HSC STRATEGIC PROCUREMENT ACTION PLAN – SUMMARY OF TARGETS ANNEX A Targets Actions and Bodies responsible (Indicative) By When How this will be monitored (Indicative) Status Jan 2016 Status Apr 2016 Status June 2016 Status Sept 2016 (PaLS and DoH only) 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 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. Most data gathered and being analysed to inform procurement programme for SCP. Ongoing. Data gathered and draft procurement plan presented to Social Care Procurement Implementation Project Board. Action Largely complete. Ongoing. 2 Develop a transition plan to implement a new joint procurement based model that meets the requirements of the legislative changes. The operating model is to be put in place and 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. Dependent on RPB decision January 2016. Option 3 approved as part of RPB Strategic Initiative – Resource plan and PID to come to April ’16 RPB for approval. PID approved at RPB. Highlight report progress being provided to July RPB. Sept target not due. But reporting and implementation PID and associated Engagement and Procurement Plans presented to SCPIPB (Sept 16). Board members to consider procurement plan and advise any required. Any
the implementation plan initiated. (page 24) Quarterly reporting to RPB by BSO PaLS on etenders have both been initiated. Now ongoing. significant changes to be considered by RPB in January 2016 if necessary. 3 [Collaboration] Continue to support delivery of agreed NI public sector-wide collaborative procurement arrangements (page 26) All ALBs BSO PaLS to coordinate BSO PaLS to write comply or explain letters Ongoing BSO PaLS Comply or explain letters Latest update being prepared for Mr Pengelly. setting out collaborative procurement arrangements presented to RPB. Further update on collaborative procurement due to Permanent Secretary April 2016 Collaboration continues. Protocol for reporting with internal HSC collaboration to be discussed at July 2016 RPB. Protocol agreed and in place. 4 [Collaboration] The impact on SMEs should be formally incorporated into collaboration considerations and relevant procurement documentation (page 26) BSO PaLS by 2016 BSO PaLS to report to first RPB following March 2016 Complete – this 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: Complete Complete
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 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. Complete. Annual update to be provided to RPB in each year. Complete 6 [Collaboration] Work with 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 16-17. Continence Service proposal developed for SHSCT. WHSCT service go-live 1st August 2016. service to go-live following delay in hand over of building. WHSCT extended CECS now operational. Discussions on arrangements for NHSCT and SHSCT supply chains to be initiated. Arrangements in place to report on
procurements where this is against the advice of a CoPE. (page 27) procurement collaboration anomalies to RPB. 7 To further refine and develop social clauses for integration in public procurement contracts for supplies, services and construction, in order to achieve pfg commitments (page 28) BSO PaLS (lead/monitor) CPD-HP (lead/monitor) HSCB/PHA (lead) ALBs (contribute) By March 2016 (changed to “ongoing” July 2016) BSO PaLS engaging with Buy Social team at SIB and are agreeing a number of service contracts for further work. No suitable contracts identified as yet. Action will remain open until new clauses can be tested via tender competition. Will rely on decisions by procurement board in summer 2016 Work with SIB continues. BSO PaLS also supporting SBRI initiatives within Health Should be reported as ongoing since Buy Social agenda has been set by NIPB . SIB providing training to all PaLS senior procurement staff in October 2016 to help identify opportunities for inclusion. 8 Embed the use of social clauses in public procurement contracts including consideration of “looked after children”(page 28) All Trusts (participate) BSO PaLS (lead/monitor) CPD-HP (lead/monitor) By March 2018. Not due. CPD HP have revised model contracts and are looking to incorporate construction model in new contracts to PGN has issued from CPD and from DoH and construction element is now being mainstreamed as part of that.
