NEL DOMICILIARY CARE SERVICES
ITT Question & Answer and Amendment Matrix
AMENDMENTS
Number
1
Date
29.12.14
Section
PQQ Part 2 – Technical Resources &
References
Amendment
Question 2.11 should read “Please provide details of ALL Default
Notices issued by Authorities for contracts listed in 2.10 above using
an additional sheet of paper if necessary” and not refer back to
question 2.8.
BIDDER EVENT: QUESTIONS AND RESPONSES
Number
1
Date
27.11.14
Question raised
Commissioner Response
I think the most obvious one was the
fixed hourly rate as in the past we have
been asked to put the best price forward
so how do you intend to do that? Do you
fix the price and tell us what it is going to
be?
In the first part of the tender process, in the PQQ, there are two
questions relating to finance. The first one is if you feel that you can
deliver the service within a particular range which is written as £10.50
to £11.88 and a supplementary question asking you where within that
bracket, within a 50p range, you would see your organisation fitting. So
you have an independent opportunity to put forward where you see
yourself. That will be then considered by the commissioners and then
in the second part, in the ITT, we will issue a single fixed price, which is
day/night/weekend for consistency and as we’ve mentioned previously,
across all lead providers and approved.
2
27.11.14
So you offer us a range and we then pitch
ourselves within that range?
In the first part, in the PQQ, yes you will do that and then in the ITT a
single price will be issued as part of the tender process.
3
27.11.14
So you can go 50p over or 50p under?
No, it has to be within the range of between £10.50 to £11.88 – you can
choose any 50p range within that bracket and say as an organisation we
sit within that 50p range within that wider bracket.
4
27.11.14
With regards to the 9,500 hours, my
concern is, and I appreciate in the tender
it says don’t rely on these figures, but
going back 4 years when the initial 5
tenders were issued within North East
Lincolnshire it was some 13,000 care
hours and now we are down to 9,500.
My concern is that with the cut backs
we’ve got, and will probably continue to
see over the next few years, how does
the CCG see their commissioned hours
going over the next 3 to 5 years because
we’re going to be budgeting now and its
important to know if the hours are going
to drop?
This is something that we have been incredibly conscious of and we
know that we got this wrong 4/5 years ago whenever we did it. It was
an honest mistake but it was a mistake and the issue of volume has
been a recurrent one through the management of existing contracts.
We have listened to the issue on volume which is one of the reasons
which we are trying to go down to 3 lead providers to offer a greater
volume in terms of greater sustainability. The hours we displayed on
there are the hours we are currently commissioning and currently
paying for so you can have some assurance in that. The issue has always
been the kind of residual number of hours that have been retained
within the approved providers that haven’t gone to the lead providers
as we expected. We are hoping that through this procurement exercise
a lot of those issues will be ironed out. Especially at the moment we
have some residual contracts with approved providers that are way
above the hourly rate of our leads. This exercise will sort that out. So I
suppose that one scenario would be that if an approved provider does
get through the PQQ and ITT stage but doesn’t win one of the 3 areas,
they will have a decision to make whether to continue to operate but to
come in with that hourly rate or to hand that work over to one of our
lead provider agencies. Plus, there will be a lot stricter monitoring of
new care packages agreed. All new care packages agreed will be
directed towards our lead providers and we envisage that they will take
up an increasing percentage (up to 100% over the life of the contract) of
all state funded care packages. I suppose in essence what I’m saying
here is that the work left over here that won’t be with the lead
providers will be mainly the self-funding market. I can’t give you a cast
iron guarantee because of flexing up and flexing down with reviewing of
care packages etc and other changes within the care sector, but I can
give some assurance that that it is a real figure in terms of current hours
being commissioned and the demographics speak for themselves and
you can extrapolate what you will from that.
5
27.11.14
Do you see over the next 3 to 5 years
though further shrinkage in the amount
of hours within those cut backs, as
obviously its gone from 13,000 down to
9,500?
No, we have gone through a pretty hefty reviewing process now in
terms of existing care packages. We don’t think that existing care
packages will shrink and in terms of demographics there’s clearly lots of
demand in the pipeline. It’s incredibly difficult for us as commissioners
(I know you won’t feel particularly sorry for us) but we are trying to
balance these challenges. Our budget is fixed – its not variable. We
have to come in within a fixed budget so clearly we’ve designed the
process that’s been laid out for you with that in mind.
6
27.11.14
So what you’re saying is, now you’re
going from 5 lead providers to 3, so
obviously it will be the bigger providers
that stand more chance of getting
anywhere with the tender because they
haven’t got the facilities, staffing issues,
whatever?
