The Provision of North West Non-Emergency Patient Transport Services

Transcription

1 The Provision of North West Non-Emergency Patient Transport Services NHS Blackpool Clinical Commissioning Group on behalf of the 33 North West Clinical Commissioning Groups Final Evaluation Report for Lot 2 - Lancashire Approved by the Patient Transport Services Programme Board on 5 th November 2015 Authors: Graham Rose Claire Pickup Allan Jude Commercial Specialist NHS SBS Procurement Manager Director of Ambulance Commissioning, NHS Blackpool CCG Date 2 November 2015

2 Table of Contents Contents 1. Executive Summary Purpose Introduction and Background The Tender Process Evaluation Process Evaluation Results Financial Implications for CCGs Recommendation Approval

3 1. Executive Summary 1.1. This report has been compiled on behalf of the Patient Transport Services (PTS) Programme Board and Blackpool Ambulance Procurement Team following the completion of the evaluation of bids received in response to a tender advert published on 3rd July This document contains information that is Commercial in Confidence and is not in the public domain. The contents of this document must not be disclosed or discussed with any third party Bid evaluations, panel moderation and bidder interviews have now concluded and CCGs are being asked to endorse the recommendation within this report by 30 th November This will allow for the final stages of the procurement to be concluded in December 2015 and service mobilisation to commence from January A single bid was received from Bidder 1 for Lot The overall results of the evaluation are: Bidder 1 Service Delivery and Performance 39.55% Finance 40.00% Bidder Interview 2.50% Total 82.05% 1.6. The recommendation of the PTS Programme Board and Blackpool Ambulance Procurement Team is that Bidder 1 is confirmed as the Preferred Bidder for Lot 2 and that contract discussions commence with the Bidder, subject to any challenges during the Alcatel period Subject to approval, standard outcome letters covering Alcatel will be issued to the successful Bidder with appropriate debrief information CCGs are requested to endorse the recommendation of the appointment of the Bidder listed in 1.6, Bidder 1, as the Preferred Bidder. 2. Purpose 2.1. The purpose of this document is to present a recommendation for CCG endorsement based on the recommendation from the PTS Programme Board and Blackpool Ambulance Procurement Team This document contains information that is Commercial in Confidence and is not in the public domain. The contents of this document must not be disclosed or discussed with any third party. 2

4 3. Introduction and Background 3.1. The key strategic objectives of the NW PTS Service Procurement are to: Satisfy CCGs responsibility for the provision of suitable transport for eligible patients; Ensure patients equity of access to healthcare; Deliver measureable improvements in patient experience; and Obtain best value for money The service specifications for the PTS in the North West (NW) were developed by county level specification review group meetings, involving commissioners and acute providers, as determined by the Clinical Commissioning Groups (CCGs). Patient Engagement was carried out through a series of Listening Events held across the NW in January and February 2015, for parties identified by CCGs, to advise them of the key components within the specifications. Delivery of the service specifications is the key to the evaluation of submissions from Bidders. There are three service specifications per county area / procurement lot: Planned, Unplanned, and Enhanced Priority Service All NW CCGs have previously agreed to the following: NHS Blackpool CCG would lead this procurement via the Blackpool Ambulance Procurement Team; The procurement would be split into 5 Lot areas: Cumbria, Lancashire, Cheshire, Warrington and Wirral, Merseyside and Greater Manchester; and New services will commence 1 st July (This also required the existing contracts to be extended by three months to that time). 4. The Tender Process 4.1. A Prior Information Notice (PIN) was issued on 18th December 2014 informing potential Bidders of the upcoming procurement process and also inviting them to a Bidder Event being held on 27th February A Request for Information (RFI) was published on 11th February 2015 seeking feedback from potential Bidders in relation to the service. The responses received helped to form the final service specifications for each of the areas A bespoke single-stage open procurement process was designed in compliance with procurement regulations and advertised through the Official Journal of the European Journal (OJEU) and Contracts Finder Bids for the NW PTS service were requested through OJEU notice 2015/S and Contract Finder advert published on 3 rd July

