394_12 User Guide issue 1.2
Contents
1. actually used by client authorities where price is likely to carry a relatively high weight in their award decisions Lastly ESPO does not consider it appropriate to curtail the range of solution choices and suppliers available to client authorities except as necessary to keep the framework manageable and efficient to use Although quality carried a relatively high weighting the quality assessment did not address the issue of the comprehensiveness of rival systems functionality or the particular technologies each system uses This is because ESPO recognises that different client authorities are likely to have different needs when it comes to selecting their own particular preferred solution For example some clients may be happy with a system which relies upon using a service user s landline telephone whilst others may not Similarly some clients may need a high spec solution others something more basic In all such cases ESPO did not consider it appropriate to determine in advance which type of solution is better Instead the quality evaluation focussed on Availability of the products and solutions offered Whilst it is recognised that many products may be subject to a roadmap of future development and improvement the products and solutions offered by suppliers are all available to buy now How easy and intuitive the system was to use when carrying out core tasks The extent to which the products and so2. NFC enabled mobile phones and enables care workers to log their own arrival and departure times by simply touching their mobile phone against an unobtrusive NFC tag label at each service user location they visit The use of NFC proves their location very accurately to a few CMs and the NFC tags cannot be inappropriately copied StaffPlan Monitor a landline phone based electronic monitoring solution for care providers offered in unanswered and answered call modes iConnect and Monitor may be mixed and matched in any combination StaffPlan Exchange the central hub of Advanced s electronic monitoring solutions integrates with iConnect StaffPlan Monitor StaffPlan Roster and 3 party systems as required Electronic Homecare Monitoring and Scheduling Page 16 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers CACI LTD CACI CONTACT DETAILS Contact Name Ollie Watson Ross Gray Position Business Sector Director Business Development Consultant Tel 0208 893 9039 0208 893 9039 Fax 0208 893 9019 0208 893 9019 E mail owatson caci co uk rgray caci co uk Address 102 The Green Twickenham Middlesex TW2 5AG Website www caci co uk OBCareProvider aspx SERVICES PROVIDED Electronic Homecare Monitoring Systems Electronic Homecare Scheduling Solutions Integrated Electronic Homecare Monitoring and Scheduling Systems COMPANY INFORMATION CACI International has over 14 000 employees
3. and an annual turnover in excess of 3 6bn CACI Ltd has a long tradition of work within the UK public sector has over 750 employees and a turnover in excess of 90m Our Care Provider management system represents a highly functional user friendly and reliable solution OfficeBase manages the core processes around care planning carer optimisation and allocation timesheets contractual billing and staff pay A full reporting tool is included as standard We also pioneered the development of an advanced mobile working product for care workers called inTOUCH which increases efficiencies though paper reduction and electronic roster delivery whilst providing electronic monitoring and improving lone worker safety inTOUCH has won several awards including the Orange Best Use of Technology in Business Award Electronic Homecare Monitoring and Scheduling Page 17 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers Oo CARE MONITORING 2000 LTD em20e00 CARE MANAGEMENT CONTACT DETAILS Contact Name Simon Rider Position Sales and Marketing Director Tel 0121 308 3010 Mobile 07875 020 626 Fax 0121 308 3030 E mail simon rider cm2000 co uk Address Four Oaks House 160 Lichfield Road Sutton Coldfield West Midlands B74 2TZ Website www cm2000 co uk SERVICES PROVIDED Electronic Homecare Monitoring Systems Electronic Homecare Scheduling Solutions Integrated Electronic Homecare Monitor
4. and in accordance with the Public Contracts Regulations 2006 Signature Date Name of person signing this form Position Name of authority council etc Address Telephone E mail Solution of Interest To return this form please post itto ESPO Competition amp Services Barnsdale Way Grove Park Enderby Leicester LE19 1ES Alternatively please fax to 0116 294 4398 or email to s burton espo org ESPO ACKNOWLEDGEMENT To be completed by ESPO Name Position Signature Date Electronic Homecare Monitoring and Scheduling Page 26 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers APPENDIX TWO CONFIRMATION OF AWARD ESPO Framework Agreement 394 Electronic Homecare Monitoring amp Scheduling Solutions To be completed by the Customer confirm the details of the following award of contract under ESPO framework agreement ref 394 Name of Client Organisation Address Name of person signing this form Signature Date Position Telephone E mail Solution Procured Awarded Supplier Date of Award To return this form please post itto ESPO Competition amp Services Barnsdale Way Grove Park Enderby Leicester LE19 1ES Alternatively please fax to 0116 294 4398 or email to s burton espo org Electronic Homecar
