Essex Complex Residential Framework Market Engagement
ECC is proposing a new framework for complex residential placements in Essex to align with the strategic direction of focusing on adults with the most complex needs. The aim is to shape the market, reduce out-of-county placements, prioritize adults in need, and support transitions out of residential services. Providers must meet criteria to be part of the framework.
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LDA Complex Residential Framework Market Engagement January 2022 Procurement Services Realising Essex's potential through our suppliers
Summary ECC have been working on a proposal for a new framework for all complex residential placements to be made. We have engaged with a focussed group of current providers of these services within Essex previously to test the proposals and ensure that it is a realistic approach to procurement in the future. We have taken on board feedback and are now in a position to present the final proposals to the wider market including any provider that has an interest in future development of complex residential services in Essex.
Overview ECC are proposing to procure a new framework for all complex residential placements to be made through in the future The strategic direction of ECC is to utilise residential care only for adults with the most complex needs Because the strategic direction for ECC is clear, rather than building a framework for the entire residential market we want to focus attention on the areas that align with this, and which you currently provide in Essex
What we want to achieve To shape the market in Essex to more closely match our future direction To reduce the number of out of county placements and keep people closer to home whilst developing a prosperous local market for providers To put the adult at the centre of a transparent placement process To only use residential services for those adults that really need it and to maximise the use of more independent settings for everyone else To support adults to move on from residential services when they are ready to The framework we are proposing is a tool to help us achieve the aims we have set out and which have mutual benefit for both ECC and the market
Scope of Framework This framework has been designed for providers that care for adults with very complex needs, and only adults that have been identified by Essex County Council as meeting our complexity criteria will be referred to providers under this framework. Only providers that meet our criteria for delivery of complex services will be admitted to the framework and will receive referrals of adults that are subsequently defined as complex. The definition ECC use for complexity can be found here [ins. Link] and example case studies of adults that would fit this criteria can be viewed here [ins. link] Providers who join the framework will transfer their existing schemes over to the new terms and conditions of contract and specifications.
Procurement Process Process Costs The contract will be procured through an open tender process, allowing any provider to submit a response. Cost breakdowns submitted will be benchmarked against Care Cubed and other residential services commissioned by ECC. At the time of tender providers will be asked to provide: - Full cost breakdowns and details of all residential homes proposed to be brought forward to the framework - A written response to tender questions designed to assure the quality of providers on our framework Costs submitted at the time of tender will be used by ECC to rank homes in order of cost and quality, and this is utilised to narrow down options in scenarios where an adult has multiple homes identified as suitable. Where rates exceed the benchmark, this will be flagged on our framework and rates will be negotiated with the provider prior to any placements being made at that home. The Council will reserve the right not to place at any home where costs cannot be reasonably justified or are excessive, irrespective of their place on the framework. Providers do not need to have existing residential homes within Essex in order to bid on the framework, and new services can be developed once a place is secured on the framework. There will be no limit to the number of providers that can on the framework.
