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    EALING PRIMARY CARE TRUST

    MARCH 2003

    NHS LIFT UPDATE

1. INTRODUCTION

    This paper provides further information on the role of the LIFT Project Board through

    the procurement process and proposed evolution of this body into a Strategic stPartnership Board (SPB) from January 2004. An update on 1 tranche projects and

    progress with procurement is also provided.

     2. ROLE OF THE LIFT PROJECT BOARD

    It is intended that the Ealing, Hammersmith and Fulham and Hounslow Primary Care

    Trusts (PCTs) enter into a joint NHS LIFT arrangement for the future provision of

    primary care premises by January 2004. In doing so, the PCTs have established joint

    project management arrangements, including a Project Board.

    The Project Board for LIFT is the forum for agreeing the policy and direction of the local

    LIFT project. The project board:

    ? Oversees the LIFT project as a whole, and the work of the LIFT Project Team

    ? Maintains local ownership of LIFT and LIFT objectives.

    ? Integrates the policies and priorities of the three PCTs and their partners in

    delivering LIFT, resolving any differences.

    ? Ensures objectives are met and project milestones reached according to agreed

    timetables.

    ? Approves the use of resources.

    A smaller Project Team, comprising the PCT Directors of Primary Care (or equivalent),

    has taken day to day responsibility for managing the LIFT process, supported by the

    West London Estates Shared Services organisation and external advisors.

    Current project arrangements are summarised in the diagram below.

     Hammersmith & Hounslow PCT Board Ealing PCT Board Fulham Board

    Project Board

    W London Estates & External Management advisors

    Project Team

     EPCT March 2003 1

    As the diagram makes clear, the Project Board remains subordinate to the three PCT boards.

    The PEC has a key responsibility for on-going assessment of health and service need and identifying areas of potential primary care premises investment. A PCT Capital Planning Group has been established with agreements at the January PCT Board and December PEC to lead this work.

    2.1 Membership

    The membership of the LIFT Project Board reflects the wide, cross sector involvement of key partners which have signed up to the procurement process as follows:- ? Ealing Primary Care Trust

    ? Hounslow Primary Care Trust

    ? Hammersmith and Fulham Primary Care Trust ? The London borough of Ealing.

    ? The London borough of Hammersmith and Fulham. ? The London borough of Hounslow.

    ? West London Mental Health NHS Trust

    ? London Ambulance Service

    ? Partnerships for Health

    The membership of the LIFT Project Board is shown as Annex 1. Organisational

    arrangements will be amended to reflect that the Project Board will act for more than just the three PCTs. The Project Team will also require expansion from time to time.

    2.2 LIFT procurement

    Following the publication of the SSDP, in December 2002, the Project Board and Team is focussed on management of the procurement of a private sector partner to form a local LIFT public private partnership (LIFTCo). During this phase, the Project Board, as well as continuing to oversee and direct LIFT, will take on specified tasks relating to procurement:

    ? Oversee the work of short-life evaluation teams assessing private sector

    submissions.

    ? Consider and approve the recommendations of evaluation teams, including pre-

    qualification, invitation to negotiate and preferred bidder.

    ? Direct a shared public and staff communications strategy for LIFT. ? Agree the means to achieve financial close.

    During the course of procurement, the Project Board may also approve a revised SSDP.

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NHS LIFT Update

    When the procurement process is complete in early 2004 the Project Board will, evolve

    into a Strategic Partnering Board (SPB) to manage the procurement of services from

    LIFTCo.

    3. ROLE OF STRATEGIC PARTNERING BOARD (SPB)

    3.1 Terms of reference of the SPB

    In general terms, the SPB is the key forum for the local NHS LIFT. It will work at the

    interfaces between national and local health care policy, health and social care, local

    community and stakeholder aspirations, and the local public/private partnership

    (LIFTCo). It is the main mechanism for ensuring that LIFTCo meets local requirements.

    The SPB is not a separate legal entity.

    The SPB will:

    ? Provide strategic direction for ongoing LIFT investment, by:

    ? approving the annual revisions to the SSDP, ensuring that it supports local

    health and social care plans.

    ? being a forum for ideas and discussion of accommodation requirements for

    primary care and related services in the context of the SSDP and agreeing

    whether LIFTCo can meet these.

    ? requesting LIFTCo to prepare proposals for provision of accommodation.

    ? considering LIFTCo’s proposals and approving any new projects.

    ? Review and direct operation of the LIFT partnering agreement, in terms of:

    ? financial performance against budget.

    ? operational matters and delivery of output specifications for individual Lease

    Plus agreements.

    ? considering requests from LIFTCo’s tenants for alterations to

    accommodation provided under LIFT arrangements (and deeming these

    “major alterations” as appropriate, in which case they become new projects).

    ? select a participants’ representative to sit on the board of directors of

    LIFTCo.

    The SPB will be constituted when the private sector partner in LIFTCo has been

    selected in 2004.

3.2 Membership of SPB

EPCT March 2003 3

The membership arrangements for the SPB are summarised in the table below.

    Table 1: SPB membership

    Name Appointed/co-opted by Voting

    status Chairperson to be appointed SPB Non-voting Chief Executive Ealing PCT Board Voting Chief Executive Voting Hammersmith & Fulham PCT

    Board

    Chief Executive Hounslow PCT Board Voting LIFTCo representative LIFTCo Board of Directors Voting To be nominated Partnerships for Health Voting Others group 1 - other Voting Councils/council cabinets, NHS

    signatories to the Strategic Trust Boards

    Partnering Agreement (SPA) (to be

    identified) such as Local

    Authorities, other NHS Trusts

    Others group 2 - other identified SPB Non-voting stakeholders, not signatories to the

    SPA. These could include North

    West London Health Authority, the

    Local Medical Committee, etc, as

    well as Local Authorities and NHS

    Trusts which choose not to sign the

    SPA.

