MHL2.0

Tender description

Summary of the work To further develop a prototype product to provide a scalable, intuitive, and highly interactive mental health-focused Patient Health Record solution that service users, carers, clinicians and researchers can input into, collaborate through and derive benefit . The solution must function on mobile devices, and must interface with existing clinical systems. Expected Contract Length 1 year from commencement – to cover a Beta Release in December 2016 and Live Release in March 2017. Latest start date Suppliers will be expected to initiate work by 1st August 2016. Budget Range £250,000 - £300,000 Why the Work is Being Done SLaM, in collaboration with a third party, have developed a new prototype version of its 'Myhealthlocker' Patient Held Record (PHR). SLaM now wishes to develop this prototype into a full product by March 2017, with a Beta testing phase beginning no later than December 2016. Utilising open source software which the prototype has been developed with, in line with NHSE, SLaM are aiming to deliver the new product as a digital operating model by March 2017. This also satisfies the strategic requirement of the Five Year Forward View to allow patient access to records online as well as self-management capabilities. Problem to Be Solved The product must extend the features developed within the prototype that has overcome a number of user-identified issues with the existing Myhealthlocker / Healthvault product: A difficult and cumbersome 'sign-up’ and Registration process, Limited range of content for use by service users, carers and clinicians. The product must provide Enhanced access to patient-created content by clinicians, with improved accessibility and intuitive user functionality . Existing accounts and content need to be migrated from the Microsoft HealthVault platform. Solution architecture should allow scalability initially for 5,000 but with potential use by 100,000+ . Opensource software components will minimise licensing costs. Who Are the Users As a service user I need to update my medical record to record progress, I need to access my clinical record to see plans and be able to access information to help manage my condition. As a carer, I need to be able to support the service user, to see their information, to contribute to their records, as well as access information. As a clinician, I need the PHR integrated into the health record so that I can see progress and be able to communicate directly with the service user. As a researcher I need access to identify potential candidates. Early Market Engagement A MHL2.0 Prototype has been developed as the basis of a remodelled patient Health record. As a result, additional features required include: Interoperability with other Health Provider Clinical Systems in order to facilitate use of the product both within and beyond the boundaries of SLaM through appropriate API interfaces. This will enable efficient connectivity with the following: Primary Care Systems within South London, Other Clinical applications within SLaM (e.g. pathology Request and Results), Kings Health Partner systems at Kings College Hospital and Guy’s & St Thomas’ NHS Foundation Trusts, Third party Apps and tools ( e.g. Research databases, SMS functionality). Work Already Done The development of MHL2.0 has taken a user-centred approach to rethink, reshape and redesign the use of technology in healthcare. We began by asking wider questions about the joys and frustrations of the current service. These were turned into design features, realised in an interactive prototype in 12 weeks. Consultation took place across four London boroughs, with 130 service users, 54 carers, 203 clinicians 39 researchers, developing the interface iteratively. Since then, key elements of a functional MHL2.0 have been delivered. A complete solution is planned for Beta testing in December 2016, before a full launch in March 2017. Existing Team The supplier will be working with Team members from the Centre for Translational Informatics (CTI), a joint venture between SLaM and the BioMedical Resource Centre (BRC) at the Institute of Psychiatry, Psychology and Neuroscience (IoPPN) of Kings College London (KCL). Current Phase Alpha Skills & Experience • have User Led Design expertise (UX/UI) – 15 points • have the ability to scale solutions to enterprise level performance – 8 points • have expertise in the development and deployment of OpenSource software – 8 points • have expertise with the integration of clinical systems and associated messaging standards – 15 points • have experience and understanding of Information Governance in a healthcare setting – 15 points • have an understanding of the Patient Health Record landscape in the UK and beyond. – 15 points • be able to deploy resources and initiate work immediately following selection - estimated as 1st August 2016 – 15 points • have experience of working in a mental health healthcare setting – 15 points • experience of full clinical systems integration – 15 points • have expertise with creating and executing a robust QA testing & implementation – 10 points • experience/knowledge of content management solutions – 8 points • experience of developing mobile first website for all device types – 15 points • experience developing mobile apps (native/IoS/Android) – 10 points • experience/understanding of current prototype technology elements – being Java-based web application deployed to the Apache Tomcat server – 15 points Nice to Haves • utilise an Agile Software Development methodology – 10 points • demonstrate data visualisation expertise – 10 points • provide evidence of delivery of patient focussed digital healthcare applications – 15 points • demonstrate an understanding of NHS and healthcare Research data models and datasets – 15 points Work Location The South London & Maudsley NHS Foundation Trust, The Maudsley Hospital, Denmark Hill, Camberwell, London SE5 8AZ. Working Arrangments We would like the supplier working at a location near the Maudsley Campus, Denmark Hill, Camberwell (space be provided to supplier by CTI) to enable close working with CTI project manager and the user groups. Security Clearance A separate Data Sharing Agreement