HSE 29617 - Authorisation Scheme for the Provision of Home Support Services - Round 4

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

This tender seeks to establish an authorisation scheme for providers of home support services for older people across Ireland. The scheme aims to ensure a consistent, high-quality service delivery aligned with national guidelines and procedures. The services encompass personal care and essential domestic care, with a developing focus on the specific assessed needs of individuals with dementia. The overarching goal is to enable older people to live with dignity and independence in their own homes for as long as possible, supporting existing informal care arrangements rather than replacing them.

The scope of work for successful providers includes:

• Delivery of Personal Care: This involves assisting clients with basic daily living activities such as dressing, grooming, personal hygiene, mobility, continence management, and eating.
• Provision of Essential Domestic Care: This includes tasks like meal preparation, general housework (washing dishes, making beds, laundry, dusting, tidying up), and shopping.
• Support for Clients with Dementia: A developing focus on addressing the specific assessed needs of individuals living with dementia.
• Adherence to National Guidelines: Providers must operate in accordance with the "National Guidelines & Procedures for the Standardised Implementation of the Home Support Service (HSS Guidelines) 2018".
• Client Assessment and Care Planning: While the HSE conducts the initial care needs assessment, providers will be involved in implementing the agreed care plan, which incorporates both formal and informal care arrangements, taking account of the older person's opinions and carer views.
• Service Delivery within Assessed Needs and Resources: Services are allocated based on assessed care needs, within the limits of available resources.
• Waiting List Management: Where resources are not immediately available, approved applicants will be placed on a waiting list.
• Regular Reviews: Providers will support the process of regular reviews of client care needs, with minimum national norms for review intervals (once every 6 months for moderate/mild dependency, and at least once every 3 months for higher dependency).
• Consumer Directed Home Support (CDHS): Where feasible, providers should incorporate elements of choice and flexibility in service delivery as recommended by pilot projects.
• Collaboration with HSE: Providers will work in conjunction with HSE employed staff and operate to HSE standards and requirements.
• Reporting and Monitoring: Providers are expected to participate in monitoring and audit processes to ensure compliance with service standards and guidelines.
• Staff Training and Development: Providers must ensure their staff are adequately trained, including mandatory induction training of a minimum of 20 hours, with 5 hours of practical application.

The service is funded by the Government through the HSE National Service Plan and is a discretionary service based on assessed need and available resources.

3. Background & buyer context

This procurement, "HSE 29617 - Authorisation Scheme for the Provision of Home Support Services - Round 4," is part of an ongoing HSE initiative to ensure the provision of home support services for older people. The service is highly valued and supports a significant number of predominantly older individuals to remain in their homes. The initiative aligns with government policy to support older people in living with dignity and independence in their own homes.

The procurement follows previous rounds (Round 1, 2, and 3) of an Authorisation Scheme. The HSE has been working to streamline the delivery of home support services, moving towards a single funded service model for older people. This includes combining separate budget allocations for home help services and the Home Care Package (HCP) Scheme into a unified "Home Support Service" budget. The aim is to create a more user-friendly and efficient system for clients and staff.

The context also includes ongoing work to develop and enhance the Home Support Service, incorporating elements of Consumer Directed Home Support (CDHS) to give clients more control. Furthermore, there is a developing focus on personalised Intensive Home Care Packages for people with dementia. The procurement is also influenced by the Department of Health's public consultation on home support services, which informed the development of a new statutory scheme and regulation system for these services. The HSE directly employs home helps and also utilises external providers, both for-profit and not-for-profit, to deliver services to HSE standards.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered for this authorisation scheme:

• Turnover Requirement: Not specified for this tender.
• Insurance:
• Professional Indemnity: €6.5m (aggregated in a calendar year).
• Public Liability: €6.5m (aggregated in a calendar year).
• Employers Liability: €12.7m (aggregated in a calendar year).
• Product Liability: €6.5m (aggregated in a calendar year).
• Motor Insurance: €2.6m (third party property damage limit) where provider turnover is under €40m; €6.5m where provider turnover is €40m or more.
• Certifications: Not specified for this tender.
• Past Experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / Facility Constraints: Services are delivered across Ireland within Community Healthcare Organisations (CHOs). Specific geographic constraints for providers are not detailed in the provided text, but service delivery must align with HSE operational areas.

Additionally, applicants must confirm they meet the minimum requirements and service specifications as specified by the HSE. Bidders who previously applied in Rounds 1, 2, or 3 and did not meet minimum requirements must confirm this status.

5. Award criteria & scoring

The award criteria and scoring mechanism are not detailed in the provided text. However, the process involves a two-step evaluation:

1. Standard Response (Minimum Requirements and Authorisation Scheme Compliance): Applicants must meet the minimum requirements of this step to be considered for the next.
2. Authorisation Scheme Compliance: Bidders who meet the minimum requirements proceed to this stage.

