NHS National Framework Agreement for Medical Locums Supplier Conference Warwick Arts Centre 14 August 2007

Introduction Marcus Brindle Director Agency and Services

Housekeeping Sign in Toilets Fire alarms Lunch Introduction

Housekeeping

Sign in

Toilets

Fire alarms

Lunch

Principles No photography or recording is permitted All questions will be taken at the end Any information presented will be recorded on the NHS PASA website

No photography or recording is permitted

All questions will be taken at the end

Any information presented will be recorded on the NHS PASA website

Agenda 10.00 Introduction / Background - Marcus Brindle 10.15 Current Market / Project timetable - Carol Holroyd 10.45 PQQ2 - Neil Baigent 11.15 Audit - Jane Conway 11.45 Next steps/stakeholder consultation - Carol Holroyd 12.00 Question and answer session 12.30 Lunch

10.00 Introduction / Background - Marcus Brindle

10.15 Current Market / Project timetable - Carol Holroyd

10.45 PQQ2 - Neil Baigent

11.15 Audit - Jane Conway

11.45 Next steps/stakeholder consultation - Carol Holroyd

12.00 Question and answer session

12.30 Lunch

Background NHS Purchasing and Supply Agency Executive Agency of the Department of Health since 1 April 2000 Objective is to deliver savings for the NHS and support the DH objective of enhancing the safety and quality of services for users and patients We are not a trading organisation – being centrally funded by Government allows us to concentrate on those functions that demonstrate value to the NHS

NHS Purchasing and Supply Agency

Executive Agency of the Department of Health since 1 April 2000

Objective is to deliver savings for the NHS and support the DH objective of enhancing the safety and quality of services for users and patients

We are not a trading organisation – being centrally funded by Government allows us to concentrate on those functions that demonstrate value to the NHS

Background National framework agreements: Framework agreements are agreements with one or more suppliers which set out the terms and conditions of contract for subsequent procurements Contracts are only formed when call offs are made by the individual NHS Trusts/participating bodies A framework agreement is not a contract with the NHS/participating body

National framework agreements:

Framework agreements are agreements with one or more suppliers which set out the terms and conditions of contract for subsequent procurements

Contracts are only formed when call offs are made by the individual NHS Trusts/participating bodies

A framework agreement is not a contract with the NHS/participating body

Background Framework agreements benefits: Enables the NHS to use its collaborative purchasing power Provides a choice of suppliers signed up to consistent pricing and terms and conditions of contract Follows the once only principle which allows the NHS to save time, money and resource

Framework agreements benefits:

Enables the NHS to use its collaborative purchasing power

Provides a choice of suppliers signed up to consistent pricing and terms and conditions of contract

Follows the once only principle which allows the NHS to save time, money and resource

Current market The NHS 586 NHS Trusts in England including ambulance trusts and PCTs Contracts under the framework will be placed by Individual trusts Suppliers may be selected on a: Individual trust basis By collaborative groups of trusts By Procurement Hubs PASA will support NHS stakeholders in the selection process

The NHS

586 NHS Trusts in England including ambulance trusts and PCTs

Contracts under the framework will be placed by Individual trusts

Suppliers may be selected on a:

Individual trust basis

By collaborative groups of trusts

By Procurement Hubs

PASA will support NHS stakeholders in the selection process

Current Market The existing national framework agreement for medical locums: Commenced 1 July 2005 No extension to existing agreement New agreement will be awarded April 2008 for implementation by 1 July 2008 Current agreement included GPs – will be not on the new agreement New agreement will cover England, Scotland and Wales

The existing national framework agreement

for medical locums:

Commenced 1 July 2005

No extension to existing agreement

New agreement will be awarded April 2008 for implementation by 1 July 2008

Current agreement included GPs – will be not on the new agreement

New agreement will cover England, Scotland and Wales

Current Market Changes in the market: The original NHS England market size at the start of the last agreement was £345m New market size for NHS England is £148m Decrease in expenditure of 57% Reasons for decrease over period: increased pressure on NHS trusts to manage their temporary staffing requirements savings generated through usage of the framework agreement improved management of vacancies internally covering vacancies internally or through their own bank

