Introduction Introduction: The process of selecting the evaluation - PowerPoint PPT Presentation

Evaluator Briefing Session Juan Carosio, Senior Head of Procurement (NCL WELC)

Introduction Introduction: The process of selecting the evaluation criteria, and the application of evaluating tenders, must take consideration of The Public Contract Regulations principles for assessment, selection, and award. Evaluation Briefing: In this briefing session, we will focus on some of the key areas to ensure a compliant, and auditable evaluation process, namely: 1. The Evaluation Principles 3. Evaluation Execution

Tender Procedure Procurement Process : For demonstration purposes this evaluation briefing is based on the agreed Open procurement procedure route. Procurement Cycle

111 Procurement Evaluation Principles

Evaluation Principles: Public Contracts Regulations The assessment of tenders against a contracting authority's requirements, is the most important part of the procurement process. It is also the stage of the process which is most frequently challenged! It’s therefore important that everyone involved in the evaluation process follows the following principles in order to make sure that all applicants have a fair and equal chance: • Transparency : this is not simply about disclosure and openness but also the removal of discretion, or personal preference, and subjectivity, or bias. Evaluation of the bids must be based on objective criteria that are known to bidders in advance. • Fairness : evaluation criteria and the evidence required from bidders must be actually and demonstrably related to the subject matter of the contract and applied proportionately to the stated objectives. • Equal treatment (or non discrimination) : all bidders and potential bidders must be given the same opportunity, based on the same information and criteria, and evaluated in a non discriminatory manner.

Evaluation Principles: What this Means for You • All providers will be given the same list of criteria, will have to submit the same evidence, and will be asked the same questions. • As evaluators, you will score the tenders according to how well you think the proposals and evidence the providers have submitted match the criteria and answer the questions. • You must take care that the score you give is based only on this, and not allow your personal opinions or views to influence your scoring. Appendix E - NHS 111, Integrated & OOH Guidance for Clinical Commissioning Groups PROCUREMENT

111 Procurement Evaluation Execution

Evaluation Execution 1. The EU principles of transparency, non-discrimination, equality and proportionality must be followed by all members of the evaluation panel to ensure that the selection of the preferred bidder is fair and based on the objective evaluation criteria rather than personal opinions. The evaluation panel has to have a clear ‘audit trail’, or 2. written record, which shows how they reached a decision to recommend a preferred provider. - Audit trail may be required to justify selection – Submit evidence in defence of a legal challenge – Internal board approval for contract award

Evaluation Execution 3) Collaboration is key and a few vital points required for the successful delivery of any evaluation process are. • Make sure you have put aside enough time to score the tenders before the Moderation meeting • When you have awarded a score you must include an explanation for why you have given that score. This will help discussions during the moderation meeting and help give detailed feedback to bidders. .

Evaluation Execution 4) Evaluation Process: • Evaluators are asked to score specific sections of the applications according to their expertise. For example, a member of the finance team will score the finance section. • Patient Reps will score “Resident Views” and “Patient Feedback” • You will need to rate the providers’ responses to the criteria between 0 and 5. These scores will be combined and will be used to rank the applications. The following slide describes what these ratings mean.

Numerical Scoring Score Definition 0 Non-compliant No response or partial response and poor evidence provided in support of it. Does not give the commissioner confidence in the ability of the Bidder to deliver the Contract. 1 Weak Response is supported by a weak standard of evidence in several areas giving rise to concern about the ability of the Bidder to deliver the Contract. 2 Minor reservations Response is supported by a satisfactory standard of evidence in most areas but a few areas lacking detail/evidence giving rise to some concerns about the ability of the Bidder to deliver the Contract. 3 Compliant Response is comprehensive and supported by good standard of evidence. Gives the commissioner confidence in the ability of the Bidder to deliver the contract. Meets the Commissioner’s requirements. 4 Very good Response is comprehensive and supported by a high standard of evidence. Gives the Commissioner a high level of confidence in the ability of the Bidder to deliver the contract. Exceeds the commissioner’s requirements in some respects. 5 Excellent Response is very comprehensive and supported by a very high standard of evidence. Gives the Commissioner a very high level of confidence the ability of the Bidder to deliver the contract. Exceeds the Commissioner’s requirements in most respects.

