Lorenzo EHR Floor walkers

Tender description

Summary of the work Mid Essex Hospital Service NHS Trust has a requirement for a suitably skilled and experienced team to provide go and post go-live support for their EHR - Lorenzo deployment. This will be initially be required for a period of three weeks, but may be extended by two one week periods. Expected Contract Length three weeks with the option to extend by two one week periods Latest start date 22/05/2017 Budget Range For the primary three week term it is expected that the expenditure will be approximately £200K excluding VAT. Why the Work is Being Done In May 2012, DH issued the report “The Power of Information: putting all of us in control of the health and care information we need”. The strategy set a ten-year framework for transforming information for health and care and stated ambitions that could only be delivered via a comprehensive EHR. This was also emphasised in the Francis Report; the need for and impact of not having access to real-time information to support clinical services . Therefore the Trust has embarked on an ambitious programme to deploy an EHR - Lorenzo, with the go-live set for 29 May 2017 Problem to Be Solved The Trust has a requirement for post go-live support. The purpose of which is to ensure that the transition from the ‘As is’ processes to the ‘To be’ processes has minimum impact on the Trust’s ability to continue to provide business as usual and allows the Trust to carry on safely delivering its clinical services until the new ways of working are embedded into the organisation. Who Are the Users All staff groups - Doctors, Nurses, Allied Health Professionals, Ward Clerks, Administrative/Secretarial, Health Care Assistants. Lorenzo programme board members Existing Team With the established Lorenzo programme team. CSC who are the supplier of the EHR. Also all Trust staff who will be using the system. Current Phase Not applicable Skills & Experience • Experience of supporting an EHR deployment with demonstrably successful outcomes(10%) • Have a defined in and out of hours escalation process (6%) • Ability to provide a suitably qualified and experienced team regardless of Trust's shift patterns or absence of any member of the contractor's team (4%) • Ability to start on 22nd May 2017 (4%) Nice to Haves • Evidenced experience of supporting a Lorenzo go-live (3%) • UK and NHS Acute experience (1%) Work Location Broomfield Hospital, Court Road, Broomfield Chelmsford. CM1 7ET There may be a requirement to travel to Braintree and Maldon hospitals Working Arrangments To cover Trust's shift patterns, 24/7 seven days per week (including bank holiday/s). This will be at elbow support on wards and departments, and representation at project/programme boards as required. The Team must be flexible to adapt and expedite ad-hoc support requirements, and provide cover during any periods of absence. Security Clearance DBS Additional T&Cs Should you be shortlisted you will be invited to deliver a presentation at the Trust on April 26th. This will be for approximately one hour and should cover your proposed solution. So as not to disadvantage other bidders, the marks of the shortlisted suppliers will not be increased as a result of the presentation. However marks may be reduced if a presentation or responses to questions show that a supplier is unable to evidence any of the information provided in their tender. No. of Suppliers to Evaluate 3 Proposal Criteria • Approach and methodology of designing a programme of at elbow support (7%) • How your solution will meet the needs of the end users and Lorenzo programme team (5%) • Team structure and process for their management (3%) • Evidenced track record of delivery including lessons learnt (5%) • Suitability of proposal including team numbers offered (2%) Cultural Fit Criteria Demonstrates the ability to work in a transparent and collaborative manner with the abilty to engage and work with end users at all levels (5%) Payment Approach Fixed price Evaluation Weighting Technical competence 55% Cultural fit 5% Price 40% Questions from Suppliers 1. Where do you believe the value-add comes from, in this instance? I believe it will come from one of two likely avenues: 1. Customer Champions (technical specialists who will have no prior knowledge of this specific product but will hold the external supplier to account on your behalf) or 2. Resource that has intimate knowledge of this specific product but not necessarily gifted in customer advocacy? We believe that value add will come from having people who know Lorenzo well and are good at explaining the system working with users who know the process but may need prompting with workflows. 2. Please can you confirm how many floor walkers you anticipate needing for this requirement per site, the shift pattern (i.e. 8 or 12 hour shift) and working hours cut-over period. 12 hour shifts, working hours variable depending on department - for example, ED and Maternity 24/7, OPD 0800-1800. Main site Broomfield Hospital, remote sites at Braintree and Maldon 3. Could you advise how many users the floor-walking team will be expected to support? It would be useful for this to be broken down into those requiring support during 9-5 weekday hours and the numbers requiring out of hours weekdays and weekend support. We are training 4000 users in total, and envisage 1400 concurrent users during the day and 700 24/7 with some remote sites 4. Have Standard Operating Procedures and the Lorenzo workflow that will be used by different groups of staff and departments been fully documented and can this information be shared? It would be useful to see what workflows we would be expected to support. SOPs and FSPs are fully documented and will be signed off before go live. Workflows include ED, IP, OP, Maternity 5. Would it be possible to get some visibility of user training and any relevant go live readiness work that has been completed? What proportion of users have been trained so far, what has been covered, and when was training completed? we have 66% of slots booked so far, we are planning to train at least 80% of the total user base by the go live weekend. 6. There may be a requirement to travel to Braintree and Maldon hospitals" How many sites are to be covered on a 24/7 rota? "Users ... all staffgroups" How many users and devices are expected? How many engineers do you estimate to be necessary? Do you have access to 24/7 support at Lorenzo platform level? (In case of platform malfunctions.) What arrangements will be in place to accommodate the presence of the external contractors? Broomfield, Braintree (Maternity only) and Maldon (Maternity only)We will have a total of approx 4000 users of all staff groupsWe expect the Supplier to suggest the number of floorwalkers in their Statement of work but to cover the number of shifts we envisage up to 30.CSC will provide 24/7 support according to their Service Level AgreementsExternal contractors will be managed from a Command Centre in Broomfield Hospital