will be required between SLaM and Supplier. Additional T&Cs Standard Digital Market Place Contract Separate Data Sharing / Processing Agreement No. of Suppliers to Evaluate 5 Proposal Criteria • the proposed approach and methodology – 10 points • how the approach or solution meets SLaM's organisational strategies – 10 points • proposed timeframes for the work – 15 points • the proposed technical solution – 15 points Cultural Fit Criteria • transparent and collaborative when making decisions – 10 points • work as a team in a collaborative manner with the Trust and other suppliers – 15 points • be kind and considerate in liaising and working with patients with mental health problems – 15 points • presentation – 25 points Payment Approach Capped time and materials Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. Clarification 1 - Incumbent supplier Q:Is there an incumbent supplier and will any previous work be made available to bidders? A:No, there is not an incumbent supplier and work will not be made available during the bidding stage.RegardsProcurement TeamSLaMThis message will be sent to all bidders 2. Clarification 2 - Build on prototypeQ:Are you expecting to build on the prototype or do you intend to start the beta from scratch? A:We are expecting the supplier to build on the prototype.RegardsProcurement TeamSLaMThis message will be sent to all bidders 3. Clarification 3 - Submission of proposalQ:You have listed the following as assessment methods: written proposal case study, work history, presentation. Please can you confirm when applicants will be told when and how to submit these documents (plus if there will be any formatting requirements)? A:The authority will shortlist to 5 supplier to take to the evaluation stage after the deadline. The shortlisted suppliers will be invited to submit a written proposal case study, work history and presentation; detail of which will be provided to the shortlisted suppliers.RegardsProcurement TeamSLaMThis message will be sent to all bidders 4. 4. Wondering about process of applying. Seen online that you can start the application, assessment methods are mentioned. Are there guidelines, deadlines, how it is submitted, can it be expanded? A: Once the authority publishes its requirement on the Digital Market place portal inviting providers to put in an expression of interest, providers are allowed 2 weeks to respond. In this procurement, 5 suppliers will be shortlisted and moved forward to the evaluation stage. The Authority will write to the shortlisted suppliers and give them around 3-4 days to prepare a proposal. The suppliers will also be provided details on the case study, presentation session etc. 5. 5. Aside from proposal, work history and case study is mentioned, will we be given more detail on this? A:The authority will provide more information after the shortlisting stage. We don’t want suppliers to be burden themselves in terms of creating a proposal when they could possibly not be shortlisted. When they are shortlisted that is when we will take them through the evaluation stage of the process. 6. The bid document states 1 year from commencement but the start date is August. Delivery date of project states 31st March 17 – please confirm what is expected from March 17 to August? A: It’s a year contract; within the year will be specific deliverables which is making sure we are in a BETA phase (December), and also to ensure that we deliver this internally as a BAU digital service model around March 2017. Therefore, we imagine service transition for 2-3 month afterwards. 7. You mentioned digital service model and in the digital marketplace overview in the open source paragraph it mentions digital operating model, could you expand? I.e. is that a model that works collaboratively with the Trust to create? Although we are developing a product the idea is that it goes into production as a digital service. We then need to make sure it gets handed over to the clinical technology team who would be the service owners and maintainers. It will be a collaborative approach, don’t expect supplier to do all these things but expect to be able to be hand over with a transition model to say here is digital services; you now need to put in place contract manager, change and release process, support service etc. 8. Please can you clarify what access to clinical records means from a service user perspective? A: As part of the 5 year forward view set out by National Information board we want to be able to give access to records by 2018. What we mean is access to care plan, correspondence, appointment booking and also medication (potential side effects). 9. Please clarify what is accessing someone’s write up of the last time you saw them – full access or is there scope to mould what that means? A: Good to have option to mould access. Key objective of the tool is to give patients full control of their personal data. It should be customisable and should extend to everything that is required. 10. Please can you clarify what working with CTI project manager and CTI Team look like? Who and what is their responsibilities? Around collaboration with PM and team. A: CTI PM will be leaving for maternity next month, but someone will be in place to replace for the interim. CTI PM will work with successful supplier to manage the project and also be the key contact within SLaM for progressing the project. CTI PM reports back on a monthly basis to the programme board around what current projects are, what the progress is, highlights risk and asks for direction. PRog board consists of data scientists, service user, clinical rep, IG rep. 11. Work done to date – is there a preference for the type of platform the SU will be reviewing and adding to their records? Is it principally a mobile app or have assumptions been made around development of prototype? A: Main principle that Opensource, as well as being an app it needs to be web based. Idea is that Service User will have an app via mobile or tablet and also clinicians to view via tablet, mobile, PC in the office. Has to be Opensource. We will need to make sure it’s migrated to the cloud at some point Potential that it’s Microsoft Azure, because some of SLAM services are moving to cloud. If it’s created Opensource then it should be portable to any cloud environment. 