No, we don’t think that is the case. That is not how the tender has been
designed. Everyone has got an equal chance in this. We envisage that
if there is a transition between one provider to another as a result of
this exercise, then most of those issues will be dealt with by TUPE
transfer.
7
27.11.14
What about the last procurement session
that we dealt with when we went to 5.
One area was taken off and it was given
to a specific company and we were told
that it was because it was a trial. Is that
likely to happen again?
No, I can’t speak for what happened in the previous tender as I wasn’t
here at the time. We have set out really clearly how we intend to run
the exercise and the outcome it will deliver will be 3 lead providers for
the area.
8
27.11.14
With regards to the hourly rate, will there We have stated in one of the documents that any uplift during the
be an increase with inflation on a yearly contract term will be at the discretion of the commissioner so that will
basis or will that be set in the contract?
be part of the annual process and discussion and ongoing dialogue that
we currently enjoy with our lead providers.
9
27.11.14
Any idea on how many approved
providers you will be looking for?
No, we are going to wait and see what the process delivers to us in the
tender stage. Originally we had some numbers flying around as to how
many we would like, but the project group decided that when it comes
to the tender process it will be the 3 highest for the lead providers and
then other providers meeting the minimum requirements (we will be
setting a benchmark for minimum requirements) and who achieves
over and above that will be asked if they would like to be included as an
approved provider.
10
27.11.14
Have you set a timeline yet for when you
do get into transfers etc. as at the last
one, it was set but changed because it
wasn’t working – is that yet set in stone?
We tried to map through the different scenarios and it depends on
ultimately who comes out successful from the process and that’s why
we’ve given ourselves, we’ve built ourselves in a pretty hefty 6 month
transitional period, but it all depends on the outcome of the exercise on
how we will manage that.
11
27.11.14
So it could change?
I think the overall quantum in terms of the timescales that we’ve put
forward won’t change –that’s the timescales that we want to do it in. It
might be shorter depending on who is successful.
12
27.11.14
Just to go back on that last point about No. What we have said is that you can certainly bid for all 3 but in the
numbers, can a single provider bid for all tender process you will have to put them in an order of preference but
3 and win all 3?
we are only intending to award one geographical area to one individual
provider. We definitely want 3 different organisations as Leads. It is
one of things that we wrestled with, but in terms of making sure that in
the event of a catastrophic provider failure that we had other providers
capable in terms of volume in the area to pick up the work and we felt
that 3 was the right number in terms of the balance.
13
27.11.14
Can I go back to the lady’s point earlier I have got initial TUPE information. I didn’t feel it was appropriate to
about TUPE – have you requested the send it out at the pre-qualification stage but it will be going out with the
TUPE data and when will it be available?
invitation to tender.
14
27.11.14
Do the service users have any choice as to Again this is a question we wrestled with and looked into the best
who they use as a provider or is it clearly practice of the personalisation drive across the country and I think what
down to you?
we are coming to is a definition within North East Lincolnshire that
choice and control doesn’t mean choice of provider.
15
27.11.14
So what will be left for approved They will be free to operate within the self-funding market. People that
providers?
have got a particular reason why they wouldn’t want to go with our
lead provider, could be personal reason or relationship reason, will be
looked at individually - it will be the exception rather than the norm.
We are really concentrating on volume through this tender if I’m honest
and that’s had to take precedent in terms of the overall affordability.
16
27.11.14
I noticed in the documentation about
sub-contracting. As currently one of the
lead providers we are sub-contracting at
the moment and it’s working quite well.
Are we allowed to enter into agreements
with current approved providers for the
tender?
Sub-contracting is entirely up to you and we won’t be scoring that one
way or another – it is not a scored question we won’t say you use them
so we will score you down. Its just for information, so you are free to
join consortiums, use sub-contractors as you wish to deliver the spec.
17
27.11.14
So there will be no weighting?
No. As long as you demonstrate that whatever we ask for in the spec
can be delivered by yourself and/or the subcontractor that’s fine.
18
27.11.14
Do the sub-contractors have to go No.
through this system as well?
19
27.11.14
So they can sub-contract to anybody We had this discussion the other day. We would prefer it through an
that’s not on the approved list?
approved obviously, but we can’t determine who you are going to use
and that they should go through a process as well. Subcontracting will
be whoever you deem fit. Obviously regulated by CQC, etc. etc.