5. framework may be actioned in two ways one is by a process of secondary competition and the other is by a direct Call Off Secondary Competition A secondary competition is simply an exercise to reopen competition under the framework intended to secure formal quotations from some or all of the suppliers listed on the framework tailored to your precise requirements Because it is based on simple competitive tender process it offers you a way of testing and demonstrating value for money A template secondary competition document is available free of charge from ESPO To be compliant with procurement law your competition must be conducted in accordance with the following rules You must invite all suppliers who are parties to the framework except those if any who clearly cannot meet your requirements please see the next section Selecting suppliers to include in a secondary competition for guidance Your tender document must describe the requirement and tell bidders the basis on which you will evaluate their offers e g price product functionality implementation plans training and support offered etc together with an indication of the relative importance of these criteria You must allow bidders sufficient time to prepare and submit their bids Normally five weeks should be regarded as the minimum You must tell suppliers the time and date by when then must have submitted their bids You must not open any bids befo
6. system uses as they apply to your own specific requirements You are allowed to take product demonstrations supplier presentations and so on into account when scoring tenders Interfacing with existing systems Please remember to include in your tender document provisions for any interfacing with existing systems This may mean providing specifications asking method statement questions and requesting costs from tenderers for evaluation Secondary competition template documentation To assist client authorities a template tender document which can be adapted to suit individual authorities requirements is available free of charge from ESPO to accompany this User Guide Please contact ESPO see page 4 to request copies of the template documents Electronic Homecare Monitoring amp Scheduling Page 14 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers 4 Supplier Details There are Nine suppliers altogether included across both frameworks The following pages give more information about each of these suppliers but for convenience their main contact details are set out here To ensure the confidentiality of suppliers pricing customers are required to complete the confidentiality agreement contained in Appendix 2 and return this to ESPO as per the contact details on Page 4 On receipt of a signed agreement ESPO will forward all relevant pricing details on to customers When communic
7. 311599 Fax 01733 313256 E mail olivia groom smith webroster net Address Ashton House 3 Flag Business Exchange Vicarage Farm Road Peterborough PE1 5TX Website www webroster net SERVICES PROVIDED Electronic Homecare Scheduling Solutions COMPANY INFORMATION Webroster Limited specialises in web based Workforce Management Software Founded in 2002 from a family business Webroster today is a forward thinking dynamic and progressive Company and our market leading software solutions are designed to enhance business through the use of the internet and as such introduce new ways of working to many organisations We help our customers to take advantage of the latest technologies in order to make their business more efficient and profitable webroster net is the ultimate solution in workforce management It combines the latest technological developments with the flexibility of the internet to roster manage and track staff It negates the need for manual rosters timesheets mileage forms and worksheets by storing all the necessary information in one easy to use online application The key strength of webroster net is that it embraces web amp mobile technology to transform your workforce management An end to end solution delivered over the internet Electronic Homecare Monitoring and Scheduling Page 24 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers Establishing the frameworks
8. Electronic Homecare Monitoring and Scheduling Solutions ESPO Contract 394 Issue No 1 S ie Se March 2015 EASTERN SHIRES PURCHASING ORGANISATION Barnsdale Way Grove Park Enderby Leicester LEI9 IES ELECTRONIC HOMECARE MONITORING AND 394 SCHEDULING SOLUTIONS Contract Period 16 April 2012 to 31 March 2015 Issue No 1 The contract schedule This User Guide provides the details for Direct Supply Contract number 394 A revised Issue number is allocated to the Guide each time supplier or pricing information is updated Each new issue provides at the foot of this page a description of the revisions concerned and a date on which they become effective Contract scope This user guide describes ESPO framework 394 which covers Electronic Homecare Monitoring and Scheduling Solutions The framework offers a fast low cost method for the procurement of these solutions and is available for use by any local authority or public sector body in the UK Supplier information Full contact details of the awarded suppliers are shown highlighting the solutions for which they are awarded How to order Please then refer to section 3 of this document for guidance on how to procure from the framework Performance While ESPO will not be involved in the day to day management of the framework ESPO will however be closely monitoring the progress and performance of arrangements throughout the entire duration of the framework to
