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Stage 3 - procurement mobilisation

Part of the HSCN journey for customer led procurements.

The Health and Social Care Network needs a planned procurement approach,through OJEU or the dynamic purchasing system.

The procurement mobilisation stage focuses on capturing requirements, creating the relevant procurement documentation set, and planning and launching the procurement process. If you're running your own collaborative procurement you'll also need to decide your route to market.

It's expected that most procurements will go through either an Official Journal of the European Union (OJEU) process or through the new HSCN dynamic purchasing system called RM3825. Whilst there are fundamental differences between the two routes, the set of key procurement documentation that will be required is similar and is summarised in the below table.

Documentation Description
HSCN Obligations Framework (OF) The OF already exists and HSCN compliant suppliers have already agreed to its terms. Customers need to be aware of the content of the OF as it forms the basis of all HSCN services offered by suppliers.
Statement of Requirements (SoR) Each procurement will have a SoR capturing the detailed requirements for their regional network solution, including technical, service management, migration and commercial aspects. The SoR needs to be considered in tandem with the HSCN Obligations Framework.
Organisation List Organisations cannot be part of multiple HSCN procurements. We therefore need to be clear which procurement you are in.
Site List The postcode and public switched telephone network (PSTN) details of each site where services are required. All known sites should be specified upfront.
Current Inventory NHS Digital are able to provide a comprehensive inventory of your legacy TN connections. You'll need to provide additional relevant inventories if you wish to include network connections from other incumbent providers in the scope of the procurement.
Future Connectivity Requirements You'll need to indicate which services you are likely to go on to order once your procurement is complete. This is not a committed list, but it is important to give the market an understanding of the likely demand and for you to highlight any major planned changes from your current TN services.
Pricing Catalogue Template The Pricing Catalogue Template will need to include all HSCN services and variations that you may wish to order now or in the future. Suppliers will be asked to price each service in the template against each of the sites listed in the Site List.
Call-Off Terms The terms and conditions under which services will be ordered, delivered and managed.
Evaluation Methodology and Criteria Details how the tender responses will be evaluated.
Procurement Plan Details the procurement process and timetable along with the resourcing approach for execution.

In addition to the above list, a full suite of procurement documentation including the Invitation to Negotiate (ITN) or Invitation to Tender (ITT) and various supporting schedules will be required. The exact composition will depend on your procurement approach. Similarly, the process for creating and agreeing all of these documents will vary by approach.

Considerations

Mandatory supplemental terms

Regardless of the chosen procurement route, each organisation must ensure that the Mandatory Supplemental Terms (MST) are included in its contract with the supplier.

For procurements run via the CCS RM3825 dynamic purchasing system, the MST will already be incorporated in the associated contractual documentation. For procurements run outside of RM3825, organisations must include these to ensure that these key terms are understood by both customer and supplier organisations and adhered to.

By signing the Connection Agreement consumer organisations are obliged to include these terms in their supplier contracts. Suppliers are also obliged to include these terms via their commitment to adhere to the HSCN Obligations Framework.

Collaborative self-serve procurement

NHS Digital has created a Requirements Overview Template for organisations taking part in an collaborative procurement.

In a collaborative procurement, you're responsible for agreeing your route to market and determining which documentation needs to be produced. This is one of the key responsibilities of your intelligent client function (ICF) along with the necessary governance arrangements that you need to make decisions and provide direction.

If you require support from Crown Commercial Services (CCS) then you will need to talk directly with them to agree roles and responsibilities. You'll also need to provide your own legal support.

NHS Digital will provide you with advice and guidance on the routes to market. We'll also provide templates for an OJEU process, however, these will require adapting and tailoring by you. If you choose to use RM3825 you'll use the dynamic purchasing system terms and conditions and we'll provide you with a set of templates to use for your competition.

Individual self-serve procurement

If you opt to do your own individual self-serve procurement then you need to decide which procurement route you wish to follow. RM3825 is available for you to use but it doesn't support direct awards - you'll need to run a mini-competition for your services. RM1045 is also available until 2019.

Once you decide on your route to market you'll need to determine which documentation you need to produce. NHS Digital can provide templates and advice which may help you. If you need support from CCS, you'll need to engage them directly.

Last edited: 1 July 2019 11:54 am