20
27.11.14
If the lead provider can sub-contract to
other providers can they be part of the
tender process? If you are going to bid
for a lead provider you need to start to
talk to other organisations that could
potentially subcontract to you as lead
provider and also be part of the tender
process.
It sounds a little bit like a consortium. A consortium is obviously
different to a sub-contract. If a consortium you won’t be able to bid
individually as well as in the consortium. However, if you are
subcontracting a company we can’t stop your potential sub-contractor
bidding, legally or otherwise. We would have to be careful that
collusion doesn’t crop up as an issue, but generally with sub-contracts
they can bid on their own as well. We are all for alliances in contracting
if you’re working together to deliver within what is available.
21
27.11.14
With the new geography in terms of
those you’ve set, is there going to be a
requirement for providers to have
premises within that zone?
We would want a local office within North East Lincolnshire but it
doesn’t necessarily have to be within your locality area. I would add the
word “visible” to that - it needs to be a visible centre to your
operations.
22
27.11.14
Going back to your question on £10.50 to Yes, the first question within the PQQ is are you able to operate within
£11.88 – is that a pass or fail?
that price range which is a pass/fail question.
23
27.11.14
So if we all say no, is there a
renegotiation on price?
We would obviously have to take that away and understand what the
market is telling us.
24.
27.11.14
Call monitoring systems – will we have to
use a specific system to one you’re asking
or can we use any? Will you be invoicing
from that?
We are hoping to in the future but it’s in development. If you’ve got an
existing ECM, then that’s ok for the time being. We have set out in the
specification what your ECM has to deliver but it can be any type of
ECM that you have or want to invest in. It has to be certain outcomes
that are laid out in the specification.
25
27.11.14
But you’re looking at putting some
system in so obviously those who have
got existing ECMs will have to change will
they?
26
27.11.14
Do the hours for each locality area Yes, the hours mentioned in the presentation are for both adult social
include Continuing Healthcare hours?
care funded and Continuing Healthcare package hours. Just to
reiterate, the figures given are best estimates only and are not
guaranteed and therefore should not be relied upon.
In the future, an ideal world would be that everyone operates the same
system that talks directly to our invoicing systems. We don’t envisage
that we will be surprising you with it within the life of the contract and
say you must now have this. Existing systems will suffice for the life of
the contract.
PQQ QUESTIONS AND RESPONSES
Number
1
Date
01.12.14
2
02.12.14
3
03.12.14
Question raised
Commissioner Response
Can you please explain what you mean
by the Authorised Person - is this the
point of contact for the PQQ submission
or who will sign the contract
Is billing on a minute-by-minute basis or
banded. If banded, can you confirm the
bands to be used eg 15 minutes
Will the time taken for journeys between
visits be paid at the final agreed fixed
rate which will be determined through
the procurement process? If not, can you
explain
the
following
statement
'remuneration sufficient to comply with
minimum wage legislation including time
spent travelling between appointments'.
The authorised person can be anyone who has authority to represent
the organisation, not necessarily the person who will sign the contract if
successful.
Billing is in 15 minute blocks, as long as it is within the contractual
hours.
The commissioner expectation is that the provider will remunerate its
staff fairly in line with the principles set out in the Burstow Report and
the UK Home Care Association. The Commissioner will seek
confirmation through the tender process that the provider has built
travel costs into its business model and intends to remunerate staff for
time spent travelling between calls in line with the national minimum
wage. The provider will need to build these costs into its overall
operating model and reflect this in the price it submits to the
commissioner in the PQQ process.
4
04.12.14
5
04.12.14
6
09.12.14
7
09.12.14
Do you require a copy of confirmation of
insurance or a copy of the actual policy
itself?
A travel time payment was mentioned in
the bidder's day slides. Please can you
provide more information on how this
will work under this contract? Would this
be in addition to the fixed hourly rate?
A scanned copy of the relevant insurance certificate(s) will suffice.
As the equality impact assessment was
removed in April 2011 when the single
equality duty was introduced. Is it
appropriate instead to satisfy question
4.2 by demonstrating “due regard” in
accordance with current legislation in
avoiding
discrimination,
promoting
equality of opportunity for protected
groups when making policy decisions?
Will the hourly rate be paid for both
contact & travelling time?
NELCCG are required to take account of the differing needs of people
with protected characteristics under the Public Sector Equality Duty. To
ensure CCG Providers meet this requirement it is a contracted
requirement for them to undertake Equality Impact assessments in
order to provide the CCG with relevant assurance.
