PHE Screening Discovery and further programme of work

Tender description

Summary of the work To perform Discovery and potentially other phases/categories of service development on a PHE screening programme. This is likely to include, but not limited to, the PHE National Breast Screening System Improvement Project. The Supplier may be required to run two or more Discovery phases simultaneously for the call-off duration. Expected Contract Length 24 months Latest start date Sunday 30 September 2018 Budget Range Range from £10,000 to £350,000 (including VAT) for each Discovery phase Why the Work is Being Done The Strategic Discovery Programme will support the standardisation of how PHE Screening evaluates the screening services and systems for any services and systems it develops in the future. PHE Screening are looking to take a strategic approach on how services and systems are configured and so a common supplier of Discovery services is required to ensure consistency of approach. The Strategic Discovery programme will identify which processes, standards and metrics are appropriate for the services it develops or procures across the screening domain. Problem to Be Solved Screening services and systems tend to be based on multiple localised platforms with regional / local variations commonplace. Services have multiple interfaces between central and local government, the public and suppliers. The problem to be addressed by the Strategic Discovery project is how to develop and apply a strategic approach to service design and delivery across multiple screening services in order to deliver better screening outcomes, a better user experience for public and professional users and deliver better value for money. Who Are the Users The users are NHS staff who operate the screening programmes locally. These are usually a mix of professional groups including administration and clinical staff (for example, breast screening involves administrators, helpline staff, radiographers and radiologists, plus those involved in multi-disciplinary teams (MDT) that decide on cancer referral & treatment). Secondary users are PHE Screening QA Service who monitor the programmes. NHS Commissioners are also users of output information from these systems The public don’t use any of the systems at the moment – although there is potential for online booking functionality to be developed in the future. Early Market Engagement None Work Already Done There are a number of existing screening services, supporting systems and on-going projects to manage and develop these systems. Pre-discovery work has been undertaken on a number of projects. Existing Team The work will be undertaken with the PHE Screening team, PHE staff more broadly and a national network of stakeholders. Current Phase Discovery Skills & Experience • E1) Recent and demonstrable experience in conducting the Discovery phase of projects relating to the use of digital services and solutions in the public sector. • E2) Recent and demonstrable experience of applying the principles of user centred design to the development of digital services. • E3) Demonstrable experience of designing and/or assessing services / systems to meet the needs of a diverse range of users. • E4) Recent and demonstrable experience of working with organisations to change their way of working including introducing service design or user-centred design methodologies Nice to Haves • N1) Recent and demonstrable engagement with public sector organisations, such as central and local government, particularly relating to public health. • N2) Experience of working with a group of stakeholders including healthcare experts, healthcare providers and the general public. • N3) Recent and demonstrable experience of working with interdisciplinary and cross disciplinarily project teams including clinical project members. • N4) Recent and demonstrable experience of conducting Discovery involving nationally distributed legacy IT systems. • N5) Recent and demonstrable experience of screening focused data analysis into the development of service and/or system solutions. • N6) Recent and demonstrable experience of conducting Discovery and/or other phases of agile in the field of image/data capture, transfer and assessment including but not limited to imaging/image analysis. • N7) Recent and demonstrable experience of conducting Discovery and / or other phases of agile with health related screening services. Work Location The work can be performed from any location but is likely to be co-ordinated by staff in PHE’s London Offices. Working Arrangments Work may be carried out from multiple locations including the Supplier’s offices. Attendance at PHE Offices in London and in other locations around England will be required for meetings. Supplier staff are expected to be on-site at PHE locations sufficient to manage relationships with senior stakeholders; the exemplar project team and users; and, stakeholders and users in other organisations so that the outcomes of the project may be met. Security Clearance Not required Additional T&Cs None No. of Suppliers to Evaluate 5 Proposal Criteria • P1) Proposed approach to conducting the Discovery phase of a multidisciplinary public health/clinical IT project and capability to manage multiple projects simultaneously (max score: 40) • P2) Proposed approach to providing strategic and planning input, based on principles of user centred design, to further service design phases whether internally and/or by other suppliers (max score: 15) • P3) Proposed approach to applying the principles of user centred design/user insights to the delivery of Alpha, Beta and Live phases for the development of clinical