which it applies and DoH Investment Directorate has passed on latest CPD advice on this initiative to Trusts. Investment Directorate represent DoH on Buy Social group with SIB and CPD. PaLS continue to look for buy social pilot opportunities within the PGN definition. PaLS advised to look deliverable in terms of one or more buy social pilots in services within timescale 9 All Service and maintenance contracts to be procured under the influence of a CoPE, documented within an SLA, as and when they fall due for renewal, and in accordance with extant guidance (page 30) All Trusts BSO PaLS to monitor Ongoing BSO PaLS monitoring of delegation will be reported annually to RPB, or in case of problems, BSO PaLS recruitment of team underway. SLAs agreed with 5 of 6 Trusts. All Trusts now signed up to Service and Maintenance Contracts Service. Service and Maintenance Contracts Team Procurement programme agreed and progressing to plan. All Trusts participating in programme. Guidance and training provided to Estates No change
more frequently. established and now operational. Work programme proposed to Trusts for approval. Departments as appropriate. 10 The opportunities for 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. Underway through new SMC Team. No change 11 PaLS to develop tailored and proportionate guidance on contract management and BSO PaLS By December 2015 Issue of guidance Guidance prepared by BSO PaLS Complete - Short-form guidance on contract management issued to all Complete Complete
disseminate to HSC organisations (page 32) [CPD HP customers already have construction professionals who should not need guidance] 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, CPD-HP By 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 Trust Procurement Boards Complete –all acute Trusts engaged regarding operation of a local contracts prioritisation programme. Regional Contracting Programme agreed at RPB in January 2016. Complete CPD HP confirmed that they have visibility of works and design services procurements through monthly capital profiling reporting. Complete 13 DHSSPS ALBs to develop proportionate processes to manage contracts to ensure All ALBs Ongoing ALBs to report to RPB on these arrangements Short guidance for HSC based on CPD PGN issued to HSC No Change Southern Trust notes insufficient capacity to No Change
procurement with BSO PaLS and DHSSPS to assist focusing resources on areas of greatest risk (page 35) to December 2016) pending new PGN on DACs. for HSC in draft form, key issues to be consulted upon with HSC stakeholders. 17 Establish arrangements for sharing of capital plans (page 37) ALBS to share with BSO PaLS December 2015 BSO PaLS to report to RPB on timeliness annually starting with first RPB of new financial year. HSC organisations engaging with PaLS. Request for of capital equipment plans for 16/17 issued 6th April 2016. Complete and moved to ongoing as next steps will simply be about refinement. No change. Additional frameworks put in place by PaLS to support procurement of low value capital equipment which enable aggregated mini-competitions to be conducted. 18 Renew Clinical networks with a view to including procurement matters and formal input on capital procurements (page 37) HSCB March 2016 HSCB to report to RPB by 2016. Not monitored Project underway through Graduate Trainee to consider use of networks. Details of current networks provided by HSCB. PaLS have established a Project completed by Graduate Trainee. Presentation of findings to be made to RPB.
specific Anaesthetic Products network and are engaging. 19 DHSSPS ALBs to comply with Estates Procurement Manual for all construction procurement (page 37) All ALBs with a construction delegation Ongoing Completed annual EPPR report with HP signoff No change One relevant ALB late, delaying composite to DoH. No change. 20 Review arrangement for pharmaceutical procurement governance, oversight and delivery (page 38) DHSSPS to set in place a review by June 2016. Review to conclude by March 2017. By March 2017 DHSSPS to report to RPB Discussions have commenced with key stakeholders Review underway. Review underway. However, DoH managing staff changes. 21 Implement new structures where appropriate (page 38) All October 2017 PaLS to report to RPB meetings during 2016 once 20 is complete Not Due Not due Not due 22 Agree training programme and delivery arrangements for appropriate DHSSPS ALB staff (page 40) All ALBs December 2015 PaLS to report to RPB in January 2016 Training to be developed for tender evaluation and contract management on work undertaken by CPD in these PaLS have engaged with training provider for Event to be arranged for June 2016. Further training to be No progress, though 3 Trusts do report some instances of training having been delivered. Pilot training arranged for WHSCT for October and November. Further training to be arranged following feedback on pilots.