5 4.5. The advertisement in OJEU and Contracts Finder generated 49 expressions of interest from a wide range of potential providers During the Bidder response stage all 49 Bidders who expressed an interest were able to request clarification on the Invitation to Tender (ITT) documentation. The Bidder clarification stage ran from 3 rd July 2015 to 7 th August The closing date for receipt of bids was 24 th August Tender receipt and opening took place at NHS SBS on 24 th August 2015 in line with the EU Supply E-tendering requirements Following completion of the Invitation to Tender Open procurement process, 1 bid was received for Lot 2 - Lancashire. 5. Evaluation Process 5.1. The bid evaluation comprised the following three stages: Stage 1: Compliance Review The information supplied in the Qualification Questionnaire(s) by the Bidder and Bidder Members was checked for completeness and compliance with the requirements of the ITT. The compliance review involved confirmation of the following elements: All questions were completed (or explain satisfactorily if considered not applicable); Responses were inclusive of all documents set out in the ITT and made in the format, medium and quantity requested; Responses achieved a Pass for all areas in the Qualification Questionnaire that were assessed as Pass/Fail this includes the Ratio Template; and The Financial Model Template (FMT) overall Bid Price submitted was within the Affordability Limits for this Procurement and the FMT was completed properly. Stage 2: Evaluation of Bids based on the Award Criteria Bids that successfully completed the Compliance Review progressed to Stage 2. The bids were evaluated in accordance with the approved evaluation process which was designed to select the most economically advantageous tender (rather than the lowest price alone) i.e. that which offers the optimum combination of service capability, quality (including operational delivery and service model, operational resilience and business continuity and other areas detailed in the ITT) and bid price, within affordability parameters. In particular, this stage assessed Service Delivery and Performance, Price and Bidder Interview. (Bidders were required to achieve a minimum of 50% of the available marks for the non-financial section of the Evaluation Criteria for the evaluation of their bid response document. Failure to achieve the minimum score for this area would result in disqualification of a Bidder.) 4

6 Stage 3: Selection of the Recommended Bidder Following completion of stages 1 and 2, as described above, and subject to meeting the mandated requirements at each stage, the final stage was to select a Recommended Bidder. The Bidder achieving the highest score for each Lot from the Service Delivery and Performance, Bid Price and Bidder Interview components in stage 2 is the Recommended Bidder. 6. Evaluation Results 6.1. A preliminary compliance check was carried out by NHS SBS and Subject Matter Experts for Finance, between 24 th August 2015 and 2nd September 2015 to confirm all the correct information had been received in relation to the compliance review and minimum scores achieved in accordance with the Qualification Questionnaire The ITT Guidance clearly stated that bids would be subject to a compliance review to ensure that any Bid submitted was within the Affordability Limit and that the FMT was completed correctly. Furthermore the Bid Price submitted in the FMT was required to include all costs to deliver the service and additional financial information would not be considered and any caveats would be assessed as non-compliant The bid received passed the preliminary compliance review and was taken to Stage 2 of the evaluation Stage 2 of the process which was the evaluation of bids by the Evaluation Panel was completed between 3 rd September and 25 th September The marks available in the evaluation process were as follows: Service Delivery and Performance 55 Finance 40 Bidder Interview 5 Total Service Delivery and Performance was evaluated by a Panel of 4 evaluators in Lancashire. The Panel consisted of a mix of management and clinical representatives nominated by the Lancashire CCGs. In addition, a patient representative and a management representative evaluated specific patient experience questions and 2 technical experts evaluated the detailed operational model question A Moderation Meeting then took place on 7 th October 2015 where a consensus score was agreed for all Service Delivery and Performance questions for the one Bid received. A second Moderation Meeting for the patient experience questions took place on 15 th October After the moderation meetings it was concluded that the Bidder 1 submission met the minimum 50% Service Delivery and Performance threshold requirement. 5

7 6.8. The evaluation of the FMT received from Bidder 1 demonstrated that the prices submitted met the overall Affordability Limit. Bidder 1 received the maximum available marks, 40, as it was the only bidder The overall results of evaluation are: Service Delivery and Performance 39.55% Finance 40.00% Bidder Interview 2.50% Total 82.05% 7. Financial Implications for CCGs 7.1 The overall cost of the activity submitted for the estimated activity is within the Affordability Limit for the procurement previously advised to Lancashire CCGs. 7.2 CCGs were advised that transport services currently commissioned by Lancashire Teaching hospital (LTH) would be incorporated into the tender exercise and added to the affordability envelope. This has now been done and apportioned over the CCGs using best estimates given the activity data provided by the LTH. The estimated cost overall is the same but now differs by CCG because of the impact of the LTH activity together with a change in the blend of pricing used by the bidder. The latter is in response to now having three separate specifications of Planned, Unplanned (which incorporates out of hours and week-end working) and Enhanced Priority Services (Renal and Cancer) with separate performance indicators as required by stakeholders involved in the tender specification requirements. 7.3 The contract operates on a cost and volume basis; therefore the actual costs incurred will be dependent on actual activity, mobility mix and distance transported. 8. Recommendation 8.1. The recommendation of the PTS Programme Board is that Bidder 1 is confirmed as the Preferred Bidder and that contract discussions commence, subject to any challenges during the Alcatel period Subject to approval, a standard outcome letter covering Alcatel will be issued to Bidder 1 with appropriate debrief information. 9. Approval 9.1. CCGs are requested to endorse the recommendations in 8 above by 30 th November 2015, the appointment of Bidder 1 as the Preferred Bidder for Lot 2. 6