services/software. (max score: 5) Cultural Fit Criteria • The shortlisted suppliers will be invited to demonstrate cultural fit in in the following: working within the constraints of public sector organisations including budgets, timescales and change (max score 6); • working with a range of stakeholders including ones that have little knowledge of agile or user-centred design (max score 6); and • work with stakeholders from a range of disciplines including health, science, technology and policy that have apparently opposing interpretations of project goals (max score 8)and • by way of presentation that outlines the suppliers approach to a brief scenario set out in the Request for Proposal. Suppliers should also summarise key points of their written proposal. Payment Approach Capped time and materials Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers 1. When will the webinar be held? Dear all,The Webinar will be held on Tuesday 28th August 2018 at 15:00.Please join the Skype meeting below to join the webinar.We will be taking anonymous questions on Slido. Ask questions on :www.slido.comCode #8880Copy and paste this link into your web browser for Skype:https://meet.phe.gov.uk/jonathan.waldheim/247LK8G4Join by phone +442084953300 ConferenceID: 384149 2. Q1 Is there an incumbent supplier currently working on this programme There are existing suppliers delivering screening services but they are not currently working on the breast screening discovery. 3. Q2 Are you looking for technical capability support as part of this work (e.g., digital service development at Alpha and beyond stages)? This tender is concerned with the capability to deliver high quality discovery exercises. The ability to deliver other phases is not paramount. Discovery should be agnostic - there would be an expectation to have clear User Needs and a clear set of recommendations on what should happen next. 4. Q3 What support will be made available by the PHE Screening team to work with the chosen supplier? PHE will supply a product owner and 2 domain knowledge IT specialists. The supplier will have access to the extended team. A project board has been appointment to oversee the project. PHE will also provide access to the Business Manager. 5. Q4 Are PHE going to provide the clinical/screening SME's to support this porgramme of works or would the supplier be expected to? The supplier will have to work with individuals from PHE, The NHS and NHS Digital together with the Royal Colleges and other relevant institutions to illicit the required information. PHE can identify individuals and organisations who would best input into the process. PHE can also provide validity and official support to the project. 6. Q5 Could we please have a copy of your T&Cs The standard DOS 2 T&Cs will be used. 7. Q6 In the Summary of the work, you mention ‘other phases/categories of service development’ what other services/categories are your referring to? i.e. is it Alpha, Beta, Live or something else? Yes, it is Alpha, Beta and there may be other opportunities available under this contract but it is primarily a series of discoveries. Other statement of works may relate to smaller projects in future where it is not efficient to procure separate phases. 8. Q7 Do you have any idea of the likely number of discovery phases? Up to 3 simultaneous Discovery phases across the programme. In general, there will be one discovery phase to support each project. A project may be based on a whole programme or part of a programme. Other discovery phases for other projects cannot be predicted yet as they are subject to approval support. 9. Q8 ‘Pre-discovery work’ is mentioned in the ‘Any work that’s already been done’ section. What projects were included in this work? What work was done? and what sharable findings/insights were discovered? The existing Breast Screening supplier undertook a piece of work into how the breast screening system might be improved. This will be made available in the request for proposal phase for short-listed suppliers. 10. Q9 ‘On-going projects to manage and develop these systems’ is mentioned in the ‘Any work that’s already been done’ section. What are these on-going projects? There are various projects at various stages and the successful supplier will be made aware of these as and when appropriate. 11. Q10 The expected contract length is 24months. Is this for all of the discovery work to be completed or for discovery and Alpha, Beta and Live? This is the term of the contract, we expect that multiple Discovery phases will take place during this period each of about 10 weeks, but some will vary. 12. Q11 Is the ‘Exemplar project team’ mentioned in the Working arrangements section the team for the ‘PHE National Breast Screening System Improvement Project’ mentioned in the ‘Summary of work’ section? And if not please could you provide information about the ‘Exemplar team’ and the service(s) they are responsible for. The Exemplar Project Team is from PHE Digital and they will support the project in best practice with respect to the implementation of the GDS Service Standard and best practice within the context of PHE e.g. and links with other projects including but not limited to the evaluation of the efficacy of various digital interventions. 13. Q12 How many different services/solutions currently running across England? 8 solutions are in place - 3 of which share similar technology. 