Navigating the NHS procurement process can seem daunting, especially when first starting out; however, understanding the intricacies of NHS procurement can significantly enhance your chances of success.
Here we break down the process into manageable steps to demystify the process.
Step 1 Identifying Opportunities
The first step in the NHS procurement process is identifying potential contract opportunities. The NHS publishes tenders on various platforms including:
- Contracts Finder - for public sector contracts above £12,000.
- Find a Tender Service - for higher-value contracts, typically over £139,688.
- NHS Supply Chain: For supply chain-related contracts.
- Specialist Framework Portals: Such as G-Cloud for IT services.
Step 2 Understanding the Tender Requirements
Once you've identified a relevant opportunity, it's crucial to thoroughly review the tender documents. These documents typically include:
- An Invitation to Tender also known as an ITT: Outlines the scope, requirements, and criteria for the tender
- Specification Documents: Details the specific needs and standards expected
- Evaluation Criteria: Explains how the tender will be assessed
- Terms and Conditions: Legal and contractual obligations
Step 3 Pre-Qualification Questionnaire (PQQ)
For larger contracts, you may need to complete a Pre-Qualification Questionnaire (PQQ). This stage assesses your suitability and capability to deliver the contract based on criteria such as:
- Financial stability
- Relevant experience and past performance
- Technical capabilities
- Compliance with regulatory and quality standards
Step 4 Tender Submission
When submitting your tender, ensure you provide a comprehensive and compelling response to each of the ‘method statements’, which will cover a range of subjects. These subjects would typically include:
-
Accreditations and Policies: Ensure you have all the necessary accreditations, qualifications, policies and procedures in place
- Assurances: Demonstrate your ability to complete the contract, ensure staff remain compliant, and patients will not be negatively affected in anyway through comprehensive customer care, training and quality assurance processes
- Experience and References: Evidence your past experience and successes through case studies, testimonials, and references
- Monitoring and Measurement: Detail the Management Information System you are using to track and monitor the service you will be providing to minimise problems and ensure continuous improvement
- Plans: Ensure you have all the plans required for the contract. This will include a Carbon Reduction Plan and could also include a Business Continuity Plan and and Implementation Plan
- Pricing: Provide a clear and competitive pricing structure that demonstrates value for money
Step 5 Evaluation and Clarification
After submission, the NHS procurement team will evaluate your tender based on the published criteria. They may request further clarification or additional information, so be prepared to respond promptly and accurately.
Step 6 Award and Contracting
If successful, you will receive a contract award notification. The next steps involve:
- Finalising contract terms
- Signing the contract
- Commencing the delivery of goods or services as per the agreed schedule
Ready to win NHS contracts? To find the latest opportunities head over to our Open Tenders page to see what your next contract could be! For more insights and support in tender writing, feel free to reach out to our team of tender writing experts who can guide you through every step of the process.
