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Pond Tail Surgery (Godstone) Future GP Services - FAQs

Pond Tail Surgery, in Godstone, Surrey, is a well-established practice with a registered list size of approximately 7,000. Uncertainty about Pond Tail practice has arisen since the sad, untimely death of the former, single handed contract holder, Dr Khan-Gilbert.

What do I need to know as a patient?

Could Pond Tail Surgery close?

There are currently no plans for the practice to close. Surrey Heartlands Clinical Commissioning Group (CCG) intends to run a competitive procurement process to find an appropriately qualified organisation or individual to provide primary care services from the current Pond Tail Surgery premises.

Patient support

How are we involving patients and local people who could be affected?

Between 10 December 2020 and 18 January 2021, we carried out an informal engagement to advise patients registered at Pond Tail Surgery about the different options under consideration. We also undertook a survey to inform us about your preferences going forward. A summary of responses is available on the Surrey Heartlands Clinical Commissioning Group (CCG) Pond Tail Surgery webpage.

During June 2021 we are holding face to face and online patient information sessions which will provide an opportunity for patients to hear first-hand from Surrey Heartlands CCG about the process for procurement and to ask any questions you may have. Detail of the sessions is below. Patients can register via the Eventbrite links on the Pond Tail Surgery webpage.

Face-to-face information sessions

Six events, each lasting 30 minutes, will take place on Wednesday 9th June and Monday 14th June between 10am and 4pm at The White Hart Barn, 71 High St, Godstone RH9 8DU. There is public car parking opposite The White Hart Barn.

Online patient information sessions

Two online events will take place via Microsoft Teams on Thursday 10th June and Tuesday 22nd June from 7pm to 7.30pm.

About procurement

What is procurement?

Procurement is the act of obtaining goods or services, typically for business purposes. Procurement is most commonly associated with businesses and larger organisations because they need to engage services or purchase goods, usually on a relatively large scale.

Procurement is also the term used to describe the process of purchasing goods or services via a tendering or competitive bidding process. The buyer, in this case, Surrey Heartlands CCG, describes the characteristics and/or the specifics of the product or services they wish to buy and requests responses to a series of questions from capable organisations termed as, “bidders.” It concludes by appointing a specific provider, a specified number of providers or a collaboration of providers as allowed under the terms of the process that is published to bidders.

Procurement process

What does the procurement process look like?

Surrey Heartlands Clinical Commissioning Group (CCG) will run a process called an “Open” Tender with Combined Response. This means that potential bidders will need to complete a standard assurance and due diligence (qualification) questionnaire along with their answers (bid submissions) to specific quality questions directly related to the running of Pond Tail Surgery. The process is undertaken in a single stage (hence the term combined response). This means bidders will make one submission with all their answers to all questions.

The steps to be followed for this procurement are:

1. Publish all the Tender Documents including the service specification.

2. Bidders submit their Tender responses.

3. Evaluators will independently evaluate the responses.

4. The Evaluation Panel will conduct a Moderation process to reach a single agreed score per question.

5. The bidder with the highest score against the published scoring methodology will be agreed as the successful provider.

6. Contract Award.

7. Mobilisation.

8. Service Go Live 1st January 2022. 

Bid Information

Where do potential bidders find tender documentation?

This is an open tender opportunity for any qualified organisation/individual which/who may seek to bid. Information about the circumstances of Pond Tail Surgery is public and can be found on the Surrey Heartlands Clinical Commissioning Group (CCG) Pond Tail Surgery webpage.

You will also find a link to the Prior Information Notice (PIN) published for bidders on that page or the GOV.UK website on the Contracts Finder webpage

Once the opportunity goes live, we will update the CCG webpage and also provide a link to tender documentation.

Inability to identify a new contract holder

What will happen to patients if the practice closes?

If it is not possible to conclude negotiations with the landlords and release a tender; or if the procurement process does not result in a preferred bidder for the reasons stated in the ‘About procurement’ FAQ section, then it would be necessary to close the Pond Tail GP practice. Patients would be required to register with alternative local practices, this process is known as “list dispersal”. We understand that this may be unsettling for patients, and we would provide full support to help them should this course of action become necessary. We hope that it will not. This is not the CCG’s preferred option.

How to submit feedback

Surrey Heartlands CCG welcomes patient feedback at every stage and all comments will be taken into consideration.

  • Email: This email address is being protected from spambots. You need JavaScript enabled to view it. 
  • Tel: 0300 561 1555
  • SMS: 07917 087 560 (text phone only)
  • Write: FAO Communications and Engagement Team, NHS Surrey Heartlands CCG, Cedar Court, Guildford Road, Leatherhead, Surrey, KT22 9AE and make sure you include your full address and postcode


Review Date: 2021-06-01
Review Due: 2021-08-01
Model Publication Scheme Class: Class 6: How we make Decisions