The commissioner expectation is that the provider will remunerate its
staff fairly in line with the principles set out in the Burstow Report and
the UK Home Care Association. The Commissioner will seek
confirmation through the tender process that the provider has built
travel costs into its business model and intends to remunerate staff for
time spent travelling between calls in line with the national minimum
wage. The provider will need to build these costs into its overall
operating model and reflect this in the price it submits to the
commissioner in the PQQ process.
No. The commissioner expectation is that the provider will remunerate
its staff fairly in line with the principles set out in the Burstow Report
and the UK Home Care Association. The Commissioner will seek
confirmation through the tender process that the provider has built
travel costs into its business model and intends to remunerate staff for
time spent travelling between calls in line with the national minimum
wage. The provider will need to build these costs into its overall
operating model and reflect this in the price it submits to the
commissioner in the PQQ process.
We would like to take this opportunity to remind providers that
“payment for travel time” is a requirement of regulation 15(2b) of the
National Minimum Wage Regulations 1999. The Department for
Business Innovation and Skills provides guidance based on the
regulations on the gov.uk website which sets out what counts as
working time when calculating national minimum wage. This guidance
says that for all types of work, working time includes ‘travelling from
one work assignment to another’
8
09.12.14
9
09.12.14
10
09.12.14
11
09.12.14
12
09.12.14
13
09.12.14
Will ECM be used to pay actual visit times We do not intend to move to ECM driven “per minute” invoicing.
or contracted times i.e 28 mins or 34
mins for example on a contracted 30
minute visit
What are the geographic boundaries of As stated in the MOI, please refer to the Service Specification at Annex
the new areas?
A for additional information, which includes a map of the geographical
areas.
Are the hours stated in the MOI actual The hours stated in the MOI are current commissioned hours for those
paid for hours or the number of areas.
theoretical hours if all hours on all
packages were fulfilled?
Please
confirm
NHS
pensions The CCG is unable to provide advice on TUPE transfers. Bidders are
arrangements will not apply to TUPE advised to form their own view on whether TUPE applies, obtaining
transfer of non NHS staff?
their own legal advice as necessary throughout the process.
Will the local authority make it a We do not intend to introduce this as a condition however we will
condition of any contract that service encourage service users to allow providers to use land lines where their
users must allow the use of home systems require it. Individual providers will also be required to use their
telephones for the purpose of executing own mechanisms to maximise uptake of ECM.
ECM?
Will the local authority provide a A full transcript was published following the event and can be found at
transcript of the provider / bidder http://www.northeastlincolnshireccg.nhs.uk/e-
14
10.12.14
15
10.12.14
16
10.12.14
17
10.12.14
18
11.12.14
19
18.12.14
20
18.12.14
meeting held on 27 November 2014.
procurement/domiciliary-care-service/
Are there any word limits to any of the
questions asked?
Is the maximum monthly allocation of
750 hours for just checking for each area
or is this across the whole of North East
Lincolnshire?
Are we able to use the NELCCG as one of
our three referees if we have a current
contract with you?
No, there are no word limits set for any of the questions in the PQQ.
How did the NELCCG arrive at the price
range of £10.50 -£11.88 bearing in mind
that the UKHCA published a minimum
price for homecare of £15.74 per hour
taking into account minimum wage and
other obligations to provide a quality
service?
Eligibility to Submit Tender - Does this
document need returning prior to the
return of the submission? If so can it be
emailed or posted.
Can a direct payment customer be used
as a referee?
Is it possible to hand deliver completed
PQQ's (memory stick and paper copies of
This is a maximum monthly allocation per geographical area.
We appreciate that some providers’ current services may be
predominantly with NELCCG and as such, the referee may be an
NELCCG employee and this will be allowed. However, bidders should be
aware that if the named referee is directly involved in the procurement
or evaluation process, they will have to decline. Bidders will need to
check with the referee beforehand. Bidders are advised that our
partner organisations may also act as referees.
North East Lincolnshire CCG has an on-going challenging budget with
which to purchase Care at Home services and has taken various sources
of information into account, both National guidance and the Local
economic environment including the offering of a single rate and
increase in volumes to providers.
No. Annex I – Eligibility to Submit Tender needs to be printed, signed
and dated and returned with the other signed Annexes, along with the
PQQ (via post) on or before the published deadline.
In order for providers to demonstrate suitability for this type and size of
contract, as stated, referees should be organisations.
Yes, hand delivered submissions will be accepted as long as the
conditions set out in the published MOI are met.
21
19.12.14
22
19.12.14
23
22.12.14
24
23.12.14
25
23.12.14
26
23.12.14
appendices) to NELCCG at Athena?