Changes in the market:

The original NHS England market size at the start of the last agreement was £345m

New market size for NHS England is £148m

Decrease in expenditure of 57%

Reasons for decrease over period:

increased pressure on NHS trusts to manage their temporary staffing requirements

savings generated through usage of the framework agreement

improved management of vacancies internally

covering vacancies internally or through their own bank

Current market Market size: The NHS spend on medical locums is estimated at £187m per annum this includes expenditure in England, Scotland and Wales The agreement is also open for use by Northern Ireland and other public sector bodies The current agreement has seen uptake of approx 70% of the market value and it is our aim to further increase use of the agreement New agreement will cover 80 grades and specialties

Market size:

The NHS spend on medical locums is estimated at £187m per annum this includes expenditure in England, Scotland and Wales

The agreement is also open for use by Northern Ireland and other public sector bodies

The current agreement has seen uptake of approx 70% of the market value and it is our aim to further increase use of the agreement

New agreement will cover 80 grades and specialties

Spend by specialty

Spend by grade

Carol Holroyd Lead Category Manager Medical Locums

Carol Holroyd

Lead Category Manager

Medical Locums

Procurement timetable Advertisement for expressions of interest published 11 July 2007 Companies expressed interest by 6 August 2007 Initial supplier conference 14 August 2007 PQQ2 invitations will be issued via Bravo 28 August 2007 Critical that PQQ2 is viewed immediately You will be given 10 days to complete PQQ2 Deadline for the publication of your PQQ2 on Bravo is 11 September 2007

Advertisement for expressions of interest published 11 July 2007

Companies expressed interest by 6 August 2007

Initial supplier conference 14 August 2007

PQQ2 invitations will be issued via Bravo 28 August 2007

Critical that PQQ2 is viewed immediately

You will be given 10 days to complete PQQ2

Deadline for the publication of your PQQ2 on Bravo is

11 September 2007

Procurement timetable Suppliers qualifying at PQQ2 stage will be invited to participate in the completion of ITT (invitation to tender) documentation Draft ITT documentation will be issued to invited suppliers w/c 24 September this will include the offer schedule, specification, terms and conditions, framework agreement, e-auction details On receipt of the documentation, you will also receive an invitation to a second supplier conference. This is anticipated to be held no earlier than w/c 22 October 2007. Conference will enable suppliers to seek clarification on the ITT documents and training will be given on the e-tendering system

Suppliers qualifying at PQQ2 stage will be invited to participate in the completion of ITT (invitation to tender) documentation

Draft ITT documentation will be issued to invited suppliers w/c 24 September this will include the offer schedule, specification, terms and conditions, framework agreement, e-auction details

On receipt of the documentation, you will also receive an invitation to a second supplier conference. This is anticipated to be held no earlier than w/c 22 October 2007.

Conference will enable suppliers to seek clarification on the ITT documents and training will be given on the e-tendering system

Procurement timetable A preliminary audit will take place of those suppliers successful at PQQ2 stage. This will take place late September or October. Final ITT documents will be distributed to PQQ2 short-listed participants post audit the estimated date of issue is 22 October 2007 Completed ITO (Invitation to offer) return with electronic and paper copies must be returned by 27 November 2007 Analysis of the ITO will take place in December and January, successful bidders will be invited to participate in an e-auction mid February 2008

A preliminary audit will take place of those suppliers successful at PQQ2 stage. This will take place late September or October.

