are often used as evaluation criteria in tenders.

CHI Number

Community Health Index number - a unique identifier used in Scotland for health and social care records. Used to track individuals across services.

Clarification Requested

A tender status indicating that the local authority has requested additional information or clarification about your tender submission.

Commissioning

The process by which local authorities plan, procure, and manage social care services. Strategic commissioning involves assessing needs and planning service delivery.

Competitive Dialogue

A procurement procedure used for complex contracts where requirements may evolve during the process. Allows for dialogue between the authority and providers.

Competitive Tender

A procurement process where multiple providers submit bids for a contract. Can be "open" (any provider can bid) or "restricted" (pre-qualification required).

Contract Award

The formal decision by a local authority to award a contract to a provider. This follows evaluation of tenders.

Contract Live

A tender status indicating that a contract is active and operational, with services being delivered.

Contract Type

The category of service being provided, such as "Waking Hours", "Sleepover Hours", "Support Hours", or "Personal Care". Each type may have different rates.

D

Direct Award

A procurement route where a contract is awarded directly to a provider without a competitive process. Common for Self-Directed Support (SDS) Option 1 or 2, or specialist services.

Dynamic Purchasing System (DPS)

An electronic system for repeat purchases where providers can join at any time. More flexible than traditional frameworks as new providers can be added throughout the system's lifetime.

E

Ethical Commissioning

An approach to commissioning that focuses on collaboration, quality, and social value rather than price competition. Promoted by the Feeley Review (2021) as an alternative to competitive tendering.

Evaluation Criteria

The factors used to assess tenders, typically including quality (training, experience, Care Inspectorate ratings), price, and social value (community benefits, Fair Work compliance).

Extension Negotiation

A tender status indicating that you are negotiating an extension to an existing contract before it expires.

F

Fair Work Compliance

Meeting requirements for fair employment practices, including paying at least the Real Living Wage, providing secure contracts, and recognising trade unions. Often a requirement in social care contracts.

Feeley Review

The Independent Review of Adult Social Care in Scotland (2021), led by Derek Feeley. Found that competitive tendering driven by price is undermining the sector and recommended a move to ethical commissioning.

Framework Agreement

A pre-qualified list of approved providers. Local authorities can "call off" contracts from the framework without re-tendering each time. Example: Scotland Excel Care and Support Framework.

Framework Agreement Call-Off

A procurement route where a contract is awarded from a pre-qualified framework without going through a new tender process. Faster than competitive tendering but requires being on the framework first.

H

HCA (Homecare Association)

The UK Homecare Association, a professional body representing homecare providers. They publish annual "Minimum Price for Homecare" reports recommending minimum prices that local authorities should pay to providers. These rates are typically higher than wage rates because they include operational costs such as travel time, mileage, training, supervision, and other overheads beyond direct wages.

Homecare Association Recommended Rate

The minimum price per hour that the Homecare Association recommends local authorities should pay to providers. This rate accounts for wages, travel time, mileage costs, training, supervision, and operational overheads. It is typically higher than wage-only rates (such as the Scottish Government Minimum or Real Living Wage) because it reflects the true cost of delivering quality homecare services.

I

IJB (Integration Joint Board)

A board that brings together local authorities and health boards to plan and commission integrated health and social care services. IJBs create strategic commissioning plans but cannot hold contracts themselves - contracts are held by the local authority or health board.

Inflation Indexation

A mechanism in contracts that allows rates to increase with inflation (e.g., CPI, RPI, or a fixed percentage). Helps protect providers from rising costs over the contract period.

Innovation Partnership

A procurement procedure for developing innovative solutions. Allows for collaboration between the authority and provider to develop new approaches.

L

LA (Local Authority)

One of the 32 councils in Scotland responsible for providing social care services. They commission and contract with care providers.

Legacy Rates

Rates from older contracts that may differ from current rates. The same provider might receive different rates from the same local authority depending on when the contract was signed.

Light-Touch Regime

A simplified procurement process for social care contracts over £663,540 under the Public Contracts (Scotland) Regulations 2015. More flexible than standard public procurement rules.

Lost

A tender status indicating that the contract was awarded to another provider, not your organisation.

M

Market Engagement

A tender status and procurement stage where local authorities discuss requirements with potential providers before formal tendering begins. Helps authorities understand market capacity and provider capabilities.