On question 2.15 under the column
entitled Tender Price - do you want the
hourly rate that was bid on the successful
tender?
On question 2.15 under the column
entitled Value to Date - do you require
the value to date from day one of the
contract until now or will the current
Annual value suffice?
What training would you expect to be
delivered as safety training as described
in question 5.5?
The ability to use individuals as referees
from NELCCG is restricted (see PQQ Q&A
matrix question 16) and we are not able
to ask individuals who use our services
through direct payment as referees (see
PQQ Q&A matrix question 19) therefore
we feel that this question poses
difficulties for local providers to meet.
Could we ask that you review the
expectation regarding this question?
No, the tender price should be the total contract value, not the hourly
rate.
Yes, the value should be the total value from the start of the contract to
the date you input the figure, not the current annual value.
It is up to bidders to determine which aspects of their proposed
Domiciliary Care service requires safety training in relation to H&S and
describe appropriately.
As explained in the response to question 16, an individual directly
involved in the procurement process will not be able to give a reference
to a bidder. However an individual not involved in the procurement
may be approached to provide a reference on behalf of NEL CCG.
Bidders can use a suitable organisation that they work with, regardless
of whether there is a direct contract in place. This could be as a
partnership, group, consortium etc. Due to the varying and wide range
of agreements that may be in place, bidders need to assess who they
deem appropriate to act as referees.
As answered in question 19, due to the size and nature of the contract,
references from individuals receiving direct payments are not
appropriate.
On question 2.15, can you please explain As previously explained at Question 21 dated 19.12.14, the tender price
what you mean by the tender price?
should be the total contract value (not the hourly rate).
On question 2.15, would the project Yes, the Project Manager would be the commissioner or any nominated
27
23.12.14
manager be the commissioner, or
contract manager?
I can find no reference to domiciliary care
in the IG Toolkit is this a requirement for
this tender? If so, please advise as to the
correct organisation “type”.
person within the organisation who is willing and able to provide a
reference for you.
Yes, completion of the IG Toolkit will be essential for successful
bidders. Full details of the requirements can be found at
https://nww.igt.hscic.gov.uk/ where if not already registered, you can
register. The IG Toolkit assessments must be completed and published
by all bodies that process personal confidential data of citizens who
access health and adult social care services and therefore does include
domiciliary care providers. Upon registering providers should be asked
the nature of their business and then the system will allocate an
appropriate type, if not, providers will have to speak to the IGT
helpdesk.
ITT QUESTIONS AND RESPONSES
Number
Date
Question raised
Commissioner Response
1
26.01.15
Please can you clarify the three Lot areas Having reviewed the map the key is at the bottom of the map for the 3
geographical boundaries as the map does areas and the areas are outlined in thick coloured pen in the
not make it clear where they are.
appropriate colour. Each existing area is clearly labelled as well (i.e.
Heneage, East Marsh etc.)
Map of Domiciliary
Care Locality Areas NEL.docx
2
26.01.15
3
30.01.15
Please can you advise the Actual number Unfortunately we are unable to provide the Actual number of hours
of hours delivered in each area over the over the last five years. These are new geographical areas to be
last five years.
created and not existing areas so the information is not available. As
stated in the tender questionnaire, we have given the approximate
number of commissioned hours per week for the new geographical
areas for you to use as a guide.
What arrangements are being made for Initial TUPE information was provided within the tender documents at
the sending
information?
4
30.01.15
5
30.01.15
6
30.01.15
out
of
the
TUPOE Annex F of the MOI. As mentioned within the MOI, this information
was provided in good faith by existing lead providers at the time of
writing the MOI and NELCCG cannot be held liable for the accuracy of
the data. It is the responsibility of bidders to seek their own legal
advice and validate the data for themselves at the appropriate time.
Is it North East Lincolnshire Council's No, as discussed at the bidder event back in November, all existing
intention
that
current
approved state funded placements will be transferred across to the new 3 lead
providers will retain their existing work? providers following successful award of contract. The CCG and Focus
Social Care will support individuals in their transfer. In the earlier Q&A
from the bidder event it was explained that lead providers will have an
increasing percentage of the market (up to 100% over the life of the
contract).
