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Non-Emergency Patient Transport Services Procurement

Non- Emergency Patient Transport Services (NEPTS) Procurement Role Description for Patient Representative (August 2019)


The current contract for Patient Transport Services, or PTS as it’s often referred to, is commissioned across Barnsley, Doncaster and Rotherham by the respective local Clinical Commissioning Group (CCG) for each area from a private sector provider. It is our role to plan for and buy local healthcare services, which meet the needs of the local people living in our area.

Patient Transport Services assist patients who need it to access transport so they can attend health care appointments in a variety of settings including hospital, community and social care settings. We use national criteria to determine who is eligible to access the services.

Following a recent review of Patient Transport Services across Barnsley, Doncaster and Rotherham, the key recommendation was for the three CCGs involved to go out to procurement to put in place revised arrangements for patient transport services which meet the current and future needs of patients in our respective localities. 

As the organisations that plan and buy healthcare services on behalf of local people, we are committed to contracting with the best provider to ensure the provision of high quality, dedicated and professional patient transport services for all eligible patients across Barnsley, Doncaster and Rotherham.


The three CCGs involved have started going through a formal process to find a main provider of Non-Emergency Patient Transport Services (NEPTS) across Barnsley, Doncaster and Rotherham via a competitive tender process.

We are keen to recruit a provider that will provide a comprehensive and quality service covering all aspects of NEPTS to meet the needs of the local population and provide value for money. 

 As part of the above tendering process, we would like to invite up to six local people (ideally two from each area) to assist us in deciding on the successful service provider, by participating in the evaluation of responses to a number of patient related questions given by potential providers of the service.

What will the role involve?

Service user and carer representatives will on the voice of the local community as part of the overall procurement panel and will support the process by:

  • Attending an initial briefing meeting to gain an understanding of the role
  • Committing to the time required to reading the bids from the potential providers of services and scoring these online. These can be long and, at times, complex documents.

 The evaluation can be undertaken from any computer with internet access.

  • Attending meetings to evaluate these bids and giving views about which potential provider(s) should deliver the services.
  •  Helping to develop ways to check the successful provider is providing the quality and standard of service we expect.

 The evaluation of the patient related questions will be taken into account alongside other technical questions to contribute to choosing a final shortlist of service providers.

  •  Patient representatives that have helped in the evaluation will be invited to attend dialogue events to hear presentations from the shortlisted providers and have the opportunity to ask further questions of the potential providers.
  • Attendance at these dialogue events is optional and they are likely to take 1 – 2 hours each.


  1. To attend an initial briefing session in person or over the phone to find out how the evaluation will be carried out and to also discuss and gain an understanding of the procurement process.
  2. To undertake an evaluator training session in relation to the online portal used for the scoring process. 
  3. To score tenders against pre-agreed evaluation criteria, using an online system.
  4. To maintain strict confidentiality at all times throughout the process.
  5. To declare any potential conflict(s) of interest relating to your potential involvement in the procurement panel from the outset or as it may arise throughout the process.

This may include but not be exclusive to the following examples;

  • You or a family member having any links to any potential providers of the service. 
  • You or a family member having previously or currently being in the process of pursuing a complaint/ grievance against any potential providers of the service.
  • Being a member of a lobby or pressure groups with an interest in health.

    6.To contribute to discussions within the project team about the relative merits of different potential providers and their tenders, should the initial scoring process prove inconclusive.

 Personal Qualities:

We are looking for up to six people, each of whom:

  •  Has personal experience of receiving Non-Emergency Patient Transport Services within Barnsley, Doncaster or Rotherham. 
  • Has the ability to understand and analyse written information. 
  • Has basic computer usage competence. Access to a computer and the internet is desirable. 
  • Has experience of navigating through the heath and/or social care system.  
  • Has a commitment to objectively representing the needs of local service users, carers and members of the public with the ability to separate own experiences from other people’s issues and faithfully present the views of the community. 
  • Has the ability to attend and contribute to formal meetings, briefing sessions as required and experience of thinking of services as a whole. 
  • At the end of the process, feel confident to advise the CCGs on how the role of a patient/ carer representative on a procurement panel can be developed in the future to ensure that we gain the most from local patient and carer engagement.

 What we will do for you?

We will offer you training on the online evaluation system as well as guidance, and support where necessary. This will include providing an overview of the procurement process, with an introduction to the online scoring system and other topics including confidentiality, and an overview of conflicts of interest.

In return for your involvement we will cover travel expenses and reasonable out of pocket expenses. We may also be able to arrange taxi journeys in advance for those that require it.

What is the time commitment?

Please note dates need to be confirmed and may be subject to change. Most of the evaluation will be done online.  This does not have to be done at a set time but there is a set timescale for having completed your scoring of all of the tenders.

Other information

  •  As with all the other members of the panel, you will be asked to sign a confidentiality agreement and a conflict of interest form as standard. 
  • You will be offered ongoing support to enable you to fully understand and contribute to the process. 
  • Some information will be circulated via email and therefore access to the internet is desirable. 

Suggested timetable and time commitment involved

 Patient Representative training session (if required)

 To be held on 23rd August 2019 in Barnsley from 2pm until 3.30pm (venue subject to confirmation)

 Duration: 1½ hours

 Travel and out of pocket expenses will be covered.

 Tender evaluation

This can be done at any time between 29th August and 11th September 2019 using the online evaluation system.

Panel consensus meeting and bidder shortlisting

To be held on 12th September 2019 in Barnsley (date and venue subject to confirmation)

Travel and out of pocket expenses will be covered.

Duration: approx. ½ day

 Provider dialogue event

Date subject to confirmation following evaluation meeting. 

 Duration: 1 – 2 hours each