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Ashford and St Peters Hospitals NHS Trust undertook a competitive tender process to select professional consultancy support to Project Manage the whole retendering exercise.

GK Transformation were selected on the basis of their market knowledge and expertise in the OJEU procurement process alongside glowing references from past clients.

It was a requirement of the Trust that GK Transformation provided a turnkey solution, allowing for the commercial providers to bring into their tender responses high levels of innovation and cost/value improvement.

Approach

The GK Transformation Team undertook and placed all the required OJEU notifications and managed the complete process.

Our team quickly familiarised themselves with the current service and then undertook detailed internal stakeholder meetings to establish the perceived strengths and weaknesses of the current service. Taking the feedback on board, our team moved on to produce robust service specifications that captured the present and future requirements of the Trust.

Working through a formal PRINCE2 Project Management Methodology, progress was monitored by a formal Project Board and regular Trust Board Progress Briefing Papers were produced.

Once the draft service specification had been produced, we held user stakeholder workshops to get the buy in/feed in of users and receivers of the service.

A final draft service specification was then produced and this was subjected to an “affordability test” utilising our extensive knowledge of the market place and associated rates and charges, this provided assurance that the specification was positioned within the Trust’s financial parameters.

We then developed the full Form of Tender Documentation and formally issued the Invitation to Tender.

We managed the Requests for Information (RfI’s) and on receipt of the returned completed tenders, undertook a full and comprehensive technical and financial evaluation.

This was reported in a final Board Paper which recommended a contract award, our team presented this to an extraordinary Board meeting called to solely discuss and approve this item.

Outcome

The Trust Board were very appreciative of the support we provided and went along with the recommendations of the presented report.

The new service delivered an enhanced service and improved specification with clear measurable KPI’s.

The Patient meal has been enhanced and a complete commercialisation and High Street branding of the retail catering service was to take place, offering a modernised retail experience to staff and visitors.

The Trust has also received the advantage of a significant financial saving on the price previously being paid.