9. Guide Please quote ESPO Contract 394 in all communication with suppliers Regardless of the above guidance if there are any suppliers whom you consider cannot meet your requirements this would usually be for reasons of technology then you are not required to invite such suppliers to tender in your secondary competition Reference to the features and functions table in this User Guide may assist in identifying suppliers whose products may fail to meet your requirements Please quote ESPO Contract 394 Electronic Homecare Monitoring amp Scheduling in all communication with suppliers Solutions User Guide Evaluation scheme used at the framework stage The criteria and weightings used when the framework was set up were Price 10 Non price 90 Price was given a relatively low weighting as in the absence of a specific requirement at this stage prices would have to have been offered against one or more hypothetical scenarios Whilst such prices may have given a general indication of a bidder s approach to pricing relying too heavily on price at this stage may have resulted in suppliers being excluded inappropriately for instance a high spec system may be excluded because it is relatively expensive even though some client authorities may have found it ideal for meeting their own specific needs The actual testing of price competitiveness will occur as a matter of course when the framework is
10. This section is simply background information which may be of interest to organisations who are considering using the frameworks but who wish to understand a little more about the process ESPO followed when setting up them up Electronic Homecare Monitoring amp Scheduling Solutions ESPO framework ref 394 A formal notice inviting expressions of interest from suitably experienced organisations was published in the Official Journal of the European Union or OJEU in January 2012 for Electronic Homecare Monitoring amp Scheduling Solution services An open tender process was used and applications received were evaluated in accordance with pre published evaluation criteria and select list of awarded suppliers were identified The objective of the framework was not to promote one single preferred solution but instead to offer a range of solutions aimed at meeting the majority of requirements from a number of leading system providers in the marketplace The evaluation therefore resulted in the selection of the nine suppliers duly included in the framework Contractual Structure The framework agreements between ESPO and the nine suppliers are in place for a period of 3 years until 31 March 2015 with an option to extend the framework for an additional 12 months to 31 March 2016 Please note however that there is no limit within reason to the duration of individual contracts awarded under cover of the framework An authority wishin
11. ating with suppliersplease refer to ESPO framework 394 Advanced Health amp Care BSG House 230 City Road London EC1V 2TT Contact Pete Briggs 0208 772 8773 pete briggs advancedcomputersoftware com Care Monitoring 2000 Ltd Four Oaks House 160 Lichfield Road Sutton Coldfield West MidlandsB74 2TZ Simon Rider 01213 083 010 simon rider cm2000 co uk Coldharbour Systems Ltd The Courtyard Wraxall Hill Wraxall Bristol BS48 1NA Contact Mike Moreton 0127 850 500 mike moreton coldharbour systems co uk Panztel UK Ltd 3 Brecon Court Llantarnam Business Park Cwmbran NP44 3AB Contact Darren Evans 0845 699 6969 darrene panztel com Webroster Ltd Ashton House 3 Flag Business Exchange Vicarage Farm Road Peterborough PE1 5TX Contact Olivia Groom Smith 01733 311 599 olivia groom smith webroster net CACI Limited 102 The Green Twickenham TW2 5AG Contact Ollie Watson Contact Ross Gray 020 8893 9039 020 8893 9039 owatson caci co uk rgray caci co uk Carefree Management Ltd 14 Appleton Court Calder Park Wakefield W York s WF2 7AR Contact Steven Rowbottom 0845 862 0405 Steve r carefreegroup com HET Software Ltd Weavers Mill High Street Haverhill Suffolk CB9 8ND Contact Paul Patarou 01440 766 400 Paul patarou hetsoftware co uk Ulysses UDMS Ltd 45 Monument Park Chalgrove Oxon OX44 7RW Contact Graeme Smith 01865 890 883 raeme rostering systems co uk Electro
12. ays freely available from ESPO The frameworks will be centrally managed and monitored by ESPO In managing this contract on behalf of our customers your views and requirements will be taken into account when reviewing and developing the frameworks And finally there is no charge for using the frameworks ESPO s statutory obligations to recover costs of its operation are already separately covered so you will not face any bills of any kind for ESPO services or for accessing the framework agreements The framework agreements between ESPO and the nine listed suppliers are in place until 31 March 2015 Please note however that within reason the duration of individual contracts awarded under cover of the framework may be longer than the framework agreement itself depending on the operational and economic need of the service Electronic Homecare Monitoring and Scheduling Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers Procuring from the Framework Prior to procuring from the framework customers should complete an Access Agreement please see Appendix 1 page 29 and send it to ESPO via the contact details on page 4 of this guide ESPO will counter sign and return the access agreement confirming that the customer is accessing the framework and therefore verifying use of an OJEU compliant framework which can be helpful for customers internal records if audited Procurement from the
