Nonmedical, nonclinical

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Non-medical, non-clinical Tender Supporting
Suppliers
NHS Purchasing and Supply Agency
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Housekeeping

• If you havent already, please sign in
• Toilets are . . .
• No fire alarm is scheduled
• These slides will be available through our web
  pages at www.pasa.nhs.uk follow the tab
  Temporary staff and select Non-medical,
  non-clinical

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.

• Rob Croft
• Category Manager
• NHS Purchasing and Supply Agency

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Objectives for today

• Outline the background and scope of the framework
• Provide an overview on the Public Contracts
  Regulations 2006
• Provide guidance on the PQQ and tender process
• Outline the contract documentation
• Explain the importance of compliance
• Answer your questions

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NHS PASA

• In 2008 the Office of Government Commerce (OGC)
  undertook a Procurement Capability Review
• Last week DH launched its Commercial Operating
  Model
• The integration of key NHS PASA sourcing
  activities with OGC Buying Solutions, including
  the formation of an NHS-facing buying arm, will
  contribute to the Treasurys requirements to
  aggregate spending power.

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NHS background

• We presently have two frameworks which have been
  extended until 31 October 2009
• Professional and administrative services
• Ancillary
• Together worth around 250m per annum
• You need to understand Agenda for Change to
  understand the detail of our frameworks

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NHS background - 2

• There are over 400 trusts who are each legally
  independent
• The framework is not mandatory
• Whilst NHS PASA will market the framework, the
  hard work is yours. Many suppliers have found the
  NHS tough to break into its essential to do
  your market research now

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What the NHS needs

• Temporary work-seekers for hire by the NHS
• Fixed term work-seekers for employment by the NHS
• Permanent recruitment by the NHS is outside the
  scope of this framework
• All work-seekers are in non-medical, non-clinical
  roles i.e. NOT doctors, dentists, consultants,
  nurses, allied health professionals or health
  science services staff

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What the NHS needs - 2

• The range of jobs is illustrated in the matrix
  Job segments and regions (see web page)
• Many roles are patient facing where there is
  routine patient contact in the normal course of
  duties
• All work-seekers who are hired under the
  framework will require occupational health
  clearance by a professional occupational health
  service

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Definitions / terminology

• Employment Agencies
• Introduce work-seekers to the customer for direct
  employment or engagement by the customer
• Employment Businesses
• Supply (hire) temporary work-seekers to the
  customer for temporary assignments under the
  customer's supervision or control

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A picture of the scope
Very Senior Managers
Existing admin services framework
New non-medical, non-clinical framework
Fixed Term Employees
Existing ancillary framework
Rest of (AfC) support services
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The Public Contracts Regulations 2006

• Under the regulations this requirement falls
  within Part B services, which exempts us from
  most of the regulations
• Nevertheless we will place an OJEU non-mandatory
  notice and work within the spirit of the
  regulations, especially in respect of
  transparency and non-discrimination
• We are tendering for a framework agreement, not a
  contract. We make no commitment to volumes

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The Public Contracts Regulations - 2

• In essence we will be following the Restricted
  procedure
• Stage one is the expression of interest, which
  will be by completion of a pre-qualification
  questionnaire (PQQ) on our eTendering portal,
  Bravo
• Based on the information provided we will
  shortlist suppliers for the next stage. The basis
  for our selection will be documented

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Procurement regulations - 3

• Stage two is the invitation to tender (ITT),
  which will also run through Bravo
• Based on the information and prices provided we
  will award the framework to successful suppliers.
  The basis for our award will be documented
• From commencement of the framework, customers
  will award call-offs against the framework
• The framework will be for up to 4 years

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.

• Samantha Parker
• Sourcing Manager
• NHS Purchasing and Supply Agency

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Stage one

• The OJEU advertisement will be on our web pages
  and will tell you exactly what you have to do
• You will have to register on Bravo for the PQQ
  reference specified
• You will have to complete your details on
  sid4health this has replaced NHS-sid
• Complete the PQQ on Bravo by the deadline

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Using Bravo

• Register or log on at
• www.pasa.bravosolution.com
• There will be a link in the OJEU notice
• Make sure of your identity
• Respond to Opportunity
• Go to PQQs Open to All Suppliers to see the
  open opportunities

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Using Bravo - 2

• Need help?
• BravoSolution Helpdesk
• Monday to Friday 0800 1800
• 0800 011 2470
• help_at_bravosolution.co.uk

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Using sid4health

• New suppliers need to have a DUNS number before
  registering their company on sid4health
• Allow sufficient time to get a DUNS number
• Suppliers who already have a published profile on
  NHS-sid must validate their sid4health profile
• www.pasa.nhs.uk/PASAWeb/NHSprocurements/sid4health
  /Landingpage

