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

Tender description

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 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. 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) 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 Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers Budget range