Tendering and Commissioning network Lorna Ferguson Project lead IAA&S SMBC

Commissioning the theory and reality My team is having trouble thinking outside of the box. We cant agree on the size of the box, what materials the box should be constructed from, a reasonable budget for the box, or our first choice of box vendors.

What is Commissioning/tendering Commissioning is the means to secure the best value for local citizens. It is the process of translating aspirations and need, by specifying and procuring services for the local population, into services for users which: Deliver the best possible health and wellbeing outcomes Provide the best possible health and social care provision Within the best use of available resources Tendering is a part of the PROCUREMENT PROCESS “Procurement is the process of identifying and selecting a provider, and may involve, for example, competitive tendering and stimulating the market.” Purchasing is the process for buying or funding services Contracting is the technical process of negotiating and agreeing the terms of a contract for services, and on going management of the contract including payment and monitoring

SMBC Process

Single document used ( Commissioning Prospectus) Used this to reshape market with local providers so preferred provider tender process Will be moving to an Open tender process in late May for services Documents go out electronically through CSW Jets ( IN-Tend) Providers need to be registered on CSW Jets to ensure they receive notifications Documents go out as a bundle. All need to be completed and returned by the date on the tender. Documents include: – Application form – Guidance notes – Prospectus – Tender application – Finance forms – T&C’s for contract. Clarifications – CSW Jets

continued Tenders returned within specified dates Stage 1 is PQQ ( pre qualifying questions) Scored against a set of Model Answers including price Marking panel will score between 1-5 End scores go to procurement who lead conciliation process. May just be scored bids may be presentations and scored Providers called in for clarification session (2) or awards made Dependent on value of contract there is a ‘Stand Off’ period where either side can call off the award or non successful provider can challenge Once period has lapsed award letter sent confirming contract.

Key issues 1.read everything first, print it off or make it a word document (copy it over) 2.Split the tasks, or task out the work, ie Finance – budgets, Gaant Charts etc 3.Identify who is doing what and where the gaps are. 4.If you are doing it all yourself sort it into bite-size chunks – work to headings 5.Read it all again and map it. 6.Be process driven – organises and very focussed 7.As you complete sections LOAD THEM. 8.Get someone else ( a critical friend) to check what you have written both answers the question and makes sense.