13. c Address Telephone E mail To return this form please post itto ESPO Strategic Procurement amp Commissioning Barnsdale Way Grove Park Enderby Leicester LE19 1ES Alternatively please fax to 0116 294 4398 or email to s burton espo org ESPO ACKNOWLEDGEMENT To be completed by ESPO Name Position Signature Date Electronic Homecare Monitoring amp Scheduling Page 28 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers
14. circumstances a client may approach just a single supplier in order to obtain or clarify price An example situation which may justify this approach would be if a particular suppliers solution had been identified by the client as being the only one which can meet their needs perhaps because of specific technology or functionality involved In such situation it may serve no purpose to invite other suppliers in a secondary competition since their solution would not be acceptable regardless of price A client embarking upon this process would however be advised to proceed cautiously to ensure it is securing best value and not inadvertently placing itself in conflict with the procurement regulations Clients should be aware that unless exceptional circumstances apply as per the preceding paragraph then clients will not be able simply to place an order unless the supplier concerned has permitted their pricing scheme to be published in this ESPO user guide Electronic Homecare Monitoring amp Scheduling Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers Selecting suppliers to include in a secondary competition The table below lists the suppliers who are included in the framework If you require Just a monitoring solution then you should only invite those suppliers who offer that service Just a scheduling solution then you should only invite those suppliers who offer that service An integrated mon
15. communication between care worker and base and by allowing real time monitoring of location can assist with lone worker protection measures Quality of service delivered Systems may for example facilitate real time verification that critical visits are made at the times commissioned and alert duty officers in the event that such calls are missed Potential Savings Authorities who have implemented electronic monitoring report a range of savings on their overall homecare budgets Clearly because so much depends upon the circumstances of each individual implementation guarantees of cost savings are impossible to give however early indications suggest that authorities who invest some 1 of their annual homecare budget in electronic monitoring typically realise overall savings of between 5 and 8 with no loss of quality as a result of the efficiencies achieved Electronic Homecare Monitoring and Scheduling Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers Scheduling Solutions The solutions available are designed to offer the following functionalities e Management and coordination of planned visits for service users including creation of care pattern templates for each service user to facilitate events such as change of carer alteration of times cancellation of visits etc Alerts for double booking of carers booking of absent carers etc Automatic creation of timesheets C
16. e Monitoring amp Scheduling Page 27 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers APPENDIX THREE CONFIDENTIALITY AGREEMENT ESPO Framework Agreement 394 Electronic Homecare Monitoring amp Scheduling Solutions TO BE COMPLETED BY THE CUSTOMER On behalf of the organisation detailed below acknowledgement that suppliers pricing under the Electronic Homecare Monitoring amp Scheduling Solutions framework is at this point considered to be commercially sensitive and could well prejudice the commercial interests of the suppliers involved if the information were to be made publicly available therefore hereby agree on behalf of the said organisation that we will keep strictly confidential the pricing information supplied to us and will not disclose the same or any part thereof to any other person organisation or company and shall not make any use of such information or any part thereof for any purposes other than for accessing the framework further agree that access to all such information will be restricted only to those persons reasonably required to know it and that in any event our employees agents consultants and sub contractors if any are bound to us to hold such information in confidence and to use such information only for the purposes of accessing the framework Signature Date Name of person signing this form Position Name of council customer et
17. een advertised and established in full compliance with public procurement legislation Therefore by using the framework customers are exempt from having to undertake any further advertising supplier assessment or adherence to lengthy EU procurement procedures So procurement costs and timescales are minimised About ESPO ESPO the Eastern Shires Purchasing Organisation is a local authority owned purchasing and distribution consortium We operate nationally and many of the framework agreements which we arrange are available for use throughout the UK including Northern Ireland As a public sector body we operate on a cost recovery not for profit basis you will not therefore be charged any fees for accessing this framework ESPO is also a member of the Prod group which is a collaboration of the Central Buying Consortium CBC Eastern Shires Purchasing Organisation ESPO North East Purchasing Organisation NEPO Yorkshire Purchasing Organisation YPO and the wider public sector For each key area buyers in all Professional Buying Organisations work together to undertake market engagement working in partnership together with a lead PBO being established in terms of the procurement process If you require any further information about ESPO or have specific queries about this framework please do not hesitate to contact us our contact details including our website are as follows Steve Burton Group Buyer Stra
