General Practice Systems of Choice (GPSoC) Re-Procurement Prospectus Programme Sub-Prog / Project Programme Director Programme Head Author

GPSoC GPSoC Replacement Kemi Adenubi Martin Warden Tom Dorman Status Version Version Date Draft 0.1 22 Feb 2012

General Practitioners Systems of Choice (GPSoC) Procurement Process Overview

Version 0.1 22 February 2013

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Amendment History:
Version 0.1 0.2 Date 22 Feb 2013 28 Feb 2013 Initial draft reviewed by DLA P Amendment History

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Reviewers:
Name Kemi Adenubi Martin Warden Melissa Ruscoe Colin Thacker Mark Vipan Simon Murphy Jenny Wilson Chris Beeley Sarah Wallis Mike Dunn Barbara Blue Andy Nicholls Tom Dorman Jahan Pourzand Tim Kelsey GPIT Board Susan Peak Mike Curtis Danny Solomon Tim Tett Brendan McEnroe Liane Jenkins Claire Malone Ashley Raines Carole Shead Simon Lee Neil Bennet Fraser Fearn Department NHS Connecting for Health (NHS CFH) NHS Connecting for Health (NHS CFH) NHS Connecting for Health (NHS CFH) NHS Connecting for Health (NHS CFH) Partner, DLA Piper Associate, DLA Piper DLA Piper Finance Director Finance Commercial Director NHS CFH Commercial
Head of Corporate Procurement

Role / Responsibility GP IT Programme Director Programme Head

Date Signature

Version

Project Manager Legal Legal Solicitor CFH Finance Director

Commercial Lead

Procurement

Procurement Lead

NHS CFH Procurement Procurement Manager GPSoC SRO GPIT Board PICD Procurement Team Procurement Team Procurement Team Procurement Team Procurement Team Procurement Team Procurement Team Procurement Team Procurement Team Procurement Team Procurement Team Training Lead NICA SME Service Management SME Service Management SME Deployment SME Technical Architect Technical Architect Technical Architect Technical Architect Senior Business Analyst Work Stream 2 Lead SRO

Gemma Lofthouse Procurement Team

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Commercial In Confidence Procurement Process Overview for GPSoC Replacement Bob Hammond Lea Taylor Stuart Harrison Procurement Team Procurement Team Procurement Team Communications Manager Business Case SME Clinical Safety SME 22
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Approvals:
This document must be approved by the following:
Name Procurement Board Signature Title / Responsibility Procurement Board (Board) Date Version

Distribution:
This document will be distributed to the reviewers and approvers identified above.

Document Status:
This is a controlled document. Whilst this document may be printed, the electronic version maintained in SharePoint is the controlled copy. Any printed copies of the document are not controlled.

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Related Documents
These documents will provide additional information.
Ref no 1 Doc Reference Number Title Version

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Glossary of Terms
Term
Additional Supply Capability and Capacity Framework Appointment Business Case Business Continuity and Disaster Recovery Clinical Commissioning Group Concluding Business Case Connecting for Health Department of Health Department of Health Informatics Division Final Business Case General Medical Services General Practitioners General Practitioners Information Technology General Practitioners System of Choice GPSoC Replacement Her Majestys Treasury Integrated Assurance Approvals Process Invitation to Participate in Dialogue Invitation to Submit a Detailed Proposal Ministerial Cabinet Office National Health Service NHS Connecting for Health Official Journal of the European Union Outline Business Case Personal Medical Services Pre-Qualification Questionnaire Procurement Board Procurement Investment Commercial Division Project Initiation Document Risk Actions Assumptions Issues Decisions Senior Responsible Officer Strategic Business Case Acronym

ASCC ABC BCDR CCG CBC CFH DH DHID FBC GMS GPs GPIT GPSoC GPSoC-R HMT IAAP ITPD ITSDP MCO NHS NHS CFH OJEU OBC PMS PQQ Board PICD PID RAAID SRO SOC

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Contents
1 1.1 1.2 1.3 1.4 1.5 1.6 1.7 GPSoC-R - Supplier Event Procurement Process Outline ......................................... 9 GPSoC-R Procurement Process............................................................................ 9 OJEU Notice .......................................................................................................... 9 Prequalification ...................................................................................................... 9 Invitation to Participate in Dialogue (ITPD). ......................................................... 10 The Dialogue Process ......................................................................................... 10 Plenary Session................................................................................................... 11 Initial Dialogue ..................................................................................................... 11