Part two carries the weighting 'X4' but The scoring of tenders is somewhat complex and difficult to explain.
within Part 2 itself questions 2.9 and 2.10 However, no those two questions do not carry a ‘x14’ weighting as you
are also noted as carrying a 'x4' think. Question weightings are calculated first and each section then
weighting. Does this mean that these two receives a score. This score is then carried forward to the score sheet
questions carry a 'x14' weighting?
and converted to an overall percentage. The percentages then become
the final score with applicable section weightings (i.e. a section with 5
questions, 2 of which are weighted by 4 gives a maximum score
available for that section of 110 points. If someone scored 5 in 3 of the
questions and 8 in the 2 weighted questions they would achieve a score
of 79. This 79 would be carried forward for the section and would be
converted to a percentage of 72%. The 72 would then become the final
score, but weighted by 4 giving a total of 288 for that provider, which is
then added to all other section scores. This is a proven method of
scoring to ensure the process is fair.
Question 5.2 - Can you please expand on The question you are referring to is Question 5.3 not 5.2. We are
what you mean by "giving examples of looking for examples of where bidders have identified national/local
systematic improvements which have changes to policy and embedded them into their service. Additionally
been previously implemented"?
examples of where other quality improvements have been
implemented within the service that have resulted in changes to
The 2015/16 Standard NHS Contract is
not yet available through the link
provided. The standard 2014/15 NHS
contract does not provide specific
information and allows the NELCCG to fill
in specific details. These details may be
important to the tender process. In view
of this please will you let us have a copy
of the specific proposed contract.
What percentage of available hours will
be contracted to go to lead providers?
Over the last three years over 15% of
hours have been allocated outside the
lead provider network. Will the contract
specify that the lead provider will get all
hours within their designated area?
processes/systems.
Yes you are correct, the 2015/16 contract is not yet published which is
the one will be using. We are unable to provide any other contract
details at this stage as the contract will be tailored for the service and
will be worked up with successful bidders at the time of contract
award. All performance and quality requirements will be pulled from
the specification which you already have. The general terms and
conditions will be very similar to the 14/15, but the DoH will publish the
amendments separately once the contract has been published.
7
30.01.15
8
30.01.15
9
30.01.15
Please will you tell us the total hours of
Domiciliary Care purchased by NELC for
each of the last five years? These figures
should be prepared on the same basis as
the estimate of 9,500 hours per week for
August 2014.
10
30.01.15
Please will you provide us with projected This data is not available. However the hours stated in the
figures for annual domiciliary care hours documentation are a reasonable guide to future commissioned hours.
to be purchased by NELC for each year of:
the year to March 2015; the year to
March 2016; the year to March 2017 and
As previously discussed in the bidder event and the subsequent Q&A, it
is envisaged that 100% of state funded packages will be contracted to
the 3 lead providers over the course of the contract. Obviously there is
no guarantee as there may be times that lead providers (for whatever
reason) are unable to service the package. Packages that are not
accepted by the Lead Providers will be recorded, monitored and
discussed with the relevant Provider as part of the performance
reviews.
We do not have this data available in such a simple format. Of course
we know the total quantum for each year but as current providers all
operate on different unit costs and we also have to take into account
CHC funded hours, there is no simple way of providing a definitive list
of commissioned hours. The information contained in the tender
documentation is as accurate as is currently available.
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the year to March 2018? These figures
should be prepared on the same basis as
the estimate of 9,500 hours per week for
August 2014.
How many hours of domiciliary care work
did you pay for in Sidney Sussex ward in
August 2014?
How many hours of Domiciliary Care per
week did you pay for in Sidney Sussex
ward over the most recent six months for
which you have figures available?
MOI 5.2 states that the contract will
initially be set from 1st June 2015 to 31st
May 2018. This appears to mean that the
new lead providers will not get any work
during the first six months of the contract
as the existing lead providers are already
contracted to do this work until 30th
November 2015; hence the actual
contract duration will be two and a half
years (i.e from 1st December 2015 to 31st
May 2018). Is this interpretation correct?
States "NELCCG will authorise invoices
within 28 working days of receipt of a
valid invoice; the invoice will not be
considered valid if it is produced in
advance of the time period it relates to".
This does not specify when invoices will
actually be paid. When will invoices
ASC commissioned hours indicate approximately 1080 hours (week
data 270 hours x 4)
This data is not available
The contract will be for 3 years from whatever date we are able to
agree as the commencement date. There will also be provision to
extend for 2 further years so long as the provider and commissioner
agree that this is desirable.
We have allowed for a 6 month transition period to ensure we have
sufficient time to sensitively manage process. The timing and
sequencing of contract transition will depend on which providers are
successful and on the discussion and negotiation between outgoing and
incumbent providers. We will attempt to secure a mutually agreeable
date during the transition period so that staff and service users enjoy a
smooth transition.
