Mini Competition – End to End Process Workshop Live at Home Framework Mini Competition – End to End Process Workshop Presentation of the end to end process flow for the mini competition pathfinder within the LAH Framework. Presenters: Nadine Mann Sarah Collins Hannah Rose Daniel Morris Date 1st December 2017

Agenda 10:00 Introductions/Housekeeping 10:05 Mini Competition Workshop Goals & High Level Overview 10:15 Mini Competition End to End Process Review 10:15 Activity 1 10:30 Activity 2 10:45 Activity 3 11:15 Activity 4 11:30 Questions/General Discussion 11:50 Further Opportunities to Engage 11:55 Next Steps 12:00 Finish

Introduction/Housekeeping Tea/Coffee available Allow time for break (if needed) Introductions Timekeeping Please complete sign-in Sheet Workshop Evaluation Form

Workshop Goals In today’s session we will be walking through the proposed end to end mini competition processes to show the high level activities and associated key tasks, the touch points where the commercial system will be used together with touch points where LAH Providers are engaged in the bidding and award process. The output from today’s review/discussions is to : Obtain your feedback on each process activity and key principles Identify any obstacles that need to be considered by ECC Identify opportunities to optimise the process activities Capture any concerns/issues with the proposed process Please note, the end to end process delivered today is not the final product and may be subject to change as part of ECC’s learnings from this session

MINI COMPETITION – HIGH LEVEL ACTIVITIES

Overview of Mini Competition On 22nd January ECC are planning to commence a pathfinder for Mini Competitions within the LAH Framework Pathfinder will operate during working hours as outlined in the LAH contract The packages in scope will already have exhausted the LAH relevant ranked list (i.e. batching and non-batching process) Will be offered to ALL LAH providers via the mini competition process The process will allow LAH providers a further opportunity to bid for a package prior to it being offered to the spot market. LAH Batching/ LAH Non-Batching Mini Competition (All LAH Providers) Spot Market

The Benefits of Mini Competition Today when a package has exhausted the ranked list Spot providers are contacted one by one to place the package. With mini competition it will bring opportunities for LAH Providers to bid on packages that have exhausted the ranked list prior to them being offered to the spot market. This process has the following benefits: Allows LAH Providers (as preferred providers) to have an opportunity to pick up the package at a higher than their LAH rate but within boundaries set by ECC Offers a competitive bidding process within the framework which allows transparent competition between LAH Providers Will bring an increase to the number of packages placed within the LAH framework Will reduce the number of packages going to Spot market and encourages Spot providers to join the LAH framework

Pathfinder Scope, Process and Price Sample slice of care packages for specific district(s) All LAH Providers can participate (except for those where suspensions have been imposed; does not include self-suspension) All LAH domiciliary care service types and specialisms (except 24 hour live-in care) Sample slice of urgent, non-urgent, TSA/non-TSA, Enhanced/non-Enhanced packages New Domiciliary care packages only Scope New referrals that have exhausted the LAH framework will move into the Pathfinder A flexible amount of time will be allowed for the bidding window - SPT will determine by the Preferred Start Date of the package There is no restriction on the amount of packages a Provider can bid on Process Providers will be able to place bids up to a maximum rate - all bids must be devisable by 4 The minimum rate will be £14.36 (uplifted 8th April to £14.68) Any difficult to get to locations and/or costs associated with more complex needs must be incorporated in the bid price Price

ACTIVITY 1 – SPT PREPARE TENDER DOCUMENTS & POST EVENT Review Activity 1 process flow (hard copy) Does the Event Name and Description need any more detail? Tenderbox Name 512312312 Tenderbox Description Older People, Personal Care CM3 5GY (would Providers prefer to see location e.g. Chelmsford) Double handed care 2 calls per day 20 hours per week Additional description (e.g. female or male carer preferred) Does everyone agree with the 2 hour window which was the results of the poll from the Key Principles event? Does everyone agree with 24 hours being maximum? Are there any questions/concerns with any of the key steps in this activity?

Activity 2 – SPT Monitor Event & Management Clarifications/LAH Providers Respond to Event with £ Bid Review Activity 2 process flow (hard copy) Telephone calls will be placed by SPT if no bids have been submitted while the bid is live What would be acceptable cut off times for Q&A while the event is live? 1) packages where preferred start date is 24 hours or less 2) packages with a start date greater than 24 hours Questions in Delta eSourcing: Are there any concerns with providing answers to the questions? Are there any other questions that ECC should ask to help assess and award a Service User package?

Activity 3 – SPT View Responses, Identify Winning Provider & Award to LAH Provider in Commercial System Review Activity 3 process flow (hard copy) Is the tied bid criteria acceptable where there are two or more providers that have the same lowest price? On tied bid rule 4…”if a tie remains then the provider will” are there any other suggestions in addition to: - be selected at random - Awarded to the highest CQC rated provider - Service User choice (input from Key Principles Webinar) Step 5 to 8 - are there any concerns/questions with the step for receiving the award notification? Is the award selection criteria clear?

Activity 4 – SPT E-mail Commencement of Care E-mail and Purchase Order (PO)/Awarded Provider Acknowledges/Accepts Offer Review Activity 4 process flow (hard copy) There will be no changes to PO/invoicing for the Pathfinder For full implementation the care description will change to “LAH Mini Competition” Step 3 - are there any barriers to supporting the step to acknowledge/accept the award via e-mail? Pathfinder will operate during working hours as outlined in the LAH contract

Mini Competition – End to End Process QUESTIONS/GENERAL DISCUSSION

Further Opportunities to Engage This slide deck together with the end to end process flow will be available on the Provider portal https://www.livingwellessex.org/innovation/mini-competitions/ Event Description Location 5/12/2017 Delta e-Sourcing System Demonstration of the system to allow provider feedback on system details Presentation Chelmsford (max. 80 participants) 12/12/2017 Market Engagement Overview/Close Final position of mini competition pathfinder process and key principles being put forward for ECC leadership sign-off Webinar (Live)

Next Steps All the activities and associated key steps outlined in this workshop may be reviewed and changed as a result of engagement prior to the commencement of a pathfinder or if the process is fully implemented. Date Activity 20/12/2017 Complete process and system development Early Jan Internal ECC governance 17/1/2018 Mini Competition Launch Event w/LAH Providers 22/1/2018 Pathfinder commences 2/3/2018 Pathfinder ends and outcome assessed 31/3/2018 Start wider implementation dependent upon outcome of Pathfinder

We hope you have found this session helpful and welcome your feedback Please complete the Evaluation form before leaving If you have any questions after this session please email LiveatHome@essex.gov.uk

Mini Competition End to End Process Thank you for your participation