Sections of the Evaluation Section Criteria & Sub Criteria 1 Service Delivery 1.1 Proposed Service Model 1.2 Primary Care Development 1.3 Accessibility 1.4 Medicines Management 1.5 Assurance Reports 2 Demand & Workforce Planning 2.1 Workforce Modelling 2.2 Workforce Strategy 2.3 Staff Planning and Staff Contingencies 2.4 Employment Practices 2.5 Registration and Qualifications 2.6 Non registerable clinical staff and other staff 2.7 Induction 2.8 Medical Emergency Training 2.9 Continued workforce development 2.10 Performance Management and Appraisals 2.11 Clinical supervision 2.12 Structure 2.13 TUPE 2.14 Access to Pensions 2.15 Equality & Diversity 3 Clinical Governance & Quality 3.1 Clinical & Integrated Governance and Quality Assurance 3.2 Safeguarding children and vulnerable adults 3.3 Patient Pathways 3.4 Incident Management 3.5 Complaints 3.6 Duty of Candour 3.7 CDSS 3.8 Surge Management 3.9 Emergency Planning 3.10 Business Continuity 3.11 Disaster Recovery

Sections of the evaluation (cont.) 4 Mobilisation 4.1 Mobilisation Exit strategy 4.2 exit Strategy 5 Stakeholder Involvement and Feedback 5.1 Resident Views and Patient Feedback 5.2 Public involvement 5.3 Other organisations feedback 5.4 Public awareness Information & Reporting / Information Management & Technology / Information 6 Governance 6.1 Business Intelligence reporting 6.2 Overall Delivery Model 6.3 Clinical System and Infrastructure 6.4 Interoperability 6.5 Information Governance and Security 7 Premises and Equipment 7.1 The Premises 7.2 Regulatory Standards (Premises 7.3 Lease 7.4 CQC Compliance 7.5 FM Requirements 7.6 Provision of Equipment 7.7 Purchase and Safe Storage (Consumables) 7.8 Infection Control and Waste Disposal Appendix E - NHS 111, Integrated & OOH Guidance for Clinical Commissioning Groups PROCUREMENT

Sections of the evaluation (cont.) 8 Financial 8.1 CASH/FLOW 8.2 TOTAL Contract Price for Contract Volume (SET UP & OPERATING) 8.3 State total contract price for modelled call volume - lower 8.4 State total contract price for modelled call volume mid 8.5 State total contract price for modelled call volume - upper ITT PRESENTATIONS 9 ITT Presentations (for shortlisted bidders) Details to be confirmed during the ITT Evaluation Stage Appendix E - NHS 111, Integrated & OOH Guidance for Clinical Commissioning Groups PROCUREMENT

Moderation Meeting The Moderation Meeting will be held after the deadline for all evaluation panel members to submit their completed scores. Under normal circumstance all evaluation panel members MUST attend the moderation meeting. The evaluation cannot take place if Commissioners, Clinical leads, and relevant Patient Representatives, are not present At the Moderation Meeting members will discuss the scores and, in particular, any examples where there is a big difference between the scores different evaluators gave. All evaluators are required to be present as all must be provided with ‘equality of opportunity’ to discuss their scores(where required). The meeting will last a working day.

What do you need to do? Procurement Panel All • Verify bids; • Evaluate bids; • Attend moderation meeting to discuss • Release bids. • Score / assess bids; rationale for score. • Support on questions • Provide comments; regarding the online • Request clarifications, if portal relevant.

Time commitment required from patient reps Evaluation Preparation Presentation • Half day • Approximately 3 days • Attend Presentation (1 (depending on the day) number of bids) + Attendance at moderation meeting (1 day)

Conclusion Summary of the Key Ingredients of a Successful Evaluation Process Use of a competent procurement partner Understanding of Team-working and the evaluation fully committed to process and evaluation recording for audit process purposes Key Ingredients of a successful Evaluation process Appointment of Adherence to EU evaluators with principles of appropriate skills equality, non- mix for the diverse discrimination, areas of transparency and evaluation proportionality Delivery of an effective evaluation training session

EVALUATOR BRIEFING CONCLUDED