Engaging casework support services and other subcontracting

Relevant information about a child is always provided to other organisations engaged or subcontracted on a fee-for-service basis (Chapter 16A).

• This includes information supporting the organisation to:
  • manage any risk to the child
  • promote the child’s safety, welfare or wellbeing
  • conduct assessment, make decisions or provide services.
• For children with complex needs and behaviours, relevant information about a child may include a behaviour support plan – written from a child-focused perspective and setting out:
  • the child’s strengths, needs and vulnerabilities
  • requirements to ensure the child’s safety, welfare and wellbeing
  • the specific requirements of care responsibility (for example special equipment required to manage a child’s illness or disability).

Subcontracting by a PSP provider

Subcontracting is when PSP providers use the Department’s funds to pay a third party (an organisation or an individual), to fulfil part or all of the services the Department has contracted the PSP provider to deliver. PSP providers need to obtain written approval from the Department to subcontract.

PSP providers are ultimately responsible for delivery of services in accordance with the terms and conditions they accept as part of any procurement process and the acceptance of a contract, regardless of whether they are requesting some or all the service to be subcontracted.

PSP providers that subcontract a service or placement to another service provider continue to be responsible and accountable for exercising primary case responsibility. Case responsibility cannot be delegated to a sub-contracted service provider.

There are three arrangements the Department considers to be subcontracting:

• a consortium, where a PSP provider has a contract with one or more third parties to deliver all or part of the contracted services
• a fee-for-service arrangement, where regularly or from time to time a PSP provider buys services from one or more third parties to deliver all or part of the contracted services
• a labour-hire arrangement where a PSP provider hires contractors, either directly or through a third party (full time, part time or casually) to deliver any aspect of the contracted services

 PSP provider responsibilities when subcontracting include:

• ensuring the subcontractors comply with all laws, regulations, recognition by regulators (accreditation, certification, registration or licence, as applicable) and polices published by the Department
• making sure the subcontractors have adequate governance and financial controls, policies and procedures for delivering the services
• verifying the subcontractors’ staff are properly authorised, maintain the relevant qualifications, maintain relevant recognition by regulators, including a current Working with Children Check and National Police Certificate for the purpose of delivering child-related services, and are trained and experienced

See subcontracting information for PSP providers, including the full list of additional responsibilities and obligations.