PHE Screening Systems Modular Architecture build - Diabetic Eye Screening (DES)

Tender description

Summary of the work An opportunity for a systems integrator to lead the development of a national diabetic eye screening solution through alpha, beta and live phases. The solution will also develop an open standards based modular architecture for eventual use across all NHS screening programmes in England. Expected Contract Length 2 years Latest start date 1/12/16 Why the Work is Being Done A new clinical pathway is to be implemented in DES which provides an opportunity to improve the way screening IT systems are configured. Currently there are 3 providers of DES software and over 60 local installations of these . PHE wishes to move to a single national system for DES to ease the implementation of this new pathway. PHE also wishes to use this opportunity to move towards a modular architecture for screening IT systems which will allow the reuse of modules in other screening programmes as their systems require development. A pilot is expected by December 2017. Problem to Be Solved The disparate installation of DES systems has led to various problems. Reporting at national level is time consuming and it is difficult to compare programmes. Changes to the screening pathway have to be made to 3 systems and then implemented locally. This requires the liaison with 3 suppliers of DES software, being both time consuming and costly. National non-modular solutions have proved less flexible and have introduced duplication in functionality. Who Are the Users "As a DES administration staff i want to be able to send invitations, book appointments, refer patients for treatment and monitor patients progress, so that patients are screened and if required treated. As a DES clinical user I want to be able to perform diabetic eye screening, grade the images, and refer patients for treatment if appropriate, so that patients who have diabetic retinopathy are identified and treated before the condition worsens. As a national screening programme owner I want to be able to view performance reports, so that i can be sure patients are receiving the best service possible." Early Market Engagement "A premarket engagement exercise was run between 19th July and 5th August. This involved publishing a webinar giving an overview of the diabetic eye screening programme, and what PHE were looking to achieve with a tender for a new national system. supporting documentation consisting of process maps of the current diabetic eye screening process and a paper on PHEs overall screening architecture vision was also circulated. Outcomes: The responses to the premarket engagement exercise demonstrated that there are companies in the market who would want to bid for this piece of work. The information we received back from suppliers also helped form the content of this tender. The exercise also highlighted additional information shortlisted suppliers would require before submitting a full bid." Work Already Done "A discovery phase was completed in early 2016. This involved user engagement from diabetic eye screening programmes across the country, of varying sizes, and included getting input from all end user groups and interested stakeholders. The discovery phase produced the following deliverables: - Patient experience map - User personas - As-is process maps capturing the variances in how sites currently operate - High level to-be process maps - User experience points - both positive highlights and negative pain points - Backlog of prioritised user needs - Backlog of prioritised high level user stories" Existing Team "The supplier will be working with National Diabetic Eye Screening programme manager who is the business lead for the work (approx 0.5 WTE) IT specialist - to support the supplier (approx 0.6WTE) Project manager (1WTE) The supplier who worked on the discovery phase to provide initial business analysis input A supplier who will provide architecture and health standards input External testing and validation companies" Current Phase Alpha Skills & Experience • E1) Must have performed the role of lead SI (Systems Integrator) in complex systems, integrating third party software into an overall solution (44) • E2) Must have led or coordinated the development and delivery of a clinical IT system with over 500 users (34) • E3) 3 years experience of agile delivery, including clients as part of the scrum team (34) • E4) Experience of designing modular, standards-based architectures (34) • E5) Experience of building a system that has adhered to government / NHS standards (13) • E6) Experience of migrating large legacy data sets in excess of 1m records (24) • E7) Experience of writing clear end user guides for non-technical staff and delivering training to end users (13) • E8) Experience of implementing test driven development and continious integration (21) • E9) Experience of using open source software (21) • E10) Experience of working with third party testing organisations (21) • E11) Experience of doing unit, integration and non-functional testing (13) • E12) Experience of managing the roll out of large, 500+ user software systems (25) • E13) Must be IGSoc compliant or able to achieve compliance (http://systems.digital.nhs.uk/infogov/igsoc) (13) • E14) Experience of delivering browser based software (14) Nice to Haves • N1) Experience of deploying a national (home countries) IT system, with users based in all geographic areas (12) • N2) Leadership in agile adoptions and embedding agile into large organisations (8) • N3) Experience of working on a national screening programme (8) • N4) Experience of working on ophthalmology software (8) • N5) Experience of handing over intellectual property (12) • N6) Experience of remote working (8) • N7) experience of running a large IT service desk for 500+ users (12) • N8) experience in developing open source code base (12) • N9) experience of working with customer side business analysts (8) • N10) experience of working with customer side technical architects (8) Work Location PHE's main screening offices are in London and Sheffield however the work will/can be done nationally as the team are dispersed throughout the country and work remotely. Working Arrangments Ideally PHE staff will work remotely from the suppliers, with face to face meetings where necessary, although it is expected that the suppliers will be co-located. It is expected that the right tools will be used to allow close collaboration, for example we used video conferencing tools, Google Documents, Slcak and Trello during the discovery phase. To help support agile working practices, a