areas. Programme to be developed. delivered through the year. 23 Consider how best to maximise the benefits available from procurement by identifying lead officer(s) to work with CoPEs to secure savings and provide focus for procurement matters within the organisation (page 40) All ALBs 2016 PaLS to report to next RPB meeting following 2016 No progress to report. PHA has identified lead officer; Belfast recruiting; Northern expect to nominate by October 16; no report from Eastern; no nominee from Western; Southern already have lead officer. Lead officers now identified in WHSCT, SHSCT, BHSCT, NIAS and plans in place within NHSCT and SEHSCT. 24 Trusts (excluding NIAS) should engage with PaLS to agree optimum supply chain arrangements to meet their needs, with a view to making effective use of available technology, streamlining supply chains, reducing costs Trusts excluding NIAS March 2017 PaLS to provide quarterly update on progress to RPB Not due extended CECS services go live 2016. extended CECS services now live. Discussions regarding supply chain arrangements with SHSCT and NHSCT to be initiated.
and harmonising service delivery (page 41) Advised to be deliverable within timescale 25 [Effective use of technology] Set Targets for areas 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. Update to ROB July 2016. Targets agreed at January RPB. Thus complete. complete 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. Update paper to ROB July 2016. Timeline may take longer than life of Action Plan. Deep Dive activity completed for 4 Trusts and resource identified to mainstream deep dive service. Buying Better Project initiated to extend catalogue coverage. SCP project underway. Benchmarking work underway with
Engagement with WHSCT and SHSCT regarding usage benchmarking commenced. / WHSCT with savings identified. 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 Will be reported as part of individual project updates. KPIs to be discussed at autumn RPB. No change 28 DHSSPS ALBs should work with PaLS and CDP-HP to seek to improve access to procurement opportunities for SMEs and SEEs by avoiding unnecessarily complex specifications and adopting a proportionate approach to requirements placed on contractors (page 44) All ALBs Ongoing In BSO PaLS requires consideration of opportunities for SMEs through its tender strategies. See action 4 BSO PaLS requires consideration of opportunities for SMEs through its tender strategies. Arrangements in place to ensure consideration takes place.
29 PaLS and CPD-HP should continue to work with CPD core and other CoPEs to standardise documentation and ensure consistency of approach where possible/appropriate (page 44) BSO PaLS & CPD-HP Ongoing Reporting to RPB in autumn of each year. BSO PaLS already well engaged with CPD to this end and are an extensive user of systems and have been active in encouraging to common approaches. PaLS continues to engage with CPD on standardisation of documentation and use of eTendersNI system. PaLS continues to engage with CPD on standardisation of documentation and use of eTendersNI system. PaLS continues to engage with CPD on standardisation of documentation and use of eTendersNI system. 30 HSC organisations should make the fullest possible use of the newly implemented business systems and work collaboratively with BSO Shared Services to improve prompt payment performance (page 44) All ALBs Ongoing Existing reporting to DHSSPS Not monitored No exceptions reported Not monitored 31 PaLS and CPD-HP should continue to work with CPD and enterprise agencies to remove barriers to tendering by engaging with prospective tenderers as a Targets to be suggested to RPB by BSO PaLS, with HP input, by 19 January meeting. Ongoing Minutes of 19 January meeting. BSO PaLS have committed to two events in March 2016: Derry Meet the Buyer Targeting attendance at a minimum of 4 events in 16/17. BSO Director of Operations Two events attended so far in 16/17. Procurex Ireland and Armagh Council PaLS attending event in Cork in November.
minimum though “Meet the Buyer” events. Targets for engagement to be set by the HSC Regional Procurement Board.(page 44) Agenda NI speaking at Procurex Ireland with BSO PaLS staff in attendance. CPD HP advise that they continue to attend meet the buyer events through the year.