18. ement services offering electronic monitoring rostering and provider management solutions specifically tailored for the needs of the community care sector Since its launch in 1999 the eziTracker service has been continually developed to satisfy and anticipate changes in homecare and today stands apart from rival solutions in offering an unequalled combination of user friendliness performance and data accuracy Panztel have a long term track record in successfully delivering the benefits of electronic homecare monitoring and at time of writing over 40 Local Authorities have implemented the eziTracker service EziTracker offers organisations a single complete solution to community care management and the service now encompasses bespoke management reports automated provider invoicing and care worker payroll Flexibility is built into eziTracker s architecture and the system s open interface allows eziTracker to link with leading Case Management Systems and established provider rostering products The Panztel Group operate in New Zealand Australia and Europe The UK office is based in Cwmbran Wales Electronic Homecare Monitoring amp Scheduling Page 22 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers ULYSSES UDMS LTD ULYSSES iy ROSTERING SOFTWARE CONTACT DETAILS Contact Graeme Smith Name Position Director Tel 01865 890 883 Mobile 07855 445 665 Fax 01865 890 068 E mail sup
19. ensure customer needs are being adequately met If you are unhappy with any aspect of the framework or have any feedback you wish to provide please contact the ESPO Strategic Procurement and Commissioning Group Buyer Steve Burton on 0116 265 7857 or email s burton espo org ESPO CONTRACT 394 ALWAYS QUOTE THE ESPO CONTRACT NUMBER WHEN DEALING DIRECT WITH SUPPLIERS Contents Introduction Electronic Monitoring and Scheduling Solutions Overview Using the Framework Supplier Details Establishing the Frameworks APPENDICES Appendix 1 Customer Access Agreement Appendix 2 Confirmation of Award Appendix 3 Confidentiality Agreement Electronic Homecare Monitoring and Scheduling Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers Introduction ESPO s framework agreement offers all social care providers and UK public bodies a simple and effective route to purchasing both electronic homecare monitoring and electronic homecare scheduling solutions The framework is essentially a select list of suppliers all with a proven track record of delivering homecare monitoring or scheduling solutions from whom local authorities health trusts and other care commissioning bodies may purchase solutions quickly and simply The framework is also available to independent sector homecare providers where they are delivering services to clients referred by public bodies The framework has b
20. g to procure using the frameworks the Customer will enter into a Contract for the supply implementation and support of Electronic Homecare Monitoring or Scheduling Solutions the Supply Contract usually based on the pre agreed terms and conditions of contract provided in the Draft Supply Contract document available to accompany this user guide The contractual structure diagram illustrates the relationship between the parties to the arrangement If you or your Access legal advisors wish to see copies of any of the documentation we Supply Framework used in setting up Contract Aareement the framework such as the OJEU notice invitation to tender etc please contact SUPPLIER ESPO and this will be arranged Electronic Homecare Monitoring amp Scheduling Page 25 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers APPENDIX ONE CUSTOMER ACCESS AGREEMENT ESPO Framework Agreement 394 Electronic Homecare Monitoring amp Scheduling Solutions TO BE COMPLETED BY THE CUSTOMER Before conducting any activity under this ESPO framework please complete this form and return it by post fax or email to ESPO AGREEMENT confirm that the organisation detailed below wishes to access the above mentioned ESPO framework agreement and that in doing so will act in accordance with the guidance and instructions set out in the relevant ESPO User Guide
21. ing and Scheduling Systems COMPANY INFORMATION CM2000 is an award winning supplier of fully integrated electronic monitoring scheduling and financial management solutions to the community care sector The Company has successfully implemented solutions with 76 Council and over 700 Independent Provider organisations and since inception has logged in excess of 235 million calls Our patented solution CallConfirmLive is available to users via any internet enabled PC 24 7 365 By using the systems planning and visit screens the user can see Care Worker availability schedule visits and to see at a glance how the service is performing in real time The system provides comprehensive management information reporting and is also used to automate provider invoicing Care Worker payroll and Service User billing CM2000 provides a comprehensive range of monitoring options available to customers on a mix and match basis These include both landline telephone and mobile phone based solutions including the patented AURA system Box10 Advanced RFID Radio Frequency Identification QR Code and GPS CM2000 offers a next generation scheduling schedule optimisation tool and has a suite of transformation tools to help customers meet their obligations under the Personalisation Agenda CM2000 is ISO9001 ISO27001 and BS25999 accredited and PRINCE2 qualified Project Management Practitioners manage system implementation CM2000 is based in Sutton Coldfield in