Final ITT documents will be distributed to PQQ2 short-listed participants post audit the estimated date of issue is 22 October 2007

Completed ITO (Invitation to offer) return with electronic and paper copies must be returned by 27 November 2007

Analysis of the ITO will take place in December and January, successful bidders will be invited to participate in an e-auction mid February 2008

Procurement timetable E-auction training will take place early February 2008 Final evaluation will take place mid March 2008 An award decision will be communicated by the end of March 2008 During April we will hold debriefs and issue relevant paperwork Implementation will commence during May/June It is anticipated that we will hold seminars for suppliers and road shows for NHS users during this period Framework agreement commencement date of 1 July 2008

E-auction training will take place early February 2008

Final evaluation will take place mid March 2008

An award decision will be communicated by the end of March 2008

During April we will hold debriefs and issue relevant paperwork

Implementation will commence during May/June

It is anticipated that we will hold seminars for suppliers and road shows for NHS users during this period

Framework agreement commencement date of 1 July 2008

Neil Baigent Category Manager Medical Locums

Neil Baigent

Category Manager

Medical Locums

Pre-qualification questionnaire 2

Questionnaire contents The key parts of the questionnaire are: Provision of medical locums of all grades and specialties (excluding locum GPs) Pre-employment screening Other information

The key parts of the questionnaire are:

Provision of medical locums of all grades and specialties (excluding locum GPs)

Pre-employment screening

Other information

Provision of medical locums Information to be provided: Previous and current supply of medical locums invoiced sales management information excluding VAT copies of dated invoices detailing the supply of medical locums to a relevant customer contact details for referees Capability to supply medical locums total number of active medical locums by grade and specialty available for placement as of 01 August 2007 Grades and specialties your company proposes to supply Geographical region (s) your company proposes to supply

Information to be provided:

Previous and current supply of medical locums

invoiced sales management information excluding VAT

copies of dated invoices detailing the supply of medical locums to a relevant customer

contact details for referees

Capability to supply medical locums

total number of active medical locums by grade and specialty available for placement as of 01 August 2007

Grades and specialties your company proposes to supply

Geographical region (s) your company proposes to supply

Provision of medical locums Ordering and booking procedures out of hours service? methods currently available to receive bookings? response times? Invoicing and timesheet processes methods available for invoicing customers details provided on an invoice details provided on a timesheet how do you validate timesheets and invoices

Ordering and booking procedures

out of hours service?

methods currently available to receive bookings?

response times?

Invoicing and timesheet processes

methods available for invoicing customers

details provided on an invoice

details provided on a timesheet

how do you validate timesheets and invoices

Provision of medical locums Fill rates how do measure fill rates? what is your average fill rate? Service level agreements (SLA) Have you had previous experience of SLAs? How do you monitor your performance? Customer account management Accounts management information Attend performance review meetings?

Fill rates

how do measure fill rates?

what is your average fill rate?

Service level agreements (SLA)

Have you had previous experience of SLAs?

How do you monitor your performance?

Customer account management

Accounts management information

Attend performance review meetings?

Pre-employment screening checks Information to be provided on: policies, practices and procedures in place for the pre-screening of agency workers prior to their placement within a customer’s organisations Identity Right to work in the United Kingdom Employment history and qualifications Criminal record Immunisation history and fitness to work training

Information to be provided on:

policies, practices and procedures in place for the pre-screening of agency workers prior to their placement within a customer’s organisations

Identity

Right to work in the United Kingdom

Employment history and qualifications

Criminal record

Immunisation history and fitness to work

training

Other information NHS Employer’s Code of Practice for the international recruitment of healthcare workers Quality assurance Complaints procedures Clinical governance Provision of sales management information Declaration

NHS Employer’s Code of Practice for the international recruitment of healthcare workers

Quality assurance

Complaints procedures

Clinical governance

Provision of sales management information

Declaration

Instructions for completion Please read all sections of the questionnaire so as to familiarise yourself with the information required prior to completing it All response must be provided in English and use GBP (£) where required Any false statements or information given by your company that is subsequently found to be untrue will immediately disqualify your company from any ensuing contract award

Please read all sections of the questionnaire so as to familiarise yourself with the information required prior to completing it

All response must be provided in English and use GBP (£) where required

Any false statements or information given by your company that is subsequently found to be untrue will immediately disqualify your company from any ensuing contract award

