Procurement Process

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Procurement Process Mobilisation

• Rich Audley

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Procurement Process Mobilisation

• Open, fair and transparent
• Advert
• MOI packs including PQQ forms
• Supplementary descriptive information (MOI) on
  the service requirements describing
• Service start date
• Duration of contract
• Service requirements
• Geographic requirements
• Critical Success factors and main areas of
  evaluation
• PQQ Forms
• Standard requirements to advise the provider what
  is required to be eligible to deliver the
  service, establish the potential providers
  financial stability, experience in delivering the
  required or similar services and high level
  proposals for the delivery of the required
  services.

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Procurement Process Mobilisation

• PQQ response
• Template returns from potential providers
• Date / Time / Location /opening procedure
• Assess potential providers capacity and
  capability, financial and economic standing and
  eligibility to bid
• PQQ Evaluation
• Initial Compliance review
• Initial Evaluation
• Full evaluation
• PQQ Evaluation Report
• Shortlist of Providers to be invited to Tender
• Tender Issue
• Complete Suite of documentation including Form of
  Contract
• Invitation to Tender Letter
• Terms of Offer
• Form of Offer
• Register of Interests / Certificate of non
  collusion
• Tender clarification template
• Tender return template

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Procurement Process Mobilisation

• Form of Contract including Schedules
• Clinical / Service specification
• Activity profile
• Pricing pro forma
• Information flows and reporting requirements
• Performance requirements
• Contract Notices (performance / warning /
  contract query / late payment / service variation
• Service variation procedures
• Contract Management requirements
• SUI reporting
• Etc as required by the service requirements
• Clinical / Service Specification
• Clinical specification and standards
• Care Pathway
• Provider Service Delivery Model
• Service Management structure and Clinical
  Staffing Model
• Service delivery locations and times
• IM T requirements (local/ national NpfIT)

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Procurement Process Mobilisation

• Performance monitoring and reporting
• Additional add on services and associated costs
• Provider service implementation, development and
  improvement plans
• Commissioner service improvement targets and
  plans
• Provider HR policies
• Provider Business Continuity Plan
• Medicine Management and Prescribing Formulary
  Proposals
• Booking and Choice
• Branding
• Mediation CEDR
• Arbitration
• Commissioners Associates
• Provider Associates and Sub Contractors
• Caldicott and patient information requirements
• Contract Management
• Administration
• Service costings
• Service payment schedules
• Annual service cost increase formula

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Procurement Process Mobilisation

• Training
• Contract length
• Intellectual Property Rights
• TUPE
• Communications and Marketing
• Tender return
• Date / Time / Location / Opening procedure /
  Document distribution to evaluations
• Evaluation Period
• Definitive time period and programme set for
  evaluation
• Evaluation templates with additional guidance
  notes to Evaluators to aid them in assessing the
  tenders scoring methodologies and completion
  guidance notes.
• Evaluation Report
• Tender Clarification Period
• Additional time period following completion of
  Evaluation to enable outstanding clarifications
  to be completed with the tenderers

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Procurement Process Mobilisation

• Appoint Preferred Provider (Reserve Provider)
• Following completion of Evaluation Report and
  Internal Approvals
• Contract Negotiations
• Completion of all outstanding matters noted in
  the preferred bidder letter and too complete the
  contract documentation
• Contract Award
• Signature of duplicate documentation (Board
  Approval CE signature or other?)
• Supplier de briefings
• Following the Award of the contract those
  Tenderers not selected can be de briefed if they
  request so which will be completed based on the
  information contained in their Evaluations.
• Mobilisation
• Service Commencement

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Procurement Process Mobilisation

• Mobilisation

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Procurement Process Mobilisation

• Effective Mobilisation is critical to
  ensure service delivery and is usually based on
  the Mobilisation Plan submitted by the Provider
  in their Tender.
• Mobilisation is not exclusively a Provider issue
  as it generally tends to be 80 Providers
  responsibility and 20 the Commissioners
  responsibility.
• Mobilisation should be addressed by workstream
  i.e. Clinical / Workforce / Infrastructure / IM
  T etc etc.
• Essential that resource allocation and
  responsibilities are highlighted in the
  Mobilisation Plan to ensure the Commissioners are
  aware of the resources they need to facilitate
  service commencement and their responsibilities.
• Providers mobilisation may commence before
  Financial Close/Contract signature. !

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Procurement Process Mobilisation

• Contract Management / Legal's
• Establishment of a Contract management Board for
  the Project (may be the extension of the existing
  Steering or reference Groups established to drive
  the procurement forward) and how this will
  operate.
• Management of the milestones agreed in the
  Mobilisation Plan including satisfaction of
  Conditions Precedent in the Contract,
  confirmations of Insurance policies etc.
• Clinical
• Clinical Governance arrangement s and policies
  for the Contract
• patient care pathways, risk management policy,
  clinical services policy, informed consent
  policy, clinical emergencies and resuscitation,
  complaints policy medicines management and
  pharmacy support, infection control, post
  discharge etc etc
• HR / Workforce / Training
• Providers staffing plans and registration of
  staff to deliver the service.
• TUPE issues
• Issues it may have on local staffing generally
• Agreement of Provider internal staff training and
  Deanery Training requirements if applicable e.g.
  competency frameworks and arrangements.

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Procurement Process Mobilisation

• IM T
• Services specification, Implementation and
  Phasing Plans
• Design, interface, and test specifications
• Testing, Disaster Recovery Plan, Exit Management
  Plan
• Migration, Commissioning, Systems implementation,
  training, and documentation
• Infrastructure
• Fixed / Mobile facilities
• HC registration
• Approvals (Planning / Building Control)
• Leases / licenses for NHS property
• Fit out / Use of NHS equipment
• Commissioning period
• Comms / Marketing
• Co-ordination with PCT main policies and
  programmes
• Special requirements

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Procurement Process Mobilisation

• Finance
• Billing and reconciliation processes
• Payment procedures