22. itoring and scheduling solution then you should either invite just those suppliers who are included in both lots or invite all Nine suppliers on the basis that a joint bid would be acceptable involving two suppliers acting in consortium Integrated Supplier Client Monitoring Scheduling oe Supplier Product s Offered i Hosted Hosted Solutions Solutions Scheduling Solutions Advanced Health amp Care OfficeBase CACI Ltd inTOUCH eziTracker Care Monitoring 2000 CareFree Carefree Management RoadRunner Ltd CareFree amp RoadRunner Coldharbour Ltd Please quote ESPO Contract 394 Electronic Homecare Monitoring and Scheduling Page 10 in all communication with suppliers Solutions User Guide Supplier HET Software Ltd Product s Offered CareManager3 Integrated Monitoring amp Scheduling Solutions Supplier Client Monitoring Scheduling Hosted Hosted Solutions Solutions CareManagerMobile CareOnline Panztel UK Ltd Ulysses UDMS Ltd Newcare Version 5 with Timelog Newcare Version 5 with eziTracker Newcare Version 5 Newcare Mobile eziTracker Timelog Newcare Mobile Combination System Newcare Mobile Timelog Webroster Electronic Homecare Monitoring amp Scheduling Solutions User
23. lutions offered were tailored to the particular context of social care or homecare provision as opposed to a generic product which has been tweaked to suit a social care setting Arrangements for product support and helpdesk facilities Product future proofing to equip the client to exploit technological advances and to absorb the impact of changes in the social care field such as personalisation and telecare Arrangements for ensuring continuity of provision this applies both to supplier hosted solutions where the client is obviously highly dependent continuously upon the supplier Electronic Homecare Monitoring and Scheduling Page 13 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers Evaluating secondary competition tenders Procurement regulations require that secondary competition tenders are evaluated using the same criteria as those used when the framework itself was first established But at secondary competition stage you are allowed to define the criteria in more detail and to vary the weighting i e the relative importance of each Suppliers are aware that price is likely to carry significantly greater weight when client authorities are making their own specific award decisions using secondary competition In terms of quality you may choose to evaluate issues around the comprehensiveness of rival systems functionality and the particular technologies each
24. ly eliminates any issues with the interface between the two products but limits your choice to those suppliers who are able to offer an integrated solution Electronic Homecare Monitoring and Scheduling Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers Using the Framework Benefits of Using the Frameworks e No need to go through a full EU tender process ESPO has already carried out a tender process which is fully compliant with UK and European Procurement Law thereby saving you valuable time and resources with greatly reduced procurement timescales There is no need to advertise the contract and there are no minimum time periods within the process to which you must adhere Suppliers listed on the frameworks have already been assessed for their financial stability track record experience and technical and professional ability Suppliers are also regularly re checked to ensure that the required standards are maintained giving customers confidence to purchase with minimal further vetting Access to a choice of supplier and services Pre agreed terms and safeguards underpin all contracts placed under the framework Professional procurement support is always on hand from ESPO Whilst the aim of the framework is to simplify the process by covering all procedural compliance matters on your behalf it is recognised that sometimes specific guidance advice or assistance may be required this is alw
25. ng fair charging reducing waste and service queries and demonstrating value for money Plus points for providers include improved cash flow and faster dispute resolution The potential benefits include e Ensuring service users receive the care commissioned By accurately recording the time care workers spend in service users homes through real time monitoring commissioners can verify that the packages of homecare ordered are actually delivered Improving productivity and value for money For example by recording the actual time spent with service users care worker time spent travelling between users will not be recorded as productive with implications for the hours paid for Access to such data may also improve the quality of decision making particularly where in house services are being measured against external providers Reducing administrative and finance time The generation of electronic timesheets in place of manual timesheets completed by care workers offers transparency of services delivered to be used either to calculate billing where users are charged for services or to generate invoices for external domiciliary care services By facilitating data gathering and exchange and by interfacing with back office finance and administration systems significant transactional efficiencies may be achieved e g by eliminating manual invoicing Improving safety to care workers Electronic systems will typically facilitate