14. Q13 In terms of this brief, is the definition of ‘screening’ “a way of identifying apparently healthy people who may have an increased risk of a particular condition”? If not or not the total scope of the brief could you please provide full definition. https://www.gov.uk/guidance/nhs-population-screening-explained 15. Q14 In (N6) what image/data are you referring to? i.e. are they things like MRI scans, Blood test data, x-rays? The question refers to any and all projects you have been involved in were image/data capture, transfer and assessment including but not limited to imaging/image analysis was a significant element. For this question screening / healthcare specific experience is not required. 16. Q15 What are the existing screening services, supporting systems and on-going projects? Other screening programmes may have requirements for discovery and business analysis in future and this call off agreement would enable PHE to resource this activity. 17. Q16 Of the above, which have undergone pre-discovery work, and what were the outcomes/findings of this pre-discovery work? None have so far been subject to a formal discovery phase. For Breast Screening see answer to question 8 above. 18. Q17 What other (if any) suppliers will be involved in the work? Any and all suppliers involved in health care delivery as required. 19. Q18 What are the key dates for this procurement process? (Informing successful suppliers at each phase, proposal submission date, likely dates for presentations) As per the timeline in the advert. 20. Q19 Who from Public Health England will be available to partner with us on the discovery of this project and in what capacity will they be able to collaborate with us? As per the answer to question 3 above. 21. Q20 Do you need a discovery team (Delivery Manager, Consultant / Business Analyst, User Researcher, Product Owner) setup on our side for the delivery of this discovery or are you expecting a team of User Researchers only? PHE will provide those resources as stated in other answers, short listed suppliers will be expected to propose the team that they feel best meets the requirements as set out in the RfP and again thereafter if and when there are Discovery exercises and /or further project phases. 22. Q21 Usually as part of a Discovery piece which would lead to the development of a digital service we would provide a Technical Consultant to research current technologies, processes and data flows. Is this a requirement of this project? Yes this will be agreed on a case by case basis and there must be significant user research and needs identified before technical consultant inputs. 23. Q22 Will there be a GDS Discovery Assessment that needs to be completed at this end of this project. If not, is there any internal assessments that PHE comply to? GDS service assessments start at the end of Alpha not Discovery. There will be an internal assessment at the end of the Discovery phase. 24. Q23 If we progress to Alpha, does PHE have existing design guidelines and/or asset libraries that need to be adhered to? Should the discovery progress to Alpha, the default set will be the GDS Pattern library and NHS Digital guidance must be adhered to. 25. Q24 In the scope of the requirements it talks about the work covering the breast screening and potentially other programmes and other phases of the GDS process. Please can you confirm which other screening programmes are under consideration and also whether the scope includes the Alpha / Beta phases. Discovery work may be required on any/all the programmes in due course. Discovery process offers PHE a better way to assess requirements across all its screening programmes. 26. Q25 Is there a requirement of the project team to develop a business case, as part of the outputs from this discovery project, for the implementation of changes identified? Further business cases may be required in the future, the supplier may be asked to contribute to the production of any potential business cases. 27. Q26 The management of screening pathways can be understood to end at the point of referral, however, the scope of the proposed project makes mention of the multidisciplinary team diagnostic process as well as the inclusion of secondary care representatives. Is there an expectation that a proposal should incorporate the analysis of secondary care services in the scope of the solution? To the extent that 'screening' requirements are influenced by this - yes. There will be some degree of establishing what the remit of the system would be given roles and responsibilities of the organisations involved. 28. Q27 The digital and operational interfaces between the screening services and GP IT systems are not mentioned. Is there an expectation that the project team will include these areas in the scope of the investigation? Yes 29. Q28 The budget assigned for this work is presently between £10k and £350k. What process with PHE undertake to confirm a more detailed budget for this work? Breast Screening Discovery has budgetary approval. Future discovery projects will be the PHE outline business case process. 30. Q29 Is it PHE’s intention that this will require 100% attendance of the successful bidder organisation on the client site(s) or will a blend of client site attendance and off-site working be appropriate? See DOS advertisement Working arrangements. Efficiency will a key requirement and PHE would like to see how the supplier looks to reduce costs of delivery to a minimum 31. Q 30 Does the work fall outside the scope of IR35? Yes 32. Q31 Will there be an opportunity to adjust rate cards during the life of the contract, say after one year of operation? If so, will the amount by which rates can be adjusted be specified in the contract? Rates may be reduced during the term of the agreement, they may not be increased. 33. Q32 Is there space in PHE’s London Offices to conduct Discovery from there? A range of sites will be appropriate depending on the nature of the project. 