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Identity

• The identity of your business must be correct and
  consistent across
• Bravo
• sid4health
• DB (DUNS number)
• Companies House (if a company)

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Messaging

• All messaging must be via Bravo
• Supplier-specific questions will be answered
  directly
• Questions for everyone will be gathered during
  the week and answers published periodically

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You must

• Ensure Bravo profile contact details (especially
  e-mail addresses) are up to date
• Ensure you can access the Bravo system
• Read messages when you are notified
• Advise of any problems straight away
• If you have registered and decide not to
  proceed, please Reject within Bravo
• DONT LEAVE RESPONDING UNTIL THE LAST MINUTE

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• Rob Croft
• Category Manager
• NHS Purchasing and Supply Agency

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Selecting at stage one

• We will select on the basis of
• Technical and professional ability
• Economic and financial standing
• The achievement of minimum standards which we
  will set
• The detail of the selection criteria will be set
  out in a document you will download
• If you are not shortlisted then you are out of
  the tender process

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Stage two

• Our ITT will be issued to shortlisted suppliers
• It will request pricing and information about
  what would you do under the contract if awarded
• It will be mandatory that you accept our
  framework agreement, conditions of contract and
  all the associated legal documents
• The detail of the award criteria will be set out
  in a document you will download

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The framework documentation

• There is a set of eight documents
• The most important are
• Framework agreement
• Conditions of contract
• Technical and commercial specifications
• All eight documents need to be read to understand
  the whole
• We regularly exercise our right to terminate
  agreements with framework suppliers

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Who holds the framework

• It is essential that the legal entity awarded is
  the legal entity delivering the services
• Hence from day one, the right legal entity must
  undertake the tender process
• If awarded, delivery of services cannot be
  transferred or sub-contracted to any other
  legal entity (unless to another framework
  supplier agreed by the customer)

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Who holds the framework - 2

• Holding companies, sister companies and/or
  subsidiaries cannot do framework business unless
  awarded in their own right
• A franchisee must complete their own expression
  of interest independently of a franchisor
• The trading name cannot be a legal entity
• If the original legal entity disappears, novation
  to a new party is not assured

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Complying with what we want

• You must meet all legal and regulatory
  requirements if you do not know all these
  requirements thoroughly, this framework is not
  for you
• You must meet the guidelines laid down by NHS
  Employers in their Employment Checks
• Criminal record and occupational health checks
  are important to us (but less significant for
  employment agencies)

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Complying with what we want - 2

• We terminate frameworks for breach of contract
  most commonly for failure to provide monthly
  management information
• We expect you to deliver in full to the framework
  terms and conditions. We expect you to provide
  hard evidence of compliance for every work-seeker
  hired or supplied
• Compliance is required before placement of each
  work-seeker

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How we work

• We try to be transparent, honest and straight
  forward with you
• We expect you to be transparent, honest and
  straight forward with us
• We want to encourage fair competition
• We (generally) persuade NHS trusts to play ball
• We want to reduce non-framework spend

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How we work - 2

• We expect framework suppliers to trade with the
  NHS through the framework only
• We recognise the importance of your interests
• We try to address recurrent issues
• We already run a 200m per year framework,
  achieved by the hard work of suppliers

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Expected timescales

• We expect to publish the OJEU advertisement this
  month
• Accordingly the deadline for expressions of
  interest will be late June
• We expect to issue ITTs to shortlisted suppliers
  in August for a September deadline
• We plan to award in time to start the framework
  on 1 November 2009

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Throughout the procurement process

• Use Bravo so that we have a full audit trail
• Please dont ring the category staff directly
• Read carefully the documentation we provide
• Ask for help when you need it
• Distinguish clearly between your work as an
  employment agency and employment business
• Review at each stage whether this tender is
  really for you if not and you have registered
  on Bravo, please Reject within Bravo

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What could cost you dear . . .

• Having an uncertain or inconsistent legal
  identity
• Not answering the question actually asked
• Not following the instructions given
• Giving false information
• Giving information that is not about the legal
  entity which has expressed interest
• Not researching the markets and/or not being able
  to deliver to the standards required

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Some suggestions

• Ask questions today
• Note (private) questions on the sheets
• Ask questions on Bravo once the advertisement is
  published and you have registered
• Start the work on your submission as soon as you
  have decided its the right thing for you
• Use the Bravo and sid4health helpdesks

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Questions and comments

• We cannot answer what you do not ask
• We cannot hear what you do not say