Mini Competition Pathfinder Provider Launch Event Live at Home Framework Mini Competition Pathfinder Provider Launch Event Presenters: Simon Harniess Sarah Collins Date 17th January 2018

Agenda Welcome and Purpose Overview of Process and System How to Participate in the Pathfinder How LAH Providers can Feedback Timescales Questions and Next Steps

Housekeeping

Welcome Since the LAH Framework went live we have seen a significant increase in packages that are sourced via the framework from 48% to 62% We remain committed to increasing the volume of work commissioned through the framework and working more closely with LAH framework providers. In November 2017 we commenced a project and undertook a range of market engagement sessions to design a mini competition process to support an increase in packages placed with LAH Framework providers In January 2018 ECC agreed to commence a mini competition pathfinder for six weeks which will start on 22nd January. We hope to learn during the next six weeks how a mini competition process, restricted to LAH Providers, can support less packages being placed in the spot market. The pathfinder will enable us to review: The process, procedures and key principles The Delta e-Sourcing system and how it supports the process The outcome of the packages sourced using the process numbers secured in LAH

Purpose of Today Provide an overview of: Mini Competitions Pathfinder Process Delta E-sourcing system Outline how you can participate in Mini Competitions Outline how you can feedback on the Pathfinder Questions

Overview of the Process and System

Overview of Mini Competition Pathfinder The process will allow LAH providers a further opportunity to bid for a package prior to it being offered to the spot market. The packages in scope will already have exhausted the LAH relevant ranked list Operational 22nd January – 2nd March 2018 During working hours as outlined in the LAH contract ALL LAH providers (except those with imposed suspension) can participate All district areas and specialisms (except 24 hour live in care) are involved HOWEVER not ALL packages will be processed via mini competition LAH Batching/ LAH Non-Batching Mini Competition (All LAH Providers) Spot Market

Cont.. Overview of Mini Competition Pathfinder Packages in mini competition will not appear on the batch reports Providers will have a minimum of two hours and a maximum of 24 hours to respond Providers unable to contact Adults or undertake an assessment during the process. Subject to the Adults wishes the placement will be made with the provider that is able to meet the Adult’s needs and has submitted the lowest price. Tied bids will be awarded: Relevant ranked list Overall Quality Ranked List Random basis LAH Providers are to accept the award within one hour of receiving the Commencement of Care email. ECC reserve the right to award any Adult to the next lowest priced provider should the initial award not finalise.

Overview Price and Terms LAH Providers will be able to offer a price that is not consistent with their LHRL price. The price offered MUST INCLUDE all costs associated with delivering the package TSAs and Enhanced rates will NOT apply to these packages. The price offered must be between £14.36 and £22 and be divisible by four. Any bids received that are not divisible by 4 (2 decimal places) will be rounded up. The Live at Home Framework Terms and Conditions shall apply to all packages placed following a mini competition process with the exception of price. The price quoted during the mini competition pathfinder will remain for 12 months regardless of whether there is a change to the package within that period. Changes after the 12 month period will be made at the LHRL price in force at the time of the package change. Invoices should be submitted in the usual way, ensure the quoted amount agreed on the Purchase Order is added to the invoice

Overview of System Delta E-Sourcing Delta E-Sourcing System will be used for the duration of the Pathfinder Providers can set up roles to have multiple users on the account: Supplier Administrator – full administrative ability; add users; respond Registered user – access all opportunities and submit responses Supplier Account Administration Quick start guide on the system When a mini competition is issued it will email the invited user. Once that user has accepted the invite it is then available to all registered users in your organisation. You are able to set up a hierarchy within Delta E-sourcing creating sub groups and this can be done by contacting Delta via the live chat functionality. All new registered users will have access to all existing opportunities you have responded to so it is recommended that the hierarchy is set up before adding registered users to the supplier account. The invited user list we have generated is as issued for the recent group transfer and annual review processes.

How to Participate in a Mini Competition Pathfinder

Accessing the Opportunities View the opportunity in the invites section of the Response Manager, the opportunity name will be the individuals unique Mosaic reference number. Review the Description that has been attributed to the opportunity and the tender box information Click Accept if you are interested in responding to the package, or decline if you are unable to consider the package Description will include: Specialism and Package Type Town & Postcode Number of Carers Number of calls/day Number of hours/week Additional description (e.g. female or male carers preferred, Critical Time Visit)

Stage One: Overview Documents Instructions and Guidance and the ISP will be attached in the overview Password to access the ISP by email from Spt.groupbatching@essex.gov.uk One ISP password will be set for all packages in the week and will change on a Monday. Clarifications raised via email to spt.groupbatching@essex.gov.uk responses will only be sent to the provider raising the question. Subject of clarifications via email must include the Mosaic reference number and the request eg: 50000000 ISP Password Request - Uttlesford 50000000 Clarification Question - Chelmsford The deadline for clarifications is one hour before the closing time. Must not include personal and/or sensitive data in the question. General system clarifications will be circulated to all providers during the pathfinder on a FAQs document

Stage Two: Preparing Response Providers will need to satisfy themselves they are able to meet all the needs of the Adult as outlined in the ISP and complete all the questions in this section and submit a price Questions: Available start date of the package Confirm that the outcomes on the ISP can be met Confirm that the Adults preferences, where applicable, can be met (e.g. female carers preferred) If the answer to above question is no then outline what the offer is. Confirm the ranges of times for each of the calls where specified If applicable confirm that any time critical visits can be met. Price: Enter an hourly rate Confirm the hourly rate submitted enables you to comply with all legislative requirements

Stage Three: Submit Response The system will not allow you to submit a response if there are unanswered questions, you will receive a warning and will need to amend your response. Once all questions have been answered you will be able to submit your response Responses must be made by the deadline outlined in the tenderbox opportunity

Award Award will initially be made by telephone call A commencement of Care email and Purchase order will be issued as per normal process LAH Providers are required to confirm acceptance of the award within one hour of receiving the Commencement of Care email. Award will also be notified via the Delta e-sourcing system which will notify the outcome to all participating providers Invoicing will not change for the pathfinder – Spot Process

How to Feedback about the Mini Competition Pathfinder

Feedback from LAH Providers The pathfinder is an opportunity for us to learn Flexible during the pathfinder to change and improve based on our learnings Weekly healthcheck with LAH Providers so we can learn from your experience Following the pathfinder we will be seeking your views and experiences of operating the mini competition for example: The Process and Procedures The Delta E=sourcing System Key Principles Please feedback to us at SPT.groupbatching@essex.gov.uk and / or via the weekly healthchecks so we can keep track of progress of the pathfinder Please complete the questionnaire relating to the recent mini competition for a Group Transfer which opened on 2nd January

Timescales / Next Steps Date Activity 17/1/2018 Mini Competition Launch Event w/LAH Providers 22/1/2018 Pathfinder commences 2/3/2018 Pathfinder ends and outcome assessed Mid March Mini Competition Lessons Learned Event w/LAH Providers 31/3/2018 Start wider implementation dependent upon outcome of Pathfinder Slides and draft version of the Provider Instructions and Guidance will be emailed Further information is available on the portal: https://www.livingwellessex.org/innovation/mini-competitions/

Questions