Instructions for completion majority of the questions shall require a Yes or No response will be issued to short listed companies via Bravo on: 28 August 2007 Important that it is viewed immediately Deadline for completion: 12.00 noon 11 September 2007

majority of the questions shall require a Yes or No response

will be issued to short listed companies via Bravo on:

28 August 2007

Important that it is viewed immediately

Deadline for completion:

12.00 noon

11 September 2007

Instructions for completion Help and advice in writing, via the Bravo messaging service

Help and advice

in writing, via the Bravo messaging service

Pre Award Audit Jane Conway National Audit Programme Manager NHS PASA

Introduction As part of the tender process for this Medical locums contract, a pre award audit shall be carried out at your agency’s premises during September and October 2007 The purpose of this audit is to establish whether or not your agency has the necessary vigorous recruitment procedures in place to meet the current, and future, NHS requirements regarding employment of agency temporary medical staff, locum doctors

As part of the tender process for this Medical locums contract, a pre award audit shall be carried out at your agency’s premises during September and October 2007

The purpose of this audit is to establish whether or not your agency has the necessary vigorous recruitment procedures in place to meet the current, and future, NHS requirements regarding employment of agency temporary medical staff, locum doctors

Pre Award Audit Our fundamental objectives are to ensure that all workers supplied to the NHS are of high quality and do not present a risk to patient and other healthcare worker safety in the NHS Your agency will be notified of our visit by telephone. This shall then be confirmed in writing by e-mail 2 working days notice of our intention to audit shall be provided Our auditors will attend your premises and shall require access to: a room with desk and chair your computer system photocopier

Our fundamental objectives are to ensure that

all workers supplied to the NHS are of high quality and

do not present a risk to patient and other healthcare worker safety in the NHS

Your agency will be notified of our visit by telephone. This shall then be confirmed in writing by e-mail

2 working days notice of our intention to audit shall be provided

Our auditors will attend your premises and shall require access to:

a room with desk and chair

your computer system

photocopier

Audit Compliance The auditors will be looking for demonstrable evidence of: Current levels of insurance: - Professional indemnity - Employers liability - Public liability Recruitment procedures Application form Interview records Occupational Health Questionnaire

The auditors will be looking for demonstrable evidence of:

Current levels of insurance:

- Professional indemnity

- Employers liability

- Public liability

Recruitment procedures

Application form

Interview records

Occupational Health Questionnaire

Audit Compliance Procedures for dealing with: General medical council registration Criminal records disclosure Comprehensive health screening to include immunisation Management of Alert letters Complaints procedure including complaints register

Procedures for dealing with:

General medical council registration

Criminal records disclosure

Comprehensive health screening to include immunisation

Management of Alert letters

Complaints procedure including complaints register

Audit Compliance Immigration status - eligibility to work Adherence to the Code of practice for the international recruitment of healthcare workers Procedure for appraisal Verification of identity Professional qualifications Booking systems and records Induction policy/procedure Terms and conditions of the locum Quality assurance system

Immigration status - eligibility to work

Adherence to the Code of practice for the international recruitment of healthcare workers

Procedure for appraisal

Verification of identity

Professional qualifications

Booking systems and records

Induction policy/procedure

Terms and conditions of the locum

Quality assurance system

Audit Compliance Locum files Auditors will request to view a number of locum files to access the following : Curriculum vitae Photographic identity Verified Identity Professional qualifications GMC registration Police checks Criminal records disclosure Relevant references Immunisation

Auditors will request to view a number of locum files to access the following :

Curriculum vitae

Photographic identity

Verified Identity

Professional qualifications

GMC registration

Police checks

Criminal records disclosure

Relevant references

Immunisation

Existing guidance Recommended publications: Code of practice for the supply of temporary staffing (DH, July 2002) Code of practice in the appointment and employment of HCHS locum doctors (NHS Executive, August 1997) Guidance for the employment of locum consultants (DH, October 2003) Safer recruitment – a guide for NHS employers (NHS Employers, February 2006) Code of practice for the International recruitment of healthcare workers (NHS Employers, December 2004)

