1. NHS PROCUREMENT June 2014 Polly Ellison

2. NHS PROCUREMENT Polly Ellison Over 18 years NHS expertise specialising in: Procurement & Contract Readiness Strategic Planning & Organisational Change for GP practices CCG & Practice Based Commissioning Project Managing Clinical Pilots

3. NHS PROCUREMENT What we will be covering:  The background to procurement  The Tender Library (PQQ)  The Tender Process  Identifying Tenders  Any questions

4. NHS PROCUREMENT Procurement History: 2008 – The beginnings The White Paper Competition Conflict of Interest Where we are today …. As far as we can tell!

5. NHS PROCUREMENT THE TENDER PROCESS: Expression of Interest (EoI) Pre-Qualification Questionnaire (PQQ) Invitation to Tender (ITT) Interviews Awarding the tender Challenging the tender decision

6. NHS PROCUREMENT THE TENDER PROCESS: Expression of Interest (EoI) The first part of the tender which is usually straight forward Look out for advertisements in papers and on websites All bidders will be informed in the same way. No one will be given notice in advance.

7. NHS PROCUREMENT PRE-QUALIFICATION QUESTIONNAIRES (PQQ) The Tender Library – preparing for PQQ: Organisation and Contact Details Federation/Consortia & Sub-Contracting Available Procurement Lots

8. NHS PROCUREMENT The Tender Library (PQQ): Grounds for mandatory rejection to include for example offences e.g. fraud, tax evasion etc. Grounds for discretionary rejection to include for example personal and partnership details around bankruptcy (individuals), partnership (Deed of Trust) or company (Winding up orders etc.). CQC registration etc. Contracts/Disputes e.g. court actions, clinical staff suspensions etc.

9. NHS PROCUREMENT The Tender Library (PQQ): Financial Information: – The last 3 years audited accounts – Insurance: Professional indemnity Public Liability Employer’s Liability Individual Clinician’s Indemnity

10. NHS PROCUREMENT The Tender Library (PQQ): Technical and Professional ability (also useful information for GP revalidation): Details of approximately 3 contracts previously or currently provided. Names of contracting entity Details of service etc.

11. NHS PROCUREMENT The Tender Library (PQQ): (also useful for CQC) Information Security & Data Protection: National Register of Caldicott Guardians ISO 27001 certification Data Protection Policy Information Governance - Data storage and transfer Information surrounding all aspects of HR including Staff Handbooks with all relevant policies e.g. Information Security Policy, Confidentiality, Anti- Bribery Policy etc.

12. NHS PROCUREMENT The Tender Library (PQQ): (also useful for CQC) Information Governance - Information Security & Data Protection: Risk Assessment and Management as set out in ISO 270001 e.g. Human resource security, access control, incident management, business continuity etc. User Responsibilities – hierarchy and division of access etc. Registration under the Data Protection Act (DPA) 1998

13. NHS PROCUREMENT The Tender Library (PQQ): (CQC & GP Revalidation) Technical Capability: – To carry out the service being tendered for. – Awareness of the need for on-going staff training. – Continuous and effective engagement with all stakeholders. – Awareness of legislation changes e.g. amendments to existing policies. – Clinical challenges e.g. pathway re-design and medicines management and policies surrounding The Misuse of Drugs Act 1971 etc. – Significant Events – Patient Participation Forms etc.

14. NHS PROCUREMENT The Tender Library (PQQ): (CQC & GP Revalidation) Staffing: Recruitment – correct procedures e.g. job specs, job descriptions etc. Retention of staff data e.g. CVs etc. Staff Handbook – up-to-date policies etc. CRB/Clinical qualification checks. Staff performance issues e.g. misconduct and capability etc. Staff training and development

15. NHS PROCUREMENT The Tender Library (PQQ): (CQC) Business Continuity/Disaster Recovery Risk Management Clinical Policies including Infection Control Policy for implementing alerts issued via the Central Alerting System Clinical Governance – Safeguarding, Audits & Inspections, Information Management, Health & Safety, Risk Management etc.

16. NHS PROCUREMENT The Tender Library (PQQ): (CQC & GP Revalidation) Quality: Infection Control and Risk Assessment Standard Operating Procedures (SOPs) including staff induction/training Internal quality management systems e.g. ISO 9001:2008 and KPIs (Key Performance Indicators) Quality Assurance Policy Statement Equality & Diversity

17. NHS PROCUREMENT THE TENDER PROCESS: Expression of Interest (EoI) Pre-Qualification Questionnaire (PQQ) Invitation to Tender (ITT) Interviews Awarding the tender Challenging the tender decision

18. NHS PROCUREMENT Invitation to Tender (ITT): Specific to the tender you are tendering for. Set time aside to do the ITT properly. Allocate a Project Manager and delegate parts of the ITT dividing it into clinical and non-clinical. Organise regular meetings of the project team. Set timelines working back from the deadline for submission.

19. NHS PROCUREMENT Invitation to Tender (ITT): Get different members of the team to read/check each other’s sections. Check spelling and word count. Allow for staff holidays and sickness. Play on strengths and be prepared to acknowledge/sort any weaknesses – remember the CCG knows who you are! Be clear about each sub-contractor’s and consortia members’ roles and responsibilities. Plan for success – be sure to leave the tender interview dates clear in your diary!

20. NHS PROCUREMENT IDENTIFYING TENDERS: Via specific tender portals e.g. https://online.contractsfinder.businesslink.gov.uk/Login.aspx?site=1000&lang=en Studying of the rules – which will differ from tender to tender Making sure that the corporate entity is appropriate e.g. GP practice/consortium Sub-contracting and Federating Submitting applications for tenders via a single corporate entity or separately. Studying carefully the questions asked in PQQ & ITT and answering them correctly. Understanding the scoring of each element of the tender and note the score for each section.

21. NHS PROCUREMENT ANY QUESTIONS ?

22. NHS PROCUREMENT Polly Ellison Bid Researcher Bid Writer Bid Reviewer Bid Project Manager Contact details: pellison753@btinternet.com Mobile: 07967 272920