Social Care Procurement Service – Update on Implementation

1. Social Care Procurement Service – Update on Implementation Peter Wilson, Assistant Director PaLS Orla Donachy, Head of Social Care Procurement 23rd November 2017

2. Development of a Social Care Procurement Service • Up to May 2011 – no procurement involvement – Part B regime • May 2011 – Funding Secured and advice and guidance service established • September 2013 – BSO Prompts DoH on regulatory change • Feb 2015 - Introduction of Public Contract Regulations • Jan 2016 - Regional Procurement Board approves full service • Sept 2016 - SCP Implementation Project Board established

3. SCP - Legislation • EU Public Contracts Directive 2014 • Public Contracts Regulations 2015 - Light Touch Regime (Regulations 74 -77) – • Social and other specific services, Regulation 74 – 77 • Regulations apply to contract values >£589,148 • Procurement process above £589,148 coordinated by PaLS • below this threshold will continue awarded by HSC organisations advised by PaLS

4. BSO PaLS role in the Procurement of Social Care

5. BSO PaLS role in the Procurement of Social Care • Scope • Service types – Residential / Nursing Homes, Domiciliary Care, Supported Living, Lifeline, Fostering and Elective Care • Scale • Spend £600-700m p.a. through 3000+ contracts • Role • Facilitate HSC organisations procurement • HSC organisations determine need and are decision makers • HSC organisations remain the Contracting Authorities resulting from any procured contracts

6. SCP Implementation Project • Commenced September 2016 • Project Sponsor: Liam McIvor, BSO Chief Executive • Project Chair: Sam Waide, BSO Director Operations • Senior User: Fionnuala McAndrew, HSCB Director Social Care & Children (Vice Chair) • Senior Supplier: Peter Wilson, BSO Assistant Director PaLS • Membership: DoH, PHA, HSC Trusts and BSO DLS • Project Manager: Orla Donachy, BSO Head of SCP • PRINCE Methodology applied

7. SCP Implementation Project Deliverables • Governance Structure • Regional Procurement Plan • Resource Deployment Plan • Recruit the Team • Stakeholder Engagement • Premises • Support other HSC Organisations

8. SCP Implementation Project Plan 21/09/17

9. Governance Structure (98%)

10. Regional Procurement Plan (67%) Regional Procurement Plan (High Level):

11. Regional Procurement Plan (67%) Regional Procurement Plan (Detail Level):

12. Resource Deployment Plan (95%)

13. Recruit Team (45%)

14. Stakeholder Engagement Plan • Pre-Engagement - sought Internal HSC Stakeholder support: • SCP Implementation Project Board • Community Services Work Stream of the Adult Social Care Reform Project (TIG) • Discussions with service leads across HSC organisations • Directly approached public and third sector allies – NISCC, IHCP, UKHCA, NICVA, ARC and CO3

15. Stakeholder Engagement Plan (94%) • Phase 1- HSC Procurement Awareness Events: Internal Events: • Seek internal front line service staff buy in • Sessions with SEHSCT, BHSCT and WHSCT External Events: • Advertised in both regional and local press outlets • Internet Communication – enrolment: http://online.hscni.net/ • Social media and eTendersNI • 13 External Events delivered across the Region

16. Stakeholder Engagement Plan • Phase 1- HSC Procurement Awareness Events cont’: • Representation from HSCB, PHA & Trusts – united front • Support of local Councils, InvestNI and Intertrade Ireland • 385 people / 195 organisations registered • Presentation and FAQ’s on http://online.hscni.net • Tendering Support • Invest Northern Ireland / Inter TradeIreland / Councils / NICVA • Phase 2 – Tender specific engagement sessions • Regional Procurement Plan agreement tender specific engagement sessions can be built into each tender timetable.

17. Premises (89%) • Pinewood Villa, Armagh identified • Reorganisation of existing BSO functions to ensure alignment of PaLS functions • Building work and relocation of functions except SCPU complete • Vacated space refresh by SHSCT contractors w/c 20th November • PaLS SCPU relocate w/c 11th December

18. Support HSC Organisations (14%) • Procurement & Contracting Network (PCN) active visible support • Agreement on Best Practice Approach to Below EU threshold procurement (Legislation v Policy v Practicality) • Standardisation Difficult - HSCB, PHA and Trusts in different places • Third attempt on agreement ongoing • Guidance and templates to follow via PCN Sharepoint site • eTendersNI training commenced for PHA, SHSCT, NHSCT and BHSCT • Recruitment difficulties have impacted PaLS ability to align to proposed timeframes – also impacting existing business • Strong positive relationships maintains buy in and alignment

19. Support HSC Organisations • Procurement & Contract Management Training underway Commissioning training part of DoH Action Plan 2018-21 • Recognition by BSO Legal Services and PaLS of lack of skills across HSC organisations • Scoped approach taken by Scotland • HSC Leadership Centre engaged City of Glasgow College as accredited PDA provider • Meeting 21st November with Deputy Chief Exec PHA and Director of Finance HSCB • Initial view: two courses – high level and specialist level

20. Summary – key messages • Social Care Procurement implementation is challenging: • High value and volume • High risk • Strategically critical HSC contracts • Politically sensitive • No previous competition has created a market resistant to procurement • Difficult to attract suitably skilled staff – impact on “normal business” • 5 years is not long in this context but journey has been a long one • Customer confidence – strong relationships vital • Quality and sustainability reign over compliance and price • The patient / client drives focus and purpose

21. Thank you for listening. Any questions?