Placement Process Complex Residential Framework Placement Process Phase Social Worker reviews the Available Homes Form and consider whether the home is suitable based on: Location Size of Home Core Hours Compatibility with other placements Social Worker carries out initial review of the responses and provides feedback and clarification questions. A visit to the home is undertaken at this stage where necessary. Social Worker and allocated Behavioural Advisor score the proposals in line with criteria Adult is defined as complexand requires residential care? Referral made to SPT via Mosaic Social Care Advise SPT of suitable homes from the Available Homes Form Yes No Go to spot placement process Yes Filter the list where applicable to three highest scoring and suitable Homes, and issue the Invitation to Assess Run the High Level Matching Tool based on details provided by social care Add all suitable homes to the Available Homes Form and issue the Expression of Interest Form Review the submission to ensure all required information is included, and share with Social Care Return the feedback and clarifications to all providers and seek final assessments At least one home identified? At least one home identified? Consensus meeting held, chaired by SPT to agree final scores Home approached and package agreed Check and share final submissions with social care Placement agreed? Yes Yes Placement Agreed No SPT Go to Mini- Competition Process Any homes on reserve list? No No Yes Yes Share up to three homes from reserve list with Social Care Provider Providers review feedback and clarifications and provide a final version of the assessment including all information required. Provider confirms reception and intention to assess At least one provider returns a Provider Proposal to ECC Provider completes Expression of Interest and returns to ECC No
Placement Process The placement process will be outlined in full within the tender documentation but will follow a number of principles. ECC will create and utilise a matching tool which will rule out homes that are not suitable for an adult based on defined criteria (e.g. location, type of accommodation) All remaining homes will be invited to express an interest in the package based on the ISP and service specification for the adult. Of all homes that have expressed interest, ECC will then narrow the homes to a maximum of three based on the cost and quality score awarded at the time of tender. The homes selected will formally assess the adult and detail how they will meet their needs. Each assessment will be reviewed by ECC and scored based on set criteria as to what offers the best fit for the adult. The cost of the proposed package will be taken into account to give a final cost/quality score to each home. The best scoring home will be selected for the placement. Cost will account for 30% of the score, with quality consideration making up the remaining 70%.
Placement Process The most suitable placement will be identified based on the assessment by ECC of the provider assessment and how it will meet the adult s needs. Each provider assessment will be scored in line with defined criteria and this score will then be added to the score awarded for the cost of the package proposed. The provider and home with the highest score across both elements will be selected as the most suitable placement by ECC. Providers will be expected to use their own assessment templates to consider whether they are able to meet the needs of the adult referred to them. The proposed evaluation criteria to be used by ECC to assess the most suitable placement is listed to the left below, with the scoring for each element to the right: Provider assessment addresses this fully and there are no doubts regarding the suitability or delivery of services. Hours proposed within the package are proportionate and suitable for the adult based on their needs, with appropriate levels of core and 1:1 hours available Criteria 1 3 How the home will provide (or be adapted to provide) an appropriate, safe environment for the adult and how this will meet the needs of the adult based on the physical environment and available facilities Provider assessment addresses this, but there are minor doubts regarding the suitability or delivery of the services. Criteria 2 2 Provider assessment partially addresses this but there are major doubts regarding the suitability or delivery of the services. How compatibility with other residents has been considered and any identified risks will be mitigated by the provider to ensure a safe and suitable environment for all adults Criteria 3 1 What realistic and appropriate outcomes and goals will be set out for the adult and what is the proposed plan for their attainment Criteria 4 0 Provider assessment does not address this. Providers will need to ensure they are covering these elements within their assessments because these will be what we are looking for and scoring when assessing where the most suitable accommodation may be.
Open Sourcing Process An open sourcing process can be used by ECC in a number of different scenarios including but not limited to: There is no current accommodation that is suitable on the framework The adult(s) require a very bespoke environment and care package There are multiple adults to be placed at the same time and in the same home A placement is needed urgently and the standard placement process will not be suitable The benefit of operating an open sourcing process under the framework would be that it goes only to those providers who are already on the framework and who are quality assured.
Development One of the key drivers behind the framework is to expand the capacity of complex residential services in Essex. Providers who have met all of the relevant quality criteria and have a place on the framework are encouraged to develop new services throughout the term of the framework. Published criteria will be included with the tender but will take account of the differing models of residential care for complex adults and the differences between every individual adult. All new residential homes will need approval from ECC via the Accommodation Planning Board as a condition of it being admitted to our framework for placements to commence. Homes being developed by providers on the framework can be placed on the framework to pick up placements prior to the building being completed; this will allow referrals to be made to suitable future services and allow better planning for transitions for adults. Costs for new homes developed will be agreed with the provider on the same basis as at the point of tender, utilising Care Cubed as the benchmarking tool.
Timescales Governance approval April 2022 Release of tender April 2022 Date for return of submissions June 2022 Evaluation period completed August 2022 Start of framework November 2022
