Background
With existing contracts due to expire, North Bristol NHS Trust, University Hospitals Bristol and Weston NHS Foundation Trust, and Sirona care & health, operating together as a single consortium, wished to bring all agency staffing arrangements into a single, compliant contract under a framework. A review found that some staff groups had not always been managed compliantly. It was agreed that a new, unified contract would improve compliance, support organisational aims and promote consistent, robust workforce management, driving improved performance.
Acting on behalf of the three organisations, Bristol & Weston NHS Purchasing Consortium was responsible for managing the procurement. As a result of complexity and the tight timeline to deliver, a dedicated programme manager was appointed to oversee the project, making sure all issues were captured and addressed.
The aim was to find and procure a single workforce solution covering all staff groups, and to select a supplier that the consortium could build a strong, long-term partnering relationship with. Asking the right questions in the tender process was key to identifying a supplier capable of delivering the full range of workforce requirements.
A full appraisal of available framework options was carried out. The evaluation identified NHS Workforce Alliance’s RM6163 Workforce Improvement Services as the preferred route.
Project
With support from the Alliance and using the RM6163 Workforce Improvement Services (WIS) framework, Bristol & Weston NHS Purchasing Consortium ran a further competition to procure an Agency Managed Service for all staff groups.
The project’s success relied on collaborating with a wide group of stakeholders and involving colleagues at all levels in shaping decisions and outcomes. Requirements and expectations of the three organisations also needed skilful alignment and harmonisation.
Fundamentally, the Consortium chose to work with the Alliance because we are part of the NHS, supporting the NHS – driving compliance, meeting procurement regulations and achieving value for money. Other considerations for choosing the Alliance were:
- dedicated support from workforce experts in the Alliance South West team, assisting throughout the tender process, implementation and life of the contract
- good reputation for expert market knowledge
- positive previous experience of wraparound support from Alliance partner, Crown Commercial Services (CCS).
The Alliance is a collaborative partnership comprised of four NHS procurement hubs and CCS, the UK’s largest public sector buying organisation.
The WIS framework was chosen as the preferred workforce solution because the agreement allowed for all job roles to be covered under a single lot, offered a single contracting option and provided access to 11 key suppliers with proven capacity to deliver a variety of workforce solutions. It is also a dedicated, tailored route to market.
Challenges
Aligning existing contracts across three organisations presented an early challenge that required detailed work to identify gaps and update specifications to reflect current and future needs. This foundational step was essential to ensure the new contract was fit for purpose and would deliver consistent outcomes across the group.
The process was further complicated by TUPE considerations, adding legal and operational complexity to transition planning. With no flexibility on the go-live date due to expiring contracts, tight timescales added a further challenge. This put pressure on all parties to keep momentum up to successfully meet key milestones.
Managing a bid from a supplier that did not comply with the framework rate card also introduced difficulties.
Operational capacity was another challenge. Teams involved in building the specification and supporting evaluation and moderation were already stretched. Balancing this work alongside day-to-day responsibilities required careful coordination and commitment.
Outcome
A single, aligned specification and contract is now in place, meeting the needs of all three organisations and providing clear oversight of rates. Supplier ID Medical has been appointed under a master vendor contract and is working in close partnership with the group to support successful delivery. Phase 2 of Direct Engagement is underway for two of the three organisations, with a go-live target of mid-June 2025.
The procurement was completed without challenge – a notable achievement given the complexities of the current agency staffing landscape. Comprehensive stakeholder training in evaluation and moderation played a key role in this success. Alliance procurement experts provided hands-on support throughout the process, from preparing the tender through to implementation. The Alliance will continue to provide support for the duration of the contract.
The strategy was approved at executive level, helping to foster buy-in across all three organisations and reinforcing confidence in the chosen solution. ID Medical also supported the transition from the outgoing providers, working collaboratively to manage implementation and phase-in effectively.
Consortium members shared positive feedback, describing the support they received from the Alliance South West team as ‘invaluable’- especially at the specification creation stage. They also commented that without Alliance input, meeting the project timeline would have been unlikely. The Alliance team’s knowledge and insight was also praised; by making effective use of what was already available through the framework, duplication was avoided, making the process more efficient and saving valuable time for everyone involved.
The Workforce Alliance team were always on hand to provide support throughout the Programme, most often at very short notice. Although BWPC managed the delivery of the procurement independently from the Workforce Alliance team; their willingness to help and most importantly ensure the success of the Programme delivery, was invaluable.
Marie-Clare Reid Category Manager – Bristol & Weston Purchasing Consortium.
If you would like to discuss a similar project with an Alliance workforce specialist in your region, please reach out to us.
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