P

Pre-Qualification

The first stage of a restricted tender process where providers submit information to demonstrate they meet basic requirements. Only pre-qualified providers are invited to submit full tenders.

Price Review Mechanism

The process defined in a contract for reviewing and potentially adjusting rates. May be annual, linked to inflation, or triggered by specific events.

Procurement

The process of acquiring goods or services. In social care, this refers to how local authorities find and contract with care providers.

Procurement Route

The method used to award a contract, such as competitive tender, framework call-off, direct award, spot purchase, or block contract.

Public Contracts (Scotland) Regulations 2015

Legislation governing public procurement in Scotland. Includes a "light-touch regime" for social care contracts over £663,540.

Public Social Partnership (PSP)

An alternative procurement approach that focuses on collaboration and innovation rather than price competition. Encourages long-term partnerships between public bodies and social enterprises.

Q

Quality:Price Weighting

The ratio used to evaluate tenders, showing how much weight is given to quality versus price. For example, 70:30 means 70% quality, 30% price. Contracts cannot be awarded on price alone since 2016.

R

Rate Monitoring

A feature available to administrators that automatically validates and monitors reference rates (Scotland Mandated Minimum, Real Living Wage, and Homecare Association rates) to ensure they are current and accurate. The system checks for outdated rates, missing data, and provides visual status indicators.

Real Living Wage

A voluntary wage rate calculated independently by the Living Wage Foundation based on the cost of living. Higher than the National Living Wage. Many providers choose to pay this rate to demonstrate their commitment to fair pay and attract quality staff. The rate is typically announced in November each year and takes effect the following April.

Reference Rate

Standard rates used as benchmarks in the social care sector. The three main reference rates are: Scottish Government Mandated Minimum (legally required baseline), Real Living Wage (voluntary rate based on cost of living), and Homecare Association Recommended (minimum price including operational costs).

Retender Pending

A tender status indicating that a contract is ending and the retender process is starting. Time to prepare a new bid.

S

Scotland Excel

A procurement organisation that manages framework agreements for all 32 Scottish local authorities. The Care and Support Framework (2024-2030) has 152 providers.

Scottish Government Mandated Minimum Rate

The legally mandated minimum hourly rate for social care workers in commissioned services. Set by the Scottish Government and applies to all providers delivering commissioned social care services. This is the baseline rate that all providers must meet, typically announced as part of the annual budget process.

SDS (Self-Directed Support)

A system giving people choice and control over their social care support. Has four options: Option 1 (direct payment), Option 2 (directed support), Option 3 (LA arranged), Option 4 (mix). Options 1 and 2 allow for direct awards without competitive tendering.

Social Value

Benefits to the community beyond the direct service delivery, such as employment opportunities, training placements, local sourcing, and environmental commitments. Often part of evaluation criteria.

Spot Purchase

A procurement route for emergency or urgent placements. Negotiated rates, often higher than standard contracts due to the urgent nature.

SWIS Number

Scottish Wide Information System number - a unique identifier used in social care in Scotland. Used to track individuals across services and local authorities.

T

Team

An organisational unit within your organisation. Teams can be organised hierarchically (e.g., Region > Area > Team) and can have custom types. Teams are used to organise contracts and control access.

Team Hierarchy

The parent-child relationship between teams. For example, a Region can contain Areas, and Areas can contain Teams. This hierarchical structure allows team managers to access contracts in their team and all child teams.

Team Manager

A user role within a team that allows the user to create, edit, and manage contracts assigned to that team (and any child teams). Team managers have restricted access compared to finance or senior managers.

Team Type

A custom category for teams defined by your organisation. Examples include Department, Division, Region, Unit, or any other organisational structure. Team types help categorise and organise your teams.

Tender

A formal offer to provide services at a specified price. Part of the competitive tendering process.

Tender Status

The current stage of a contract in the procurement lifecycle, such as "Market Engagement", "Tender Submitted", "Under Evaluation", "Awarded", "Contract Live", etc.

Tender Submitted

A tender status indicating that your tender has been submitted and is awaiting evaluation by the local authority.

TUPE (Transfer of Undertakings Protection of Employment)

Regulations that protect employees when a business or contract transfers to a new provider. Staff automatically transfer with their existing terms and conditions, pension rights, and continuity of service.

U

Under Evaluation

A tender status indicating that the local authority is currently evaluating your tender submission.