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GPSoC-R Procurement Process Brief Draft) (2)
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General Practice Systems of Choice (GPSoC) Re-Procurement Prospectus
Programme GPSoC
Sub-Prog / Project
GPSoC Replacement
Programme Director
Kemi Adenubi Status Draft
Programme Head
Martin Warden Version 0.1
Author Tom Dorman Version Date 22 Feb 2012
© Crown Copyright 2013 Page 1 of 14
General Practitioners Systems of Choice (GPSoC)
Procurement Process Overview Version 0.1 – 22 February 2013
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© Crown Copyright 2013 Page 2 of 14
Amendment History:
Version Date Amendment History
0.1 22 Feb 2013 Initial draft
0.2 28 Feb 2013 reviewed by DLA P
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Reviewers:
Name Department Role / Responsibility Date Signature Version
Kemi Adenubi NHS Connecting for Health (NHS CFH)
GP IT Programme Director
Martin Warden NHS Connecting for Health (NHS CFH)
Programme Head
Melissa Ruscoe NHS Connecting for Health (NHS CFH)
Colin Thacker NHS Connecting for Health (NHS CFH)
Project Manager
Mark Vipan Partner, DLA Piper Legal
Simon Murphy Associate, DLA Piper Legal
Jenny Wilson DLA Piper Solicitor
Chris Beeley Finance Director CFH Finance Director
Sarah Wallis Finance
Mike Dunn Commercial Director
Barbara Blue NHS CFH Commercial Commercial Lead
Andy Nicholls Head of Corporate Procurement
Tom Dorman Procurement Procurement Lead
Jahan Pourzand NHS CFH Procurement Procurement Manager
Tim Kelsey GPSoC SRO SRO
GPIT Board GPIT Board
Susan Peak PICD
Mike Curtis Procurement Team Technical Architect
Danny Solomon Procurement Team Technical Architect
Tim Tett Procurement Team Technical Architect
Brendan McEnroe Procurement Team Technical Architect
Liane Jenkins Procurement Team Senior Business Analyst
Claire Malone Procurement Team Work Stream 2 Lead
Ashley Raines Procurement Team
Carole Shead Procurement Team Training Lead
Simon Lee Procurement Team NICA SME
Neil Bennet Procurement Team Service Management SME
Fraser Fearn Procurement Team Service Management SME
Gemma Lofthouse Procurement Team Deployment SME
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Bob Hammond Procurement Team Communications Manager
Lea Taylor Procurement Team Business Case SME
Stuart Harrison Procurement Team Clinical Safety SME
Approvals:
This document must be approved by the following:
Name Signature Title / Responsibility Date Version
Procurement Board Procurement Board (Board)
Distribution:
This document will be distributed to the reviewers and approvers identified above.
Document Status:
This is a controlled document.
Whilst this document may be printed, the electronic version maintained in SharePoint is the controlled copy. Any printed copies of the document are not controlled.
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Related Documents
These documents will provide additional information.
Ref no Doc Reference Number Title Version
1
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Glossary of Terms
Term Acronym
Additional Supply Capability and Capacity Framework ASCC
Appointment Business Case ABC
Business Continuity and Disaster Recovery BCDR
Clinical Commissioning Group CCG
Concluding Business Case CBC
Connecting for Health CFH
Department of Health DH
Department of Health Informatics Division DHID
Final Business Case FBC
General Medical Services GMS
General Practitioners GPs
General Practitioners Information Technology GPIT
General Practitioners System of Choice GPSoC
GPSoC Replacement GPSoC-R
Her Majesty’s Treasury HMT
Integrated Assurance Approvals Process IAAP
Invitation to Participate in Dialogue ITPD
Invitation to Submit a Detailed Proposal ITSDP
Ministerial Cabinet Office MCO
National Health Service NHS
NHS Connecting for Health NHS CFH
Official Journal of the European Union OJEU
Outline Business Case OBC
Personal Medical Services PMS
Pre-Qualification Questionnaire PQQ
Procurement Board Board
Procurement Investment Commercial Division PICD
Project Initiation Document PID
Risk Actions Assumptions Issues Decisions RAAID
Senior Responsible Officer SRO
Strategic Business Case SOC
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Contents 1 GPSoC-R - Supplier Event – Procurement Process Outline ......................................... 9
1.1 GPSoC-R Procurement Process............................................................................ 9
1.2 OJEU Notice .......................................................................................................... 9
1.3 Prequalification ...................................................................................................... 9
1.4 Invitation to Participate in Dialogue (ITPD). ......................................................... 10
1.5 The Dialogue Process ......................................................................................... 10
1.6 Plenary Session ................................................................................................... 11
1.7 Initial Dialogue ..................................................................................................... 11
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Table of Figures
Figure 1 GPSoC Indicative Timeline ................................................................................... 13
Figure 2 Lot 1 - Indicative Dialogue Plan ............................................................................. 14
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1 GPSoC-R - Supplier Event – Procurement Process Outline
1.1 GPSoC-R Procurement Process
This note outlines the intended GPSoC procurement process. Details of the process are still being finalised and going through an approvals process and are subject to change, but this provides potential bidders with an insight into how the process is being developed and gives an idea of what to expect.