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Table of Figures
Figure 1 GPSoC Indicative Timeline ................................................................................... 13 Figure 2 Lot 1 - Indicative Dialogue Plan ............................................................................. 14

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GPSoC-R - Supplier Event Procurement Process Outline

1.1 GPSoC-R Procurement Process

This note outlines the intended GPSoC procurement process. Details of the process are still being finalised and going through an approvals process and are subject to change, but this provides potential bidders with an insight into how the process is being developed and gives an idea of what to expect. Although the process addresses a very broad set of requirements and may appear imposing, not all aspects of the process are applicable to all suppliers. By necessity, in view of the difficulty of defining the technical and financial requirements, the procurement process will be based on the Competitive Dialogue Procedure, which is described in the Public Contracts Regulations. The detail of the process is described later, but the procurement plan and the relevant documentation has been designed to make the demands on bidders' resources proportionate to the requirements. The Lots to be procured are: Lot 1 GP Clinical IT Systems and Modules; Lot 2 Additional GP IT Services; Lot 3 Cross Care Setting Interoperable Services.

1.2 OJEU Notice

The process will start with the publication of the OJEU Notice. The OJEU Notice will provide some basic details about the procurement process including details of how to get further information and how to apply to participate in the process. It is currently expected that the notice will be issued at the end of March 2013. Interested parties should not rely on being notified separately that the OJEU Notice has been published.

1.3 Prequalification
Bidders that apply to participate will be sent a prequalification questionnaire (PQQ) to complete and return by the due date (30 days after publication of the OJEU Notice). Bidders will need to complete a PQQ for each Lot for which they apply. The prequalification questionnaire seeks information from prospective tenderers including, basic company details, information about financial standing and technical capability. The PQQ includes details of how the responses to the questionnaire are evaluated. When the PQQ responses have been evaluated the bidders applying for each Lot will be ranked within the Lots according to their scores. The highest scoring applicants for each Lot will be invited to participate in the dialogue. We anticipate that the numbers of applicants to be invited to proceed to the dialogue stage for each Lot will be:
Lot 1: 22 bidders Lot 2: 15 bidders Lot 3: 15 bidders

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The anticipated timings for notification to all applicants of PQQ results are: i) for Lot 1, approximately 2 weeks after the closing date for receipt of PQQs; ii) for Lots 2 and 3, shortly thereafter in accordance with the provisional timelines set out in section [ ] of this document. Dialogue for Lots 1, 2 and 3 will run separately and separate ITPDs will be issued. Each Lot has independent timelines and resources.

1.4 Invitation to Participate in Dialogue (ITPD).

The ITPD for each Lot will set out the detailed arrangements for participation in the dialogue process and explain in detail how proposals will be evaluated as the dialogue evolves and at the final tender stage. Among the documentation to be issued with the ITPD will be:
An explanation of the approach to evaluation A copy of the draft terms and conditions for the framework agreement. A full set of requirements documents A "Topics for Discussion" log (or similar document) on which to record potential issues or points of clarification, supplemented by a legal issues log on which to record potential issues with the draft terms and conditions Instructions on what to prepare for the initial dialogue meeting A schedule of dialogue meeting times

1.5 The Dialogue Process

The Competitive Dialogue process has been chosen because of the need to establish and define the Authoritys requirements in consultation with prospective tenderers. The process offers the opportunity to conduct a dialogue with tenderers to ensure the final bids are against a standard set of requirements that meet the Authoritys needs. The GPSoC-R procurement is at first sight a relatively complex undertaking as a whole, however, for individual suppliers the process is relatively straight forward, particularly for the less complex requirements concerning Lots 2 & 3. Procurement of the different Lots will proceed according to different timetables and within Lot 1 there will be two groupings of bidders one based on the provision of Principal Clinical Systems and the other on the provision of Subsidiary Modules (see GPSoC Provisional Timelines below). We will try to accommodate bidders preferences for meeting times and dates, but given the demands on Authority resources this may not always be possible. It is envisaged that meetings will be arranged on the basis of 3 work streams listed below. However, where the issues to be discussed are cross cutting or involve the same resources, there will be some flexibility to combine sessions by agreement.
Service and Development Release, Assurance, Training and Service Legal, Finance & Commercial

Bidders will be treated equitably and the Authority will uphold the integrity and fairness of the competition at all times, including in relation to access to information and Authority personnel.