requirements management tool, like Jira for example, should be used during development. Security Clearance Not required, DBS checks may be required. Additional T&Cs Intellectual Property - PHE intends to create a modular architecture and envisages negotiating the IP status of Supplier & 3rd party supplier software to align with GDS solution design principles and a desire for IP to vest in PHE. Termination - PHE intends to make a conditional contract award for all remaining implementation phases subject to approvals and agreement on call off terms and conditions. PHE will contract for Alpha and contracting for the remaining sprints within BETA and Live shall mirror the iterative project delivery cycle and conditional upon satisfactory completion of all open and executed Statement(s) of Works. No. of Suppliers to Evaluate 5 Proposal Criteria • P1) The proposed technical solution (36) • P2) The proposed approach and methodology (18) • P3) How the approach or solution meets your business or policy goal (36) • P4) How the approach or solution meets user needs (36) • P5) Estimated timeframes for the work (18) • P6) How they've identified risks and dependencies and offered approaches to manage them (18) • P7) Team structure and organisational makeup (18) Cultural Fit Criteria • C1) Work as a team with our organisation and other suppliers 2% • C2) Transparent and collaborative when making decisions 2% • C3) Have a no-blame culture and encourage people to learn from their mistakes 2% • C4) Application of Agile Principles 2% • C5) Ability to add value 2% Payment Approach Capped time and materials Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Please could you share the PTME webinar and high level Discovery output. • Webinar https://youtu.be/Jt28jkeaCV8• Architecture document https://drive.google.com/file/d/0B6PLyTjKV3rQZG11RzJLT1liN1U/view?usp=sharing• High level process maps https://drive.google.com/file/d/0B6PLyTjKV3rQaWhhemdzRHNLeU0/view?usp=sharing• Personas https://drive.google.com/drive/u/0/folders/0B8_sB4LPSeniZlhINFZ1d2dCZG8 2. Could you please specify the daily rate for the resource? Suppliers are encouraged to use their most competitive rates for the proposed roles and these rates must be at or below the ceiling rates submitted upon enrolling on the DOS framework. 3. Could you confirm who the supplier was who completed the discovery phase in early 2016 and whether they will still be involved (or available for consultation) during the subsequent phases? DES Discovery was completed as a collaboration between Clarasys, Keytree and XML Solutions. PHE forecasts the need for technical consultancy support during the implementation phase however the client side team will be determined over the coming 3 months. All queries relating to the Discovery Phase must be directed to PHE and not to the Discovery suppliers. 4. What is the contract duration for the live phase? Discovery has been complete and this particular tender covers all remaining Agile phases (alpha, beta and live). Suppliers should review the contract special terms principles in terms of contract award and contracting. 5. Is there budget approval for all phases of the project? And if so, what has informed that budget? Once the tendering process concludes the financial business case will be updated for all phases and submitted for final financial approval. 6. Are there any prior specific technical architecture decisions or constraints that are pertinent at this stage in the project? If so can they be defined? Suppliers considering bidding should review the Discovery output provided in an early Q&A.Modular architecture that enables re-use on other screening programmes is at the heart of the proposed architecture. The proposed architecture must not be monolithic and exclusive to DES.Suppliers should note PHE's intellectual property rights intentions within the contract special terms section. 7. What are the next steps in this procurement? e.g. Will the initial response be followed by a process of evidencing? In what form? The provisional procurement timetable is as follows:a) 21/9/16 - suppliers submit their response to the opportunityb) within 2 weeks of (a) - shortlisted and non shortlisted suppliers notified and suppliers are requested to supply their evidence packc) Upon completion of (b) - shortlisted suppliers are given 4 weeks to provide a tender responsed) Upon completion of (c) - tender evaluation and clarificationse) Upon completion of (d) - 5 day standstill and conditional contract awardEvidence packs should address each Essential and Desirable criteria and this should be confined to 150 words per criterion. 8. What is the format of the customer team beyond the 3 WTE listed? The customer side team will be a combination of PHE staff and technical consultancies.PHE would hope to firm up the customer team over the coming 3 months. 9. Please could PHE clarify the position on suppliers pre-existing background IP that may be incorporated in the solution, specifically where the IP is already in commercial use in the UK and other geographic locations. PHE has set out the IP objectives within the contract special terms.Any modular solution is likely to consist of both Supplier IP and Buyer IP and various rights asssociated with those options.IP is likely to form the basis of negotiation and tender differentiation so PHE would encourage suppliers to assist PHE in meeting its IP objectives. 10. During Alpha, who will be responsible for determining the migration path to the new DES platform (from existing providers) and defining the strategy for the related activities (data migration, change management, training)? The migration path will be determined by PHE in concert with local screening programmes, taking into account operational readiness and contract obligations. As an agile project, PHE will own the minimum viable product and overall timescales. We would expect the supplier to provide training and PHE project manager will help to plan the roll-out of the new application to the programmes. 11. With regards to the commercial and legal considerations for existing contracts, including changes in data ownership, can PHE confirm they will be responsible for defining the related activities and timescales to be incorporated into the Beta and Live phases? PHE can confirm they will be responsible for the activities described, in concert with other stakeholders such as NHS England. We will initiate further workstreams including information governance in due course. We would urge suppliers to view the webinar available through the links on DOS for more on the business drivers for the project.