Although the process addresses a very broad set of requirements and may appear imposing, not all aspects of the process are applicable to all suppliers. By necessity, in view of the difficulty of defining the technical and financial requirements, the procurement process will be based on the Competitive Dialogue Procedure, which is described in the Public Contracts Regulations. The detail of the process is described later, but the procurement plan and the relevant documentation has been designed to make the demands on bidders' resources proportionate to the requirements.
The Lots to be procured are:
Lot 1 – GP Clinical IT Systems and Modules;
Lot 2 – Additional GP IT Services;
Lot 3 – Cross Care Setting Interoperable Services.
1.2 OJEU Notice
The process will start with the publication of the OJEU Notice. The OJEU Notice will provide some basic details about the procurement process including details of how to get further information and how to apply to participate in the process. It is currently expected that the notice will be issued at the end of March 2013. Interested parties should not rely on being notified separately that the OJEU Notice has been published.
1.3 Prequalification
Bidders that apply to participate will be sent a prequalification questionnaire (PQQ) to complete and return by the due date (30 days after publication of the OJEU Notice). Bidders will need to complete a PQQ for each Lot for which they apply. The prequalification questionnaire seeks information from prospective tenderers including, basic company details, information about financial standing and technical capability.
The PQQ includes details of how the responses to the questionnaire are evaluated. When the PQQ responses have been evaluated the bidders applying for each Lot will be ranked within the Lots according to their scores. The highest scoring applicants for each Lot will be invited to participate in the dialogue. We anticipate that the numbers of applicants to be invited to proceed to the dialogue stage for each Lot will be:
Lot 1: 22 bidders
Lot 2: 15 bidders
Lot 3: 15 bidders
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The anticipated timings for notification to all applicants of PQQ results are:
i) for Lot 1, approximately 2 weeks after the closing date for receipt of PQQs; ii) for Lots 2 and 3, shortly thereafter in accordance with the provisional timelines set out in section [ ] of this document.
Dialogue for Lots 1, 2 and 3 will run separately and separate ITPDs will be issued.
Each Lot has independent timelines and resources.
1.4 Invitation to Participate in Dialogue (ITPD).
The ITPD for each Lot will set out the detailed arrangements for participation in the dialogue process and explain in detail how proposals will be evaluated as the dialogue evolves and at the final tender stage. Among the documentation to be issued with the ITPD will be:
An explanation of the approach to evaluation
A copy of the draft terms and conditions for the framework agreement.
A full set of requirements documents
A "Topics for Discussion" log (or similar document) on which to record potential issues or
points of clarification, supplemented by a legal issues log on which to record potential
issues with the draft terms and conditions
Instructions on what to prepare for the initial dialogue meeting
A schedule of dialogue meeting times
1.5 The Dialogue Process
The Competitive Dialogue process has been chosen because of the need to establish and define the Authority’s requirements in consultation with prospective tenderers. The process offers the opportunity to conduct a dialogue with tenderers to ensure the final bids are against a standard set of requirements that meet the Authority’s needs.
The GPSoC-R procurement is at first sight a relatively complex undertaking as a whole, however, for individual suppliers the process is relatively straight forward, particularly for the less complex requirements concerning Lots 2 & 3.
Procurement of the different Lots will proceed according to different timetables and within Lot 1 there will be two groupings of bidders – one based on the provision of Principal Clinical Systems and the other on the provision of Subsidiary Modules (see GPSoC Provisional Timelines below). We will try to accommodate bidders’ preferences for meeting times and dates, but given the demands on Authority resources this may not always be possible.
It is envisaged that meetings will be arranged on the basis of 3 work streams listed below. However, where the issues to be discussed are cross cutting or involve the same resources, there will be some flexibility to combine sessions by agreement.