Recommended publications:

Code of practice for the supply of temporary staffing (DH, July 2002)

Code of practice in the appointment and employment of HCHS locum doctors (NHS Executive, August 1997)

Guidance for the employment of locum consultants (DH, October 2003)

Safer recruitment – a guide for NHS employers (NHS Employers, February 2006)

Code of practice for the International recruitment of healthcare workers (NHS Employers, December 2004)

Guidance under further discussion Occupational Health – Department of Health guidelines NHS PASA are currently discussing the new guidelines and shall be issuing further advice in due course The Admiral West Review of NHS Recruitment Processes Pre employment screening NHS PASA are currently discussing the new guidelines following the Admiral West Review. Further advice shall be issued in due course

Occupational Health – Department of Health guidelines

NHS PASA are currently discussing the new guidelines and shall be issuing further advice in due course

The Admiral West Review of NHS Recruitment Processes

Pre employment screening

NHS PASA are currently discussing the new guidelines following the Admiral West Review. Further advice shall be issued in due course

What next? Pre award audit The audit team will commence pre award audits of short listed agencies from: Mid September 2007 You shall be given a minimum of 2 working days notice of our intention to audit

Pre award audit

The audit team will commence pre award audits of short listed agencies from:

Mid September 2007

You shall be given a minimum of 2 working days notice of our intention to audit

Help and Advice Please contact: Jane Conway National audit programme manager In writing FAO: Jane Conway (pre-award audit) via the Bravo messaging service

Please contact:

Jane Conway

National audit programme manager

In writing FAO: Jane Conway (pre-award audit)

via the Bravo messaging service

Carol Holroyd Lead Category Manager Medical Locums

Carol Holroyd

Lead Category Manager

Medical Locums

Stakeholder Consultation Department of Health NHS Employers Incumbent suppliers REC – Recruitment Employers Confederation AMRA – Association of Medical Recruitment Agencies NHS Scotland and Wales NHS Professionals NHS Counter Fraud Management Services SBS – Shared Business Services

Department of Health

NHS Employers

Incumbent suppliers

REC – Recruitment Employers Confederation

AMRA – Association of Medical Recruitment Agencies

NHS Scotland and Wales

NHS Professionals

NHS Counter Fraud Management Services

SBS – Shared Business Services

Stakeholder Consultation NHS Stakeholders: Regional stakeholder groups have been set up around the UK Groups will meet a minimum of 4 times throughout the procurement Objectives: to consult on key issues including pricing structure and contractual terms ensure the framework agreement meets stakeholder needs in relation to value for money and quality of supply

NHS Stakeholders:

Regional stakeholder groups have been set up around the UK

Groups will meet a minimum of 4 times throughout the procurement

Objectives:

to consult on key issues including pricing structure and contractual terms

ensure the framework agreement meets stakeholder needs in relation to value for money and quality of supply

Next Steps Do you want to be a part of the process? If yes: Ensure that you are available to complete PQQ 2 during the allotted time as there will be no extension to this time frame Closely study the timetable given and make provision for availability during key times If you choose not to go further within this process please put your intention in writing to NHS PASA or via e-mail to pasamedloc@pasa.nhs.uk

Do you want to be a part of the process?

If yes:

Ensure that you are available to complete PQQ 2 during the allotted time as there will be no extension to this time frame

Closely study the timetable given and make provision for availability during key times

If you choose not to go further within this process please put your intention in writing to NHS PASA or via e-mail to pasamedloc@pasa.nhs.uk

Questions and answers use the microphone when asking questions state your agency and your name prior to asking a question confine questions to this procurement process further questions should be addressed via the bravo messaging service

use the microphone when asking questions

state your agency and your name prior to asking a question

confine questions to this procurement process

further questions should be addressed via the bravo messaging service

Thank you for attending NHS national framework for medical locums Supplier conference Warwick Arts Centre 14 August 2007