34. Q33 You say: “work with stakeholders from a range of disciplines including health, science, technology and policy that have apparently opposing interpretations of project goals” – is it the case that stakeholders do appear to be opposing interpretations of project goals or is this just a theoretical consideration? The Breast Screening programme is highly complex programme with multiple organisations and instruments both national and at local level. It is therefore expected that these complications at times lead to opposing interpretations. 35. Q34 Just checking. When will you respond to any supplier questions asked through Digital Marketplace? PHE responded to all of the 33 questions 36. Q35 Are you expecting to undergo a formal GDS assessment, or an internal PHE assessment for Alpha? Should any of the projects progress to Alpha under this contract it will be determined jointly with GDS whether they require GDS and / or internal assessment. 37. Q36 are you looking for a single supplier or can it be a consortium Suppliers may only bid in the legal form that they have agreed their DOS framework. Thus Suppliers that have are on DOS may bid as a consortium, however supplier that have a DOS framework agreement as a single company many not form a consortium in order to bid. Suppliers may use subcontractors in the bid and / or delivery of the Services but these must be stated at the ponit of Tender and / or Call-Off and must not constitute more than 50% of the work. 38. Q37 what it the likely timetable to move through discovery to alpha and then beta for a replacement breast screening solution In terms of delivering a product we are looking at 2021 however we do not want to pre-empt the outputs of the discovery 39. Q38 For resource planning purposes,would you expect to be able to keep committed resource occupied throughout the call-off (e.g. streaming discoveries sequentially) Not at this stage however PHE would look to keep good communication lines open to ensure a visible pipeline enabling a supplier to resource effectively. 40. Q39 We have successfully bid for other opportunities as a consortia, with a prime sub-contractor. Just wanted to confirm that that meets Wren's answer As per Q36 41. Q40 Is questions E4 more related to changing PHE's approach to this kind of project, or is it an expected outcome of the breast screening project (Change management Yes full adoption of agile has been a modification to PHE's approach. PHE are committed to putting users first and adopting user centred design. 42. Q41 Could you give more detail on the resource that you expect to provide to the project / the supplier to provide? I read your response 21. Q20 but wasn't sure PHE will assign a product owner who will ensure full stakeholder engagement. There is a fully formed project board and a technical team to assist. The supplier will be delivering expertise and methodolgy. 43. Q42 Can you confirm that participating in this stage of the programme would not block involvement in later phases (alpha/beta/live etc) ? This is correct. Each project will be looked at on a case-by-case basis and there might well be certain projects were, due to the expertise required PHE will go out to market for subsequent stages. Ethical walls requirements would obviously apply. 44. Q43 Likewise - would NOT participating at this stage impact ability to participate in later stages. As above response to question 42 45. Q44 Could you clarify what experience you are looking for in N5? This is a nice-to-have and suppliers are free to inform PHE of any screening experience they have had here in the UK or internationally for all stages of projects 46. Q45 Can you give any guidance on the expected budget for the Breast Screening System Discovery? As per the guidance posted within the opportunity 47. Q46 How are you expecting to score price for shortlisted suppliers? A standard proportion of lowest price formulae will be applied, the RfP will detail those elements of the project that the tenderer is expected to provide a price for. 48. Q47 Given the recent answer about going back to market for future stages, what is the purpose of P3 in the proposal criteria? This is the lowest scoring question and PHE are looking for an indication of experience as stated in the opportunity posting. 49. Q48 By having 4 essentials and 7 nice to haves, some of which are quite closely related, N2N3N5N6N7 you weight those aspects quite heavily in score. Deliberate? This is intentional as all are looking for specific and distinct responses. 50. Q49 In your written answer can you confirm that price will be based on day rate, rather than total spend (which would be hard to estimate given the info to date) It is likely that the RfP will require a specific price to be given for a piece of work, sufficient details of that work will be provided to the short listed companies. 51. Q50 Please can you describe what you see the difference is between interdisciplinary and cross disciplinary teams? An Interdisciplinary team is where there is a single team made up of members from a number of disciplines such as an agile team, a cross-disciplinary team is where people from other disciplines come together such as the wider team of stakeholders. 52. Q51 expanding on your previous answer to n5, can you give examples of data analysis that has been done in screening? To ensure e we are using appropriate examples See the answer to Q44 53. Q52 Does PHE expect to own data/information governance for these discoveries or areeyou looking for advice on these issues (e.g. legal, best practice, etc) PHE have an in-house Information Governance, Data and Legal teams all who will be availble to assist the supplier.