IDCR Toolkit:

Contract
Summary
Template

NHS England INFORMATION READER BOX

Directorate
Medical
Nursing
Finance

Operations
Policy
Human Resources

Patients and Information

Commissioning Development

Publications Gateway Reference:

1613

Document Purpose

Guidance

Document Name

Contract Summary

Author

NHS England/P&I/SST

Publication Date

09 May 2014

Target Audience

Foundation Trust CEs , NHS Trust CEs

Additional Circulation
List

#VALUE!

Description

This document is being made available in support of the Integrated

Digital Care Fund. It will therefore me accessible to NHS organisations
applying to the Trusts by way of guidance in relation to the
commercial/procurement aspects of their bid to the Fund

Cross Reference
Integrated Digital Care Fund Prospectus

Superseded Docs
(if applicable)

N/a

Action Required
n/a
Timing / Deadlines
(if applicable)
Contact Details for
further information

By 00 January 1900
Rachel Flower
P&I/SST/Delivery Partner team
Quarry House, 7th floor
0
0
07918 368427
0

Document Status
This is a controlled document. Whilst this document may be printed, the electronic version posted on
the intranet is the controlled copy. Any printed copies of this document are not controlled. As a
controlled document, this document should not be saved onto local or network drives but should
always be accessed from the intranet

IDCR Toolkit
Contract Summary Template
First published: May 2014
Updated: n/a
Prepared by NHS England

Contents
Contents ..................................................................................................................................... 4
Executive Summary ................................................................................................................... 5
1. CONTRACT SUMMARY ..................................................................................................... 6
2. FINANCIAL INFORMATION ................................................................................................ 6
3. GOVERNANCE ................................................................................................................... 7
4. TERMS & CONDITIONS ..................................................................................................... 7
5. PROPOSED KEY SUB-CONTRACTORS ........................................................................... 9
6. RISKS IDENTIFIED ............................................................................................................. 9
7. CONTRACTUAL COMPLIANCE ......................................................................................... 9
8. UNDERSTANDING OF UNIQUE VALUE/ PROPOSITION ............................................... 10
9. SERVICES PROVIDED BY SUPPLIER INCLUDED IN PRICE ......................................... 10

Executive Summary
NHS England is developing an IDCR Commercial Toolkit to support organisations which are applying
to the Integrated Digital Care Fund. The ambition of this work is to improve quality and consistency
through supporting the effective delivery of projects funded by the Integrated Digital Care Fund. The
IDCR Commercial Toolkit is being developed on a phased basis, to directly support the application and
assessment process. NHS England will continue adding guidance and documentation based upon the
specific needs and requests of those organisations which apply to the Fund.
In the longer term it is intended that the IDCR Commercial Toolkit will:

collate existing best practice commercial and procurement guidance and reference material,
ensuring it is up to date and fit for purpose;
make useful information and documentation accessible and easy to use;
through peer assist tools and networks improve cross-working and information sharing;
identify gaps where new guidance is required, by consulting with Applicants to the Integrated
Digital Care Fund 2014 to create the necessary commercial resources required

This document Contract Summary forms part of the IDCR Commercial Toolkit and is for use by NHS
organisations. It is a template guidance document intended to assist organisations in producing a
summary of any key contracts with suppliers when delivering projects in line with the Integrated Digital
Care Fund. It could also be used more generally by NHS organisations to produce an executive
summary of key contracts or as a tool in contract management.
Note to User: The content is a template only in order to guide you in producing a useful contract
summary for use on your IDCR project. It is not intended to be an exhaustive list of issues, nor will all
the areas be directly relevant to your project. Please therefore ensure that you amend and add (or
delete) the template as appropriate to your IDCR project.
If you have any questions or feedback about this document (or the IDCR Commercial Toolkit generally)
please email: england.nhstechfund@nhs.net

1. CONTRACT SUMMARY
Project name
Supplier name and contact details
Services summary

What has been procured from this supplier

Initial Term

Fixed/rolling term and number of

years/months. Options for extension

Effective Date
Estimated Contract Value

Life costs over term

A whole life costing approach must be taken
in determining the value of the contract.
The starting point for calculating the
contract value for the purposes of
compliance to the procurement regulations
is that the contract value shall be the
genuine pre-estimate of the value of the
entire contract excluding Value Added Tax.
This includes all payments to be made, or
potentially to be made, under the entirety of
the contract and for the whole of the
predicted contract period (including
proposed extensions and options).