Service and Development
Release, Assurance, Training and Service
Legal, Finance & Commercial
Bidders will be treated equitably and the Authority will uphold the integrity and fairness of the competition at all times, including in relation to access to information and Authority personnel.
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The number of meetings and the length of the meetings themselves will vary according to the lots and categories under discussion, but all bidders offering similar services will be accorded the same access to the Authority.
1.6 Plenary Session
The process will open in the week following the issue of the ITPD with a plenary session (probably in Leeds) for all the qualified bidders at which the detail of the dialogue process will be explained and bidders will have the opportunity to ask questions about the process itself and about the rest of the documentation issued with the ITPD (requirements, response documents, draft contract etc).
Any questions asked will be recorded and published with the answers via the GPSoC web site. Bidders will be able to put questions to the Authority throughout the dialogue process. Generally any clarifications will rendered anonymous and made available to all bidders, except where there are specific reasons of commercial confidentiality.
1.7 Initial Dialogue
For Lots 1 & 2 it is planned that the dialogue will proceed by means of 3 cycles of dialogue interspersed with periods of bid development and feedback from the Authority. Lot 3 will be less structured given its nature. An initial outline plan has been attached to illustrate the process, but it is important to realise that any dialogue process must remain flexible to address the issues that arise. It is not anticipated that the process will change significantly and any alterations will be notified to all bidders during the process and made in accordance with the principle of equitable treatment.
On the basis of the logs submitted by the bidders (if requested to do so) and the Authority’s own list of potential issues, the Authority will issue an agenda for the initial dialogue meetings. Bidders will have received instructions in the ITPD regarding any documents they need to prepare for the initial meetings.
A provisional procurement timeline has been provided together with an indicative dialogue programme for Lot 1, showing the separate streams of activity for bidders offering Principal Clinical Systems or Subsidiary Modules.
At the dialogue meetings, the parties will identify areas of the requirements which need to be developed and agreed as a matter of priority. On the basis of the discussion the Authority will set the bidder various tasks to be completed in the time between meetings (“bidder homework”) to develop a topic, schedule or response for submission in accordance with a deadline. On receipt of the “bidder homework” the Authority will review progress and suitability of the developing proposal and provide feedback to assist bid development.
When the Authority is confident that a final tender process will deliver a solution(s) that meet its needs, it will formally close dialogue, issue final contract documentation and call for final tenders from the bidders.
On receipt of the final tenders the bid will be evaluated and the results submitted for internal approvals. Once the award recommendations have been approved bidders will be notified of the Authority's intention to award contracts, also identifying the successful bidders. A statutory 10 day standstill period will then begin and subject to approvals, there will be a period in which the framework agreements are finalised and signed.
This contract award process will be repeated for each Lot.
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Lot 1
Lot 2
Lot 3
May Aug Jun Jul Oct Sep Nov Apr Dec
Round 1 Round 2
Round 1
Round 1 Round 2
Round 3
Subsidiaries
Principals
Round 2
Final Tenders
Approvals & Award
Plenary
Plenary
GPSoC-R Procurement Provisional Time Lines
Final Tenders
Approvals & Award
Bid Development & Meetings
Final Tenders
Approvals & Award
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Figure 1 GPSoC Indicative Timeline
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Figure 2 Lot
1 - Indicative
Dialogue
Plan Principal Clinical Systems
Subsidiary Systems
20 May 10 Jun 27 May 3 Jun 17 Jun 8 Jul 24 Jun 1 Jul 17 Jun 24 Jul 13 May
20 May 10 Jun 27 May 3 Jun 17 Jun 8 Jul 24 Jun 1 Jul 17 Jun 24 Jul 13 May
Plenary & Bid Development
Bid Development
Evaluation & Feedback
Dialogue Meetings
Round 1 Round 2
Round 1 Round 2
GPSoC-R Lot 1 - Indicative Dialogue Process TimeTable for Dialogue Rounds 1 & 2
Dialogue Dialogue
Dialogue Dialogue
Dialogue
Bid Development
Bid Development
Bid Development
Bid Development
Bid Development
Bid Development
Bid Development
Bid Development
Bid Development
Bid Development
Bid Development
Evaluation Feedback
Evaluation Feedback
Evaluation Feedback
Evaluation Feedback Plenary
Plenary
Plenary
Evaluation Feedback
Bid Development