As set out in 5.6 of the MOI “Payment Mechanism”, payment to
provider(s) will be 4-weekly in arrears on production of invoices and
activity/performance information.
Payment runs are processed Monday to Thursday and from the
payment being processed by the Council the banking system can take
up to 5 working days for the monies to show in the bank (normally
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actually be paid? As the contract is shows in the bank within 3 working days).
specifically 24/7, can we interpret a
working day as an actual day, or is it
Monday to Friday excluding Bank
Holidays?
The current credit period is no more than Awaiting response.
15 working days after receipt of a valid
invoice. If a working day is defined as
Monday to Friday, excluding Bank
Holidays, then you are now asking for a
credit period which is nearly three weeks
longer than the current credit period.
This additional three weeks credit is on
the assumption that invoices are paid
immediately after authorisation. If there
is a delay between authorisation and
payment then the situation is worse for
lead providers. A three week additional
credit period is an increase in working
capital requirements for each lead
provider of approximately £100.000. If
every day is defined as a working day, in
line with the rest of the contract, then
you are asking for an additional weeks
credit which equates to a Working Capital
Increase of c£35,000. The current
contract stated that weekly payments
should be achievable when ECM was
introduced. In view of this, why are you
now asking for a longer credit period?
Previous answer in PQQ question / We do not intend to move to ECM driven “per minute” invoicing for the
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answer said that ECM will not be used to
pay by the minute. The paper
"Domiciliary Care Financial Information"
states "An Electronic Call Monitoring
System will be mandatory throughout the
contract for lead providers and providers
will be paid according to the time spent
delivering care and support to service
users as per ECM records." What does
this mean? For example: If a 30 minute
call actually takes either 25 or 35
minutes? How will this impact on
payment of invoices.
There is uncertainty regarding the
situation of current staff who straddle
more than one of the new locality areas
for this contract, please could you clarify
who these staff will TUPE across to?
Please could you provide a list of all
organisations who have been invited to
tender allowing organisations to begin to
work together to resolve issues with
TUPE?
life of this contract. Providers will be paid in 15 minute blocks as long as
it is within the commissioned hours. The ECM records will assist the
CCG in monitoring the relative consistency and quality in terms of
performance.
Unfortunately the CCG is not able to give TUPE advice. Bidders will
have to seek their own advice from experts in TUPE law. Once we know
who the successful bidders are we have built in sufficient time for these
details to be ironed out.
Successful bidders will be announced at the appropriate time at the
end of the procurement process, we are not able to advise who has or
hasn’t been invited to tender at this stage. It clearly states in Section
6.1.6 of the ITT MOI that bidders should not be having discussions with
regards to their responses and also in the submission guidance at the
beginning of the ITT questionnaire point 7 that “Applications must be
treated as private and confidential. Applicants must not disclose the
fact that they have applied or release details of the application
documents other than on an ‘in confidence’ basis to those who have a
legitimate need to know or those of the Applicant’s professional
advisors whom they need to consult for the purpose of preparing the
application”. Bidders will have time following award of contract to
resolve any TUPE issues.
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The ITT confirms that there will be a 27%
reduction in commissioned hours per
week. Can confirmation be provided as to
how this will affect the current
workforce, will there be a need to reduce
this by 27% and if there is a need for
redundancies were the costs for this will
be met?
Referring to the TUPE information
provided in Annex E there are some
inconsistencies and missing detail in the
data and a request is made for the
following information:
WOLDS
•Clarification is required on zero hour
contracts as there is a lack of consistency
on the spreadsheet - for example some
information states zero hours then
advises full time.
•Details of the pension scheme and the
employer contribution rates
•There are 3 positions stating Directors
Salary namely the Training Manager,
Registered Manaager and Finance
Officer. As they are showing as Directors
Salary it is assumed this is not part of
TUPE can it be confirmed that this is
correct?
HAVERSTOE
•Details of the pension scheme and the
employer contribution rates.
This statement is incorrect as the ITT does not confirm a 27% reduction
in commissioned hours. The hours provided are existing commissioned
hours and therefore there should be no change to the staffing levels
necessary to deliver the service. The CCG does not envisage providers
having to make any redundancies as a result of this procurement unless
due to individual bidder company restructures.
TUPE information provided as part of the ITT pack was provided in good
faith by current providers at the time of writing the MOI and the CCG
cannot be held liable for the accuracy of the data. In an attempt to
standardise the responses from the lead providers some information
was omitted from the original spread sheet and we now attach all
additional information that was provided, which hopefully answers
some of your queries. I will endeavour to seek further clarification and
will update this response when I have the information to hand.