The tender documents indicate that adherence to the "National Guidelines & Procedures for the Standardised Implementation of the Home Support Service" is critical. The evaluation will ensure that applicants can deliver services to the standard and requirements of the HSE. The specific weighting for quality versus price is not stated.

6. Submission requirements

Bidders are required to submit the following documentation:

• Full ESPD (European Single Procurement Document): This is a mandatory requirement.
• Attachment 2a – Minimum Requirement ITP Response Document: This document details the bidder's compliance with the minimum requirements.
• Attachment 2b – Authorisation Compliance ITP Response Document: This document outlines the bidder's compliance with the authorisation scheme.
• Attachment 4 – Service Specification ITP Response Document: This document details how the bidder will meet the service specifications.
• All supporting documentation: As required by the various attachments.
• Declarations: Confirmation of meeting minimum requirements, and status regarding previous applications (Rounds 1, 2, or 3) where minimum requirements were not met.

Specific formats, page limits, and templates for these documents are not detailed in the provided text. The submission portal is eTenders.

7. Key dates & process

8. Contract terms that matter

• Contract Duration: The contract length is not specified. However, previous rounds of the authorisation scheme have had defined terms, with Round 4 potentially aligning with a 12-month period commencing January 1, 2027, and ending December 31, 2027, based on a "Change Note (CCN) issued by the Executive on 12 July 2024".
• Payment Terms: Not specified.
• SLAs/KPIs: Not specified, but adherence to the "National Guidelines & Procedures for the Standardised Implementation of the Home Support Service" and service standards is mandatory.
• Liquidated Damages: Not specified.
• Termination Clauses: Not specified.
• IP Ownership: Not specified.
• Sub-contracting Rules: Not specified.
• Parent Company Guarantee/Bond: Not specified.

Providers must maintain minimum levels of insurance as specified.

9. Risks, red flags & unusuals

• Previous Non-Compliance: The tender explicitly requires bidders to declare if they applied in Rounds 1, 2, or 3 and did not meet the minimum requirements. This suggests a rigorous initial screening process and a focus on bidders who can demonstrate compliance.
• Authorisation Scheme Structure: This is an "Authorisation Scheme," implying a framework where multiple providers may be authorised to deliver services, rather than a single contract for a defined volume. This can lead to variable call-off volumes for individual providers.
• Value Not Disclosed: The absence of an estimated value for the overall scheme or individual call-offs makes it difficult for bidders to gauge the potential scale of work and plan their bid resources accordingly.
• Focus on Minimum Requirements: The two-step process heavily emphasizes meeting minimum requirements before any further evaluation, indicating a gatekeeping function for compliance.
• No Explicit Award Criteria: The absence of detailed award criteria and scoring weights means bidders must infer the HSE's priorities, likely focusing heavily on demonstrated compliance with the HSS Guidelines and service specifications.

10. SME fit assessment

This tender is structured as an authorisation scheme, suggesting it is open to a range of providers capable of meeting the HSE's stringent requirements.

• Who can credibly bid: A credible bidder would be an established provider of home support or care services with a proven track record in delivering personal and domestic care to older people. They must possess robust clinical governance arrangements, comprehensive insurance cover as specified, and a well-defined operational model that aligns with the HSE's HSS Guidelines. Small to medium-sized enterprises (SMEs) with a strong regional presence and a commitment to quality care could be suitable, provided they meet the insurance and operational standards.
• Consortium/Sub-contracting: The documents mention "Consortium Member" and "Consortium Lead," indicating that consortia are permitted and potentially encouraged. Sub-contracting is not explicitly mentioned but is a common practice in service delivery.
• Indicative Bid-Prep Effort: Given the detailed requirements and the need to demonstrate compliance with specific guidelines and insurance levels, bid preparation is likely to be substantial. This would involve gathering extensive documentation, potentially developing new operational procedures, and ensuring all personnel and insurance requirements are met. An estimate of 10-20 working days for a dedicated bid team would be reasonable, depending on the bidder's existing documentation and processes.
• Pwin Signal: The tender is a "Round 4" of an authorisation scheme, suggesting that previous rounds have established a pool of authorised providers. The emphasis on bidders who previously failed to meet minimum requirements indicates the HSE is seeking to onboard compliant providers. The lack of a disclosed value and the nature of an authorisation scheme mean there isn't a clear incumbent in the traditional sense for the entire scheme, but rather a pool of existing HSE-approved providers.

11. Where to dig deeper

• Source RFT Filename(s): HSE 29617 - Authorisation Scheme for the Provision of Home Support Services - Round 4 (Title derived from metadata).
• eTenders CFT ID: Not surfaced in provided text.
• Contact Email/Portal: Not surfaced in provided text.
• Most Important Attachments:
• Attachment 1 - 2018 National Guidelines & Procedures for the Standardised Implementation of the Home Support Service (HSS Guidelines).
• Attachment 2a – Minimum Requirement ITP Response Document.
• Attachment 4 – Service Specification ITP Response Document.