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The number of meetings and the length of the meetings themselves will vary according to the lots and categories under discussion, but all bidders offering similar services will be accorded the same access to the Authority.

1.6 Plenary Session

The process will open in the week following the issue of the ITPD with a plenary session (probably in Leeds) for all the qualified bidders at which the detail of the dialogue process will be explained and bidders will have the opportunity to ask questions about the process itself and about the rest of the documentation issued with the ITPD (requirements, response documents, draft contract etc). Any questions asked will be recorded and published with the answers via the GPSoC web site. Bidders will be able to put questions to the Authority throughout the dialogue process. Generally any clarifications will rendered anonymous and made available to all bidders, except where there are specific reasons of commercial confidentiality.

1.7 Initial Dialogue

For Lots 1 & 2 it is planned that the dialogue will proceed by means of 3 cycles of dialogue interspersed with periods of bid development and feedback from the Authority. Lot 3 will be less structured given its nature. An initial outline plan has been attached to illustrate the process, but it is important to realise that any dialogue process must remain flexible to address the issues that arise. It is not anticipated that the process will change significantly and any alterations will be notified to all bidders during the process and made in accordance with the principle of equitable treatment. On the basis of the logs submitted by the bidders (if requested to do so) and the Authoritys own list of potential issues, the Authority will issue an agenda for the initial dialogue meetings. Bidders will have received instructions in the ITPD regarding any documents they need to prepare for the initial meetings. A provisional procurement timeline has been provided together with an indicative dialogue programme for Lot 1, showing the separate streams of activity for bidders offering Principal Clinical Systems or Subsidiary Modules. At the dialogue meetings, the parties will identify areas of the requirements which need to be developed and agreed as a matter of priority. On the basis of the discussion the Authority will set the bidder various tasks to be completed in the time between meetings (bidder homework) to develop a topic, schedule or response for submission in accordance with a deadline. On receipt of the bidder homework the Authority will review progress and suitability of the developing proposal and provide feedback to assist bid development. When the Authority is confident that a final tender process will deliver a solution(s) that meet its needs, it will formally close dialogue, issue final contract documentation and call for final tenders from the bidders. On receipt of the final tenders the bid will be evaluated and the results submitted for internal approvals. Once the award recommendations have been approved bidders will be notified of the Authority's intention to award contracts, also identifying the successful bidders. A statutory 10 day standstill period will then begin and subject to approvals, there will be a period in which the framework agreements are finalised and signed. This contract award process will be repeated for each Lot.

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GPSoC-R Procurement Provisional Time Lines Apr May Jun

Round 1

Jul
Round 2

Aug

Sep

Oct

Nov

Dec

Principals
Plenary

Lot 1

Subsidiaries
Round 1 Round 2 Round 3

Final Tenders

Approvals & Award

Plenary

Final Tenders Round 1 Round 2

Approvals & Award

Lot 2

Approvals Final Tenders & Award

Lot 3

Bid Development & Meetings

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Commercial In Confidence Procurement Process Overview for GPSoC Replacement Figure 1 GPSoC Indicative Timeline 22
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GPSoC-R Lot 1 - Indicative Dialogue Process TimeTable for Dialogue Rounds 1 & 2 Principal Clinical Systems Round 1
13 May
Plenary

Figure 2 Lot 1 - Indicative Dialogue Plan

Round 2
3 Jun
Evaluation Feedback

20 May
Dialogue

27 May
Bid Development

10 Jun
Bid Development

17 Jun
Dialogue

24 Jun
Bid Development

1 Jul
Bid Development

8 Jul
Evaluation Feedback

17 Jun
Bid Development

24 Jul

Subsidiary Systems Round 1

13 May
Plenary

Round 2
10 Jun
Evaluation Feedback

20 May
Bid Development

27 May
Dialogue

3 Jun
Bid Development

17 Jun
Bid Development

24 Jun
Dialogue

1 Jul
Bid Development

8 Jul
Bid Development

17 Jun
Evaluation Feedback

24 Jul
Bid Development

Plenary & Bid Development Bid Development Evaluation & Feedback Dialogue Meetings

Plenary Bid Development Evaluation Feedback Dialogue

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