Live at Home Framework Mini Competition – Market Engagement Key Learnings Presentation of the key learnings from the market engagement for the mini competition pathfinder within the LAH Framework. Presenter: Sarah Collins Date 12 th December 2017
Agenda Webinar participation overview Overview of Mini Competition Process Outcomes of the Key Principles Webinar Outcomes of the Process Flow Workshop Outcomes of the E-Sourcing Recorded Presentation Questions Future Engagement and Next Steps
Webinar Participation Overview • Initially Each participant will be on listen only mode • You are able to mute yourself • Please use the “raise your hand” facility if you have any questions during the presentation • We will pause at the end of the presentation to take questions from providers • Written questions at any point during the webinar using the question facility. We will try and cover off all the questions raised during the webinar, or will respond following the webinar
Overview of Mini Competition • Mid January planning to commence a pathfinder for Mini Competitions within the LAH Framework • Selection of packages across the county will be offered to ALL LAH providers via the mini competition process • The packages in scope will already have exhausted the relevant ranked list. • The process will allow LAH providers a further opportunity prior to the package being offered to the spot market. LAH Batching/ Mini Competition Spot Market LAH Non-Batching (All LAH Providers)
Key Principles Workshop Live Webinar 16 th November
Key Principles – Outcome of Polls Poll Outcome of Poll, Discussions and ECC further Actions Would you agree with all the Key 100% of attendees agreed that the key principles proposed Principles defined so far? were acceptable. • Clearly outline in Bidder Guidance and launch event. In relation to the proposed provider 92% agreed that the required information from the provider response - Do you think the required to submit was straightforward to reply. • information is straightforward The proposed response has been further developed as enough to reply? part of the process flow workshop • Bidder guidance will include information on how to respond. Question raised on ECCs intention with the price i.e. to cap the rate or not • This is being further considered and we will share the outcome at the launch event in January Question raised to ensure providers were able to submit a time range for calls , rather than specific times. • It was agreed that a time range was acceptable on the response. This would be shared with the Adult / social worker for the lowest priced bid to confirm the range offered was acceptable. Will be included in the bidder guidance.
Key Principles – Outcome of Polls Cont … Poll Outcome and ECC further Actions If you are alerted that the mini Varied across all options 1,2,4 and 24 hours with a competition has commenced via email, 45% majority favouring the 2 hour option. and have direct access to the ISP, via a • computer or a smart phone. And the Suggested 2 hours for packages due to package was due to commence within 24 commence within 24 hours or less. • hours what would be the minimum Explore further during the process flow acceptable timeframe for you to be able to workshop and review respond with an offer if you were able to deliver care for the package? The proposed award criteria are clear. 87% agreed the award criteria were clear. Suggestion to review where a provider is able to respond quickly that they should be awarded the package. This would be difficult to implement as ECC are unable to view responses until the closing date / time has passed, it also would not meet the award criteria of lowest price.
Key Principles – Outcome of Polls Cont … Poll Outcome and ECC further Actions Is the tied bid criteria acceptable where 92% agreed that the award criteria were there are two or more providers that have acceptable. the same lowest price. Further clarification confirmed the proposed criteria were acceptable but to consider if service user choice could form the ultimate tie break. ECC to review as part of the process flow workshop.
Process Flow Workshop Essex House 1 st December
ACTIVITY 1 – SPT PREPARE TENDER DOCUMENTS & POST EVENT Provider Feedback Outcome and further ECC Actions • In the Tenderbox description it would be The following information will be included helpful to see: in the Tenderbox Description: • location of the Service User in Older People, Personal Care addition to the Post Code Chelmsford • Indicate packages which require time CM3 5GY critical visits (e.g. medical and Double handed care transport needs) 2 calls per day 20 hours per week Additional description (e.g. female or male carer preferred Time Critical Visit ) • Some Providers may want to see only those ECC will explore ways to implement this: • packages in the locations that they operate in, Consider provider opting out of areas and not all packages. This helps from that aren’t of interest and use, operations standpoint to optimise staff’s time manage and maintain separate by not responding to events that would be of Contract Lists; or • no interest to them Provider manages in Delta eSourcing
ACTIVITY 1 – SPT PREPARE TENDER DOCUMENTS & POST EVENT (Cont’d) Provider Feedback Outcome and further ECC Actions • Agreed to a 2 hour start/end bidding window This business rule will be added to the for a Service User packages which is to start Bidder Guidance within 24 hours • Agreed to a 24 hours start/end bidding This business rule will be added to the window being the maximum for Service User Bidder Guidance package with a start date greater than 24 hours
Activity 2 – SPT Monitor Event & Management Clarifications/LAH Providers Respond to Event with £ Bid Provider Feedback Outcome and further ECC Actions • There were no concerns with clarifications being LAH Providers will be required to use submitted and managed in Delta eSourcing Message Centre for any clarifications • Message Centre SPT will respond to clarifications via Message Centre only. • Suggested that for packages with a start date of A business rule of 1 hour will be applied 24 hours or less, clarifications take place within and added to the Bidder Guidance 1 hour of the event being posted. • Everyone agreed the required response to the Details on how to respond will be added event questions is straightforward to the Bidder Guidance • Providers would like their staff to have different User Permissions can be set by the viewing permissions (e.g. for annual reviews and Provider in Delta eSourcing • other tenders needs to be a different access for Details will be added to the Bidder staff reviewing and responding to mini Guidance competitions)
Activity 3 – SPT View Responses, Identify Winning Provider & Award to LAH Provider in Commercial System Provider Feedback Outcome and further ECC Actions • Further clarification needed around It was clarified that the lowest £ bid will be the award the award criteria for packages criteria, as long as the provider can meet the needs of which have a time critical visit. Is it the service user If there is a critical time visit, and a always the Provider with the lowest Provider cannot meet this requirement then they bid who is awarded the package? would not meet the needs of the service user. • ECC to add business rules to the Bidder Guidance • Add new question to event which Providers will be required to answer • Confirm you are able to meet the critical time visit (this Q will only be included for packages with time critical visits) • For tied bids, it was suggested the ECC will build an overall ranked list using quality scores overall ranked list (i.e. one LAH only. This will be refreshed on a quarterly basis. • Provider list in a ranked order) was SPT will use the overall quality ranked list where it to rank the LAH Providers by quality applies w/in the tied bid business rules and not price. Ranking by quality is a fairer way of awarding in a tied bid w/in the framework and assures the Service User best quality of care
Activity 4 – SPT E-mail Commencement of Care E-mail and Purchase Order (PO)/Awarded Provider Acknowledges/Accepts Offer Provider Feedback Outcome and further ECC Actions • It is preferred that pathfinder is not Pathfinder events will not be posted or scheduled to operational on Saturday, Sunday close on a weekend and bank holidays. ECC does, and Bank Holidays however, reserves the right to operate during working hours as outlined in the LAH contract and may do so during the pathfinder if the need were to arise • Details will be added to the Bidder Guidance • It was confirmed there are no LAH providers will be required to confirm acceptance barriers to accepting/ of packages following receipt of the PO and acknowledging the Commencement confirmation of care email • of Care email via email Details will be added to the Bidder Guidance • An existing issue which could It will be made clear in the Bidder Guidance that impact pathfinder relates to pricing packages will not attract any uplifts therefore the price uplifts not being an option quoted should take this into consideration. • throughout the life of a Service Automatic uplifts will only apply if the price falls below User’s care needs the LAH minimum rate
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