Getting Approved For NHS West Yorkshire Home Care Services

Case Study

Getting Approved for NHS West Yorkshire Home Care Services

Tender Overview

In June 2025, we helped a care provider get approved by the NHS West Yorkshire Integrated Care Board (WYICB) to provide home care services under their framework. This followed the Health Care Services (Provider Selection Regime) Regulations 2023.

Our client wanted to get approved so they could deliver standard home care services across Leeds, Wakefield, and other areas covered by WYICB. While the client had experience running care services, this was their first time applying to join the West Yorkshire NHS framework. They needed our full support with the application process, especially understanding what the Provider Selection Regime required and turning that into a successful application.

This opportunity wasn’t just about growing their business. It was also a way to access NHS-funded care packages for people with long-term and complex care needs.

Our Intervention

The approval process had clear steps that needed strong document management, understanding of NHS requirements, and careful coordination of evidence before the contract could start. Our bid writing team provided targeted support in several areas including:

Completing and submitting the self-certification form: We helped the client fill out this important document correctly, making sure their answers matched what the framework required and wouldn’t cause issues during review.
Insurance guidance: The approval required three types of insurance at specific levels. We helped the client review their existing coverage and get updated policy documents that met these requirements:

– Public Liability Insurance – minimum £5 million

– Employers’ Liability Insurance – minimum £5 million

– Professional Indemnity Insurance – minimum £2 million (or £500,000 for sole traders) When documents were missing or unclear, we helped follow up with insurance brokers and made sure policy terms matched what WYICB needed.

Data Security and Protection Toolkit (DSPT) support: The client hadn’t yet achieved “Standards Met” status for 2024–25. We helped by explaining exactly what steps they needed to take to meet the DSPT requirements, creating a timeline for submission, and providing sample policies where helpful.
SProc.net setup support: Since care packages in Leeds and Wakefield are managed through SProc.net, we guided the client through the registration process. We explained that each branch location needed its own registration and helped with uploading documents and using the system.

Meeting all conditions: The approval came with conditions. Evidence had to be submitted before the deadline of 1 October 2025. We helped the client track and meet each requirement, preparing submission packages that were ready to send directly to the WYICB contracts team.

Main Challenges

Even though the client had experience delivering home care services, NHS processes brought a different level of detail and formal procedures. Several challenges needed to be tackled during the application and after the award:

New to PSR processes: This was the client’s first time working with the Provider Selection Regime framework, which used specific language and had different expectations compared to commercial tenders or local authority contracts.
Getting insurance documents ready: While the client had existing insurance, formatting issues and missing details initially caused confusion. We needed to make sure all policies showed the required amounts, had future coverage dates, and were from recognized insurers.
DSPT compliance: The Data Security and Protection Toolkit is essential for NHS care contracts. Without “Standards Met” status, the client wouldn’t be allowed to start delivering services even if everything else in their bid was successful.
Setting up multiple branches on SProc.net : For providers with more than one location, each branch needs its own registration on SProc.net. The client initially thought one registration would cover everything, so we needed to clarify and fix this to ensure all their operating locations could receive care packages.

How We Worked

We used a structured, clear, and hands-on approach, making sure the client stayed informed and confident throughout the process:

Breaking down the requirements: We translated the legal and procedural language from the award letter into a practical checklist, clearly showing what was urgent, what could be scheduled, and what needed clarification from WYICB.
Focus on meeting standards: Rather than just ticking boxes, we encouraged the client to go beyond the minimum requirements in order to anticipate what commissioners expected around clarity, professionalism, and readiness to deliver services.
Managing documents efficiently: We handled ongoing edits to documents, ensured consistent formatting, and worked with the client’s external contacts (insurers, DSPT support team, etc.) to avoid last-minute delays.

Support after the award: After receiving the Award Decision Notice, we continued helping the client submit evidence, prepare internally for contract start, and understand how to respond to care package opportunities on SProc.net once they were live.

Results

In July 2025, our client received official confirmation that they were approved to deliver standard home care services under the NHS West Yorkshire Integrated Care Board framework. The approval required successful submission of final evidence before 1 October 2025, after which the client would be able to receive care package referrals across the full coverage area.

The contract runs for a five-year term under the NHS Standard Contract. Once setup is completed, the client will be able to deliver services directly funded by the NHS, an achievement that significantly strengthens their growth plans and public sector reputation.

Outcome

This successful approval is more than just passing a test, it gives the client:

Official access to NHS-funded care packages through SProc.net.
A foundation to build additional NHS partnerships across the North of England.
The experience to apply confidently for other integrated care tenders, knowing what compliance looks like in practice.

We continue working together after the award, with ongoing support for document updates, framework renewals, and preparation for future NHS and local authority opportunities.

If you want to have your NHS procurement tender written, contact us by booking a consultation or send us a mail hello@assuredbid.co.uk.

Category: Healthcare Tender
Client: Private
Date: July 2025
Website:

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