VfM factor

With reference as applicable to the VfM

Analysis carried out in application to the
Integrated Digital Care Fund 2014.Outline
how VfM was achieved in this contract and
any dependencies or issues in ensuring VfM
is delivered. Detail can be given in section 8
below.

Procurement route

Specify the procurement route (s)

undertaken to award this contract. Was this
the result of an open competition or supplier
appointed via an existing procurement route
(e.g. Framework or CCN)

Other contracts with this supplier?

Detail any other contracts you have with this

supplier

2. FINANCIAL INFORMATION

Y/N
Indexation

What is it subject to? RPI due date. %

rise

Benchmarking

Include frequency and process

Payment terms

Summarise the key payment milestones

and any dependencies in terms of
performance or governance

Open book Accounting?

If Yes, how will this be carried out and

what frequency

Financial reporting required

Outline frequency and any triggers if not

carried out correctly

Financial year end

3. GOVERNANCE
Y/N
Key Personnel

Summarise key supplier personnel.

Any terms or penalties around change of
personnel (e.g. where supplier required to
notify or gain approval)

Reporting process

Outline procedure including frequency,

tools and any onerous/unusual
requirements.
Set out a schedule for receipt of
management information including KPIs,
service levels and monitoring
arrangements.
Note your responsibilities to set up
boards or monitoring requirements

Escalation

Outline procedure for resolving problems

with supplier.

Dispute Resolution

Outline procedure for resolving disputes

including key dates or processes to
comply with

4. TERMS & CONDITIONS

This section is to assist your Commercial team to set out a high level summary of key elements of
the Contract. You can add additional rows to the table to capture key information relevant to this
contract
Y/N
Flow Down Terms

Outline any terms which have been flowed

down to the supplier from a Framework
Agreement. Also include whether you have
required the supplier to impose any
requirements upon its supply chain

Limitations of liability

Summarise the levels of liability () applicable

to the suppliers delivery of the project (and
indicate the

Assignment/novation
allowed?

By your organisation?

Sub-contracting

Can the Supplier sub-contract services and if

so, on what terms? Have you required the
supplier to obtain approval in advance? Do
you have any monitoring rights over that
supplier? What reporting or governance
processes are in place?

Termination rights

Exclusivity/ Voluntary

By the supplier?

On what terms can you terminate the contract

with this supplier?
Can the supplier terminate and if so, on what
basis?
What provisions for exit or transition if
termination takes place. Are there costs
associated with termination and/or
compensation applicable?
IPR position

Outline the agreed IPR position.

Detail any Open Source aspects to the
project.
Is there any background IPR for the parties or
IPR being developed which will have
commercial value?

Service Levels

Outline the agreed Service Levels set out in

the contract. How will the SLAs be monitored
and what penalties are applicable. How are
the SLAs linked to payment

Penalty regimes

What leverage is in the contract for applying

penalties (whether financial or performance
improvement) against non-delivery
/delay/substandard delivery.

Technical refresh

What provisions have been made and how

will this be monitored?

Exclusivity
Audit
Change control
Other e.g. data security,
data protection, IG, any
unusual provisions

5. PROPOSED KEY SUB-CONTRACTORS

This section is to summarise the known information around your suppliers supply chain
arrangements

6.

[Name of Sub]

Value

Deliverable/Scope of Work

[Insert contracting party]

$ Euro

Summary of proposed sub-contract

package. Confirm flow downs understood
and placed in sub-contract. Confirm any
other contracts with client/supplier. Is
permission required/has it been granted?

[insert contracting
party]

$ Euro

RISKS IDENTIFIED
Use this section to highlight key contractual risks, with cross-reference to your projects Risks
and Issues Log.

7. CONTRACTUAL COMPLIANCE
Use this section to outline any compliance activities required by your supplier. It is useful to
include dates where the supplier is required to submit certain plans/documents/reports to help
you monitor provision of those deliverables.
Y/N
Exit Plan
Security Plan
Quality Plan

Overview of deliverable and applicable

frequency/deadline

Reports (Financial)
Technical reports or
Implementation
Plans

8. UNDERSTANDING OF UNIQUE VALUE/ PROPOSITION

Use this section to summarise the VfM proposition related to the project and how the contract
has been structured to support delivery of VfM. It is helpful to include detail of how the payments
to the supplier may be linked to performance and if the supplier is incentivised through the
contract to enable value for money offering then this information can be summarised here.

9. SERVICES PROVIDED BY SUPPLIER INCLUDED IN PRICE

Summarise the services or goods to be provided by the supplier included in the contract price.
Include details of any optional services or goods which can be procured through change control
or may be called-off under the terms of the contract.