HSC STRATEGIC PROCUREMENT ACTION PLAN – SUMMARY OF TARGETS Targets Actions and Bodies responsible (Indicative) By When How this will be monitored (Indicative) Status Jan 2016 Status Apr 2016 1 Finalise the identification and classification of the current portfolio of health and social care services affected by the legislation (page 24) All ALBS to gather information. BSO PaLS to gather/coordinate HSCB to address regional issues by December 2015 – and ongoing. Reporting to January 2015 RPB Decision to be taken at January 2016 Procurement Board. Substantially complete – data call made in December 2015 to inform establishment of a procurement plan for social care as one of the products of the PID to be considered at the April 2016 RPB meeting. 2 Develop a transition plan to implement a new procurement based model that meets the requirements of the legislative changes. The operating model is to be put in place and the implementation plan initiated. (page 24) BSO PaLS to produce a plan All ALBs and BSO PaLS to implement BSO PaLS to monitor e tenders rollout in social care by March 2016. by September 2016. Approval of plan by RPB, quarterly reporting by BSO SCPU to RPB during 2016 and beyond. Quarterly reporting to RPB by BSO PaLS on etenders Dependent on RPB decision January 2016. Option 3 approved as part of RPB Strategic Initiative Paper – Resource plan and PID to come to April ’16 RPB for approval. 3 [Collaboration] Continue to support delivery of agreed NI public sector-wide collaborative procurement arrangements (page 26) All ALBs BSO PaLS to coordinate Ongoing BSO PaLS Comply or explain letters Latest update being prepared for Mr Pengelly. Paper setting out collaborative procurement arrangements presented to RPB .
BSO PaLS to comply or explain letters Further update on collaborative procurement due to Permanent Secretary April 2016 4 [Collaboration] The impact on SMEs should be formally incorporated into collaboration considerations and relevant procurement documentation (page 26) BSO PaLS by March 2016 BSO PaLS to report to RPB following March 2016 Complete – this forms part of the BSO PaLS Tender Strategy as well as the tender strategies developed by CPD in respect of cross CoPE collaboration. Complete – sustainability / social clauses requirements incorporated into PaLS tender strategies. Current impact: 74% live contracts with SMEs. 43% live contracts with NI SMEs. 5 [Collaboration] The HSC Regional Procurement Board should develop appropriate measures of collaboration that recognises the different strata at which collaboration takes place and incorporate that into the regular reports which it receives (page 27) BSO PaLS to propose RPB to approve April 2016 Approval by January meeting Reporting by next meeting following April 2016 Paper to RPB in October 2015 set out strata, first report to come to April 2016 RPB. Complete - Report to be tabled at RPB on 14/4/16. 6 [Collaboration] Work with CoPEs to increase levels of procurement and logistics collaboration across DHSSPS ALBs adopting the principle of “comply or explain” including recording justifications for All ALBs BSO PaLS to report compliance to each RPB Ongoing Reporting compliance to RPB. BSO PaLS service to WHSCT to go-live 16-17. Continence Service proposal developed for SHSCT. WHSCT service go-live 1st August 2016.
programme proposed to Trusts for approval. 10 The opportunities for wider collaboration in developing common specifications to be formally considered as part of all new procurements for service and maintenance contracts (page 30) All Trusts HSCB/PHA Ongoing PaLS to confirm progress or otherwise to RPB biannually. The role of the newly established team includes the standardisation of specifications. This will for part of the individual tender strategies and procurements. 11 PaLS to develop tailored and proportionate guidance on contract management and disseminate to HSC organisations (page 32) [CPD HP customers already have construction professionals who should not need guidance] BSO PaLS By December 2015 Issue of guidance Guidance prepared by BSO PaLS Complete - guidance on contract management issued to all HSC organisations. Procurement Manual issued to Heads of Estates as part of new Service and Maintenance Contracts Service. 12 DHSSPS ALBs, in conjunction with PaLS/CPD-HP, to develop a common system/mechanism for agreeing/implementing a contract renewal programme (page 32) All ALBs, BSO PaLS, By March 2016 BSO PaLS to confirm to RPB on behalf of CoPEs at that time, with updates to RPB in the interim. Paper for approval to RPB Jan 16 on regional programme. Trust specific programmes to be agreed through Complete –all acute Trusts engaged regarding operation of a local contracts prioritisation programme. Regional Contracting HP
effective use of available technology, streamlining supply chains, reducing costs and harmonising service delivery (page 41) 25 [Effective use of technology] Set Targets for identified for improvement (page 42) All ALBs to contribute or BSO PaLS bring a proposal to RPB by correspondence September 2016 BSO PaLS to report to RPB Strategic Initiatives Paper incorporating exploitation of new technology as an initiative approved by RPB at January 2016 meeting. Targets incorporated. 26 [Effective use of technology] Implement agreed improvements (page 42) All ALBs September 2016 to March 2018 BSO PaLS to report to RPB eProcurement Support Service through PaLS to go live 16/17. PaLS service offering to HSC includes provision for mainstreaming of Deep Dive analysis. Engagement with WHSCT and SHSCT regarding usage benchmarking commenced. 27 [Effective use of technology] Monitor improvements against targets set (page 42) All ALBs September 2016 onwards BSO PaLS to report to RPB Not due
by engaging with prospective tenderers as a minimum though “Meet the Buyer” events. Targets for engagement to be set by the HSC Regional Procurement Board.(page 44) Derry Meet the Buyer Agenda NI conference. BSO Director of Operations speaking at Procurex Ireland with BSO PaLS staff in attendance.