26. nic Homecare Monitoring and Scheduling Solutions User Guide Page 15 Please quote ESPO Contract 394 in all communication with suppliers Ce Health amp Car Part of the Advanced Computer Software ADVANCED HEALTH amp CARE aF Advan Group CONTACT DETAILS Contact Pete Briggs Name Position Head of Public Sector Solutions Care Tel 0208 772 8773 Mobile 07974 085 194 Fax 0208 675 9833 E mail Pete Briggs advancedcomputersoftware com Address 230 City Road London EC1V 2TT Website http www advancedcomputersoftware com ahc SERVICES PROVIDED Electronic Homecare Monitoring Systems Electronic Homecare Scheduling Solutions Integrated Electronic Homecare Monitoring and Scheduling Systems COMPANY INFORMATION Advanced Health and Care Ltd Advanced established in 2001 is a specialist provider of rostering electronic monitoring and point of care services offering a wide range of solutions to the homecare industry including e StaffPlan Roster a robust and mature rostering and administration system designed specifically for community care providers self or Advanced hosted The system offers many functions such as service user referrals recruitment support training checks and reminders rostering and roster optimisation reviews contract monitoring invoicing payroll and more iConnect allows automatic delivery and updating of live rosters to care workers via their Near Field Communication
27. organisations Our proven best of breed software CareManager3 enables the management of rostering simplifies the allocation of staff automates payroll and invoice preparation helps in the management of compliance with CQC regulations and more h e t software also offers the following solutions that seamlessly integrate with CareManager3 CareManagerMobile to support care workers at the point of service delivery and support personalisation and self directed budgets CareOnline to support service users carers and others to access care and service information securely online Electronic Call Monitoring telephone based software solution to record time and attendance Electronic Homecare Monitoring amp Scheduling Page 21 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers PANZTEL UK LTD Panztel CONTACT DETAILS Contact Name Darren Evans Position Sales Director Health amp Social Care Tel 0845 699 6969 Fax 0845 351 2500 E mail uksales panztel com Address 3 Brecon Court Llantarnam Business Park Cwmbran NP44 3AB Website www ezitrackerhm com SERVICES PROVIDED Electronic Homecare Monitoring Systems Electronic Homecare Scheduling Solutions Integrated Electronic Homecare Monitoring and Scheduling Systems COMPANY INFORMATION Panztel is the company behind the eziTracker care management service the class leading suite of integrated care manag
28. port rostering systems co uk Address 45 Monument Park Chalgrove Oxon OxX44 7RW Website www rostering systems co uk SERVICES PROVIDED Electronic Homecare Monitoring Systems Electronic Homecare Scheduling Solutions Integrated Electronic Homecare Monitoring and Scheduling Systems COMPANY INFORMATION Ulysses supplies a versatile proven easy to use software system to help manage all aspects of scheduling particularly suited to domiciliary care and with emphasis on best value With over 15 years experience and built around the current Microsoft SQL NET technologies Ulysses Newcare V 5 is a comprehensive management tool incorporating visual rostering care planning outcome management invoicing payroll CQC compliance and many other functions in a highly customisable package that can be adapted to requirement Newcare works with Ezitracker CM2000 and Timelog ETM systems as well as Reslink NFC Mobile phone technology and in house PDA solutions The product handles multi site multi discipline teams and has an advanced personalisation module that transforms service user choice and workforce communication Electronic Homecare Monitoring and Scheduling Page 23 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers WEBROSTER LTD web Intelligent Workforce Management Solutions CONTACT DETAILS Contact Name Olivia Groom Smith Position Office Manager Tel 01733
29. re this deadline or consider any bids which arrive late Tenders should be evaluated in accordance with criteria established when the framework itself was let please see the next section Evaluating secondary competition tenders for guidance Advise all bidders of the outcome and complete Appendix 2 Confirmation of Award and see page 29 and return to ESPO Direct Call Off If the client s specific requirements are such that the client believes that they have sufficient information about a supplier s product and pricing and can in this way clearly identify the best supplier for meeting their needs then they may simply place an order with a supplier This may apply for instance where a client s requirements are relatively straightforward permitting purchase of a product almost off the shelf or at least with relatively minimal configuration or bespoking For a number of suppliers detailed pricing information is given in this user guide which may be used as a basis for placing a call off order Electronic Homecare Monitoring and Scheduling Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers If a client needs to seek pricing information from a supplier i e obtain a quotation or tender before they are able to place an order then they are in effect running a secondary competition and should do so in accordance with the rules set out in the above section In exceptional