Updated TUPE annex F will be emailed to all bidders under separate
cover and will not be published on the website for obvious reasons.
UPDATE 26.02.15
Additional Information provided from existing lead providers:
WOLDS
Although staff are on zero contract I have put the amount of hours they
undertake on average over each month and stated if they prefer full
time or part time.
The information you require regarding staff pension. The company
contributes 1%
Updated spread sheet – to be emailed under separate cover.
HAVERSTOE
No additional information received from existing provider.
•There are gaps in the 115 carer staff
information can the remainder of this
information be produced and could the
exact rate individuals are paid and the
mileage rate please be provided?
•There are gaps in the 8 admin staff
information can the remainder of this
information be produced and could the
exact rate individuals are paid and the
mileage rate please be provided?
IMMINGHAM
•Clarification is required on zero hour
contracts as there is a lack of consistency
on the spreadsheet - for example some
information states zero hours then
advises permanent employment.
•Detail on the % of time individuals
spend on this speciifc contract
•There are some gaps in sickness
payment terms and conditions can this
detail be provided?
FIVEWAYS
•Clarification is required on zero hour
contracts as there is a lack of consistency
on the spreadsheet - for example some
information states zero hours then
advises permanent employment.
•Details on the pension scheme and the
employer contribution rates.
•Details on the mileage rate.
•For some staff: Leave states based on
IMMINGHAM
With regard to the point regarding zero hours contracts and permanent
employment: Currently all of our care workers are employed on zero
hours contracts which mean that they work variable hours dependent
on work available and selected availability of the individual care
worker. However, just because they are on zero hours does not mean
that they are temporary employees. All are treated in employment law
as permanent employees, with the same rights and responsibilities as
salaried employees.
Updated spread sheet – to be emailed under separate cover.
FIVEWAYS
The Holiday Year for Standard Allied carers is October to September,
holiday pay is based on 12.07% of Gross Pay worked.
ACE Carers and HICA Carers holiday pay is paid at an average daily rate
based on preceding 12 weeks pay.
The Standard Auto Enrolment Pension applies, 1% Employee
contribution and 1% Employer contribution, if they meet the qualifying
criteria
Updated spread sheet – to be emailed under separate cover.
CENTRAL
+ rates are applied on hourly rates on Saturdays and Sundays. Monday
to Friday rate of pay id £6.50, weekends rate of pay is £7.25 per hour.
Rows 114 / 115 was not applicable as new starters, has now been
amended as per attached spreadsheet.
The pension is via NEST and employer and employee both contribute
1%.
Mileage rate is paid at 20p per mile.
Updated spread sheet – to be emailed under separate cover.
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time served. Can this detail be provided?
•For some staff: Sick pay states as per
contract. Can this detail be provided?
•Detail on the % of time individuals
spend on this specific contract.
CENTRAL
•Clarification is required on zero hour
contracts as there is a lack of consistency
on the spreadsheet - for example
information states zero hours then
advises permanent employment.
•Row 82 SW - detail of pay
•Detail of when the + hourly rates are
applied.
•Two posts do not have the notice period
stated - rows 114 and 115, can the detail
be provided as to why this is not
applicable.
•Details on the pension scheme and the
employer contribution rates.
•Details of the mileage rates paid.
Is it possible to have the postal codes for
each area please in order that we can
clearly establish the boundaries?
In response to Question 4 on 27/11/14
you state that "if an approved provider
does get through the PQQ and ITT stage
but doesn't win one of the three areas,
they will have a decision to make
whether to continue to operate but to
This information is currently being updated and we will let bidders have
it as soon as it becomes available, which unfortunately may not be
before the closing date given the late request.
No. As previously responded on 30.01.15, as discussed at the bidder
event back in November, all existing state funded placements will be
transferred across to the new 3 lead providers following successful
award of contract. The CCG and Focus Social Care will support
individuals in their transfer. In the earlier Q&A from the bidder event it
was explained that lead providers will have an increasing percentage of
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come in with that hourly rate or to hand
that work over to one of the lead
agencies". Does this mean that approved
providers will be able to retain work
indefinitely if they so choose. In which
case, how are you able to give 100% of
the work in any area they are awarded.
To reduce large section repetition are we
able to cross reference amongst answers
within Section B?
the market (up to 100% over the life of the contract).
No, sometimes we ask experts in certain fields to evaluate specific
questions and if that is the case, then they will only receive the
response to the particular question they are evaluating. Therefore if
you refer to Question XX they may not have the response to evaluate
resulting in a negative score.