12. Payment approach – capped time and materials, could this be expanded on? A: In terms of capped times and materials, should be more about deliverables. Have an agreement on deliverables at the start and this helps develop a better partnership. Relatively new way of working for NHS Trust and looking to build up a relationship – if concentrate capped time and materials then its not a good relationship. There is a specific amount of money that has been stated – that is the total budget and there no additional funds available. 13. Presentation – cultural fit, understanding what the presentation will be on and what’s the criteria it will be matched against? A: Presentation will be around the approach within the organisation, how you would engage with the stakeholders – clinicians, carers, service users, researchers, IG. How you would facilitate to achieve the objectives etc. We’ve allocated 25 points for presentation on how the bidder will fit into our culture here. We’ve published the points and weightings. When expression of interest closes we will give more details. 14. Cultural fit: Item on kind and considerate with working with mental health patients? Are they always adults? A: There will be children and adolescents that will be engaged as part of this process. 15. Are there any other contracts that an organisation would need to be aware of? Tight timescale? Have to have completed to be able to make deadline? Around Governance, successful bidder would need to have some contractual arrangements with SLaM. Because there will be some access to sensitive information, as an organisation we need to have assurance on this. Employees of the successful bidder would need to comply with the standards that we need to comply with for IG. Part of data processing agreement will cover this, if there are subcontractors they may require full additional contract between supplier and subcontractor. We do expect employees to have recent CRB’s available. 16. Interoperability with other clinical systems and where this is expected to fit in the timeframe. When do these other systems come into timeline? Our main clinical system is based on Carenotes platform, before we go on production release in March we want 2-way integration (pulling and pushing data). Initial is with Carenotes, and have to make sure those standards are compliant with national interoperability standards which are about to be published and that we can share. 17. Thinking outside Carenotes – after contract or March release? Primary Care systems are mentioned as an example. King’s Health Partners – in place is Local Care Record and it brings the patient record and GP data together in a viewable portal. We want to put this new digital service in front of the care record and that helps with the patient access to the patient record. Something that will be a further deliverable down the line, and in an agreed roadmap. Will evolve and have several iterations. At this point in time we don’t know how this will be approached, could be that successful supplier will be on that journey with us. 18. Security Context - Are there any standards available up front? Authentication / security that needs to be included in design? Need to make sure the application is compliant with NHS standards. Including options for people to record consent, opt out, and other data security standards. We can provide a shortlist of the key standards. Some of the things will have more granular aspect which may become more obvious throughout the project. Design needs to take in the encryption of data at transport and at rest. However app is designed if it leaves a footprint on the end point device then it needs to be encrypted for the back end data source. 19. What are the biggest risks in delivering project? Take up is not of a reasonable level. Tool that doesn’t reassure the users for its securitySomething that is not user friend (login, authentication) Making sure that there’s buy-in from stakeholders – Making sure that we strongly advocate that we have to have the proper UX and IU, not like other NHS (clunky) systems. Intuitive and simple. Something that adheres to the main principles around self-management and access to data. Allows us to personalise care for people. 20. Has prototype been used and trialled with service users? Prototype itself has been developed and is a version two of an existing application of myhealthlocker. Whilst lots of registered users for original myhealthlocker, the approach to development did not think about the users or full range of stakeholders. Prototype has been delivered now with constant feedback and constant iterative work – which has helped to obtain a lot of buy in from user groups. 21. One of risks, clinical buy in and roll out – is roll out part of suppliers responsibility A: It’s a collaborative effort. Not an IT project, this is about providing a service. Agree with the supplier how that engagement and rollout is performed, so is a collaborative effort. 22. How long can we ask clarification questions post webinar? Please check with the portal. The authority will answer clarification questions till Tuesday 12 July 2016. 23. How long can we ask clarification questions post webinar? A:Please check with the portal. The authority will answer clarification questions till Tuesday 12 July 2016. 24. Is it possible to see how far the prototype has been developed? I.e. screenshots, bulletpoints. A: We can send some screenshots, it’s a working prototype on Opensource. Please follow the for examples of screenshots;https://www.dropbox.com/sh/8iyuehy4ut0ls7m/AADva3NoSbSb3nMinOIalqIXa?dl=0 25. Under work setup – says separate data sharing agreement is required – what’s included? Can we see a copy? We are expecting the supplier to be accountable to the security of data whilst they are processing it. A sample template if that would be helpful can be found here;https://www.dropbox.com/sh/huggblv7601zle8/AACSa1E2GNvEbVMehXjRXqqra?dl=0 26. Is there a recording of the webinar? If so, can we access it? A: The authority has now published all the key information during the questions and answers webinar session held on 5 July 2016.