    Of the above, with the exception of the LIFTCo representative, the voting members are “Participant’s Representatives” in terms of the NHS LIFT Strategic Partnering

    Agreement (SPA). That is, they are representatives of the public bodies and the

    national joint venture expecting to enter a Partnering Agreement with LIFTCo. These

    organisations will have formally agreed to become signatories. As a preliminary to this,

    they have been “named” as contracting authorities in the Official Journal of the

    European Communities (OJEC) advertisement for procurement of a private sector

    partner in LIFTCo.

    Each of the participant’s representatives will represent that participant only and cannot

    exercise or delay the functions or powers of any other participant. Each participant

    selects a representative and deputies as necessary. Voting arrangements are

    discussed further below.

    3.3 SPB meetings and voting

    The SPB will meet regularly, at least every three months, with a quorum of two

    participants and the LIFTCo representative. Inquorate meetings will be adjourned for

    five days. The meeting venue will be by agreement. The chairperson will arrange for

    papers for meetings to be issued ten working days in advance. Three working days are

    required for notification of additional agenda items or “any other business”. Minutes will

    be issued within three working days.

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NHS LIFT Update

    Voting will be by majority vote. However, no decision can be taken which commits or

    affects any of the participants, without their representative’s agreement. This includes

    any decision which:

    ? Requires expenditure to be incurred by a participant.

    ? Places a liability or contingent liability on a participant.

    ? Has an adverse impact on how a participant discharges a statutory function.

    The LIFTCo representative may not vote on the approval of new projects.

    Non-voting members are selected by the voting members of the SPB, through:

    ? Appointment (of the chairperson). The chairperson will be independent and non-

    executive. The chairman may be appointed through external advertisement and

    interview. The post is part-time and remunerated.

    ? Co-option (of stakeholder representatives). Stakeholder representatives are

    drawn from the local community and/or from local health and social care

    organisations. They can be as many as is considered necessary and practical.

    LIFTCo must be consulted on their appointment.

    In order to discuss in more detail the responsibilities and accountability of PCT Boards

    in the LIFTCo and hear the experience of first wave LIFT initiatives a seminar is being

    organised with representation from Partnerships for Health and presentations from

    currently established LIFT Companies.

    The details of the corporate governance arrangements for LIFTCo will be put to the

    Board at a future meeting in order to establish the company and agree the

    responsibilities of the PCT Board in this process.

    4. PROCUREMENT PROGRESS

    The evaluation team has shortlisted six long list bidders for the LIFT Project in line with

    the procurement timetable outlined at the February Board meeting. The evaluation

    team will interview all six companies on 12-13 March to further shortlist this list to three st tranche companies. These will then be invited to negotiate on the details of the 1

    schemes with financial close expected in December 2003.

    thA LIFT Project Board will be meeting on 20 March to discuss recommendations for the

    three shortlisted bidders.

    ST5. PROGRESS WITH 1 TRANCHE SCHEMES

    stEach of the Ealing PCT 1 tranche schemes has established a project group in order to

    draw up detailed specifications for the three polled schemes; Taywood Health Centre,

    Mattock Lane and Cloister Road clinic. The project groups will ensure appropriate staff

    and public consultation on the proposed schemes. Updates on the development,

    affordability and specification of these three schemes will be provided through the LIFT

    Project Board to the PEC and PCT Board.

EPCT March 2003 5

6. RECOMMENDATION

    The Board is asked to

    APPROVE the terms of reference and membership of the LIFT Project Board

    NOTE the details for establishment of the Strategic Partnership Board for LIFTCo and the arrangement of a seminar to discuss the responsibilities and accountability of PCT

    Boards before final agreement on the establishment of LIFTCo

    NOTE the LIFT Project Board will discuss and agree the three shortlisted bidders for th March the West London LIFT at its meeting on 20

    NOTE the Capital Planning Group establishment to discuss and agree the future primary care premises investment proposals for Ealing

David Williams

    Director of Services

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NHS LIFT Update

    Annex 1

    Members of the Project Board

    Robert Creighton - CEO - Ealing PCT

    John James - CEO Hounslow PCT

    Mike Bernstein - Non-Executive Director, Hounslow PCT

    Andy Evans - Director of Primary Care Hammersmith & Fulham PCT Suzanne Trewavas - Director of Primary Care Hounslow PCT David Williams - Director of Services Ealing PCT John Anderson - London Borough of Ealing

    Susannah White - London Borough of Hounslow

    John Chamberlain - London Borough of Hammersmith & Fulham

    David Knight - Ealing PEC

    David Mendel - Hounslow PEC

    Stephen Jefferies - Hammersmith & Fulham PEC

    Tony Leonard - North West London St. HA

    David Slegg - Finance Director Ealing PCT Jane Pauley - Finance Director Hammersmith & Fulham PCT Simon Marshall - Finance Director Hounslow PCT Tim Challis - Partnerships for Health

    Paul Richards - NHS Estates

    David Blair - West London Health Estates

    David Brodin - LIFT Project Director, Finnamore Management Consultants

    Godfrey Hunt West London Mental Healthcare Trust

    Martin Nelhams - London Ambulance Service

EPCT March 2003 7

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