30. reation of payroll data including calculation of pay breakdown of hours worked enhanced payments due holiday pay expenses where applicable etc Management of training assessment and other events Maintenance of service user records including storage of personal information Maintenance of carer records including secure storage of personal information Comprehensive facilities for generation of reports and management information Integrated Electronic Homecare Monitoring amp Scheduling Solutions Monitoring solutions and scheduling solutions may each be treated as standalone items many authorities simply require one or the other Other authorities may be looking for an integrated solution i e one which offers both monitoring and scheduling functionality in a single seamless package This ESPO framework can be used for all these requirements whether you need just monitoring or just scheduling or both If you require both functionalities you need to bear in mind that there are two approaches you may adopt e You may wish to survey the widest possible range of options by looking at standalone solutions for monitoring and scheduling selecting the ones which best meet your needs and simply running the two solutions alongside each other solutions from different suppliers generally interface with each other effectively Or you may prefer to buy a single integrated solution from a single supplier Such an approach clear
31. tegic Procurement amp Commissioning Tel 0116 265 7857 E mail s burton espo org Richard Skelton Senior Buyer Commissioning and Strategic Procurement Tel 0116 294 4010 E mail r skelton espo org Alternatively please write to us at the following address Eastern Shires Purchasing Organisation Barnsdale Way Grove Park Enderby Leicester LE19 1ES Or visit our website www espo org Electronic Homecare Monitoring and Scheduling Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers 2 Electronic Monitoring Rostering amp Scheduling Overview Electronic Homecare Monitoring A number of benefits and efficiencies have been identified arising from the introduction of electronic methods of recording monitoring and managing the delivery to service users of the home care services commissioned by local authorities Although various electronic monitoring systems exist reliant on different technologies they all share the essential features of providing to commissioners accurate data on actual care hours delivered to each service user Electronic monitoring systems can lead not only to improved quality of service but also to streamlined processing and administration especially where these processes currently rely on manual resource intensive systems Electronic monitoring also facilitates payment on the basis of service delivered rather than service ordered eliminating error and fraud supporti
32. the care industry and has been providing community care solutions since 1992 Our solutions are currently utilised by seven out of the top ten home care providers in the UK We have dedicated functionality for supported living re enablement services acute healthcare in conjunction with home care provision Electronic Homecare Monitoring and Scheduling Page 20 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers HET SOFTWARE LTD Qy h et software CONTACT DETAILS Contact Name Paul Patarou Charlotte Farenden Position Sales Director Sales Co ordinator Tel 01440 766400 Mobile 07799 642 671 Fax 01440 713200 E mail info hetsoftware co uk sales hetsoftware co uk Address Weavers Mill High Street Haverhill CB9 8DD Website www hetsoftware co uk SERVICES PROVIDED Electronic Homecare Monitoring Systems Electronic Homecare Scheduling Solutions Integrated Electronic Homecare Monitoring and Scheduling Systems COMPANY INFORMATION Established in 1993 h e t software delivers innovative user focused software solutions for homecare providers Our specialist software is designed to improve business processes in the homecare industry Over 500 customers use our solutions to improve the management of domiciliary home care as well as residential and nursing home care and supported living services We are a trusted partner to many independent homecare providers local authorities and not for profit
33. the West Midlands with offices in London and Glasgow Electronic Homecare Monitoring amp Scheduling Page 18 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers Carefree Management Ltd CONTACT DETAILS Contact Name Mr Steven Rowbottom Position Sales Director Tel 0845 862 0405 E mail Steve r carefreegroup com Address 14 Appleton Court Calder Park Wakefield W York s WF2 7AR Website www carefreegroup com SERVICES PROVIDED Electronic Homecare Monitoring Systems Electronic Homecare Scheduling Solutions Integrated Electronic Homecare Monitoring and Scheduling Systems COMPANY INFORMATION Electronic Homecare Monitoring and Scheduling Page 19 Please quote ESPO Contract 394 Solutions User Guide in all communication with suppliers sa COLDHARBOUR SYSTEMS thecare ndustry s leading light Coldharbour Systems Ltd CONTACT DETAILS Contact Name Mike Moreton Position Sales Director Tel 0127 850 500 Fax 01275 850 501 E mail mike moreton coldharbour systems co uk Address The Courtyard Wraxall Hill Wraxall Bristol BS48 1NA Website http www coldharbour systems co uk SERVICES PROVIDED Electronic Homecare Monitoring Systems Electronic Homecare Scheduling Solutions Integrated Electronic Homecare Monitoring and Scheduling Systems COMPANY INFORMATION Founded in 1986 Coldharbour Systems is the undisputed market leader of software solutions for
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