CP1874-19 Specification and evaluation of Adult Care solution

Tender description

Summary of the work Phase 1 work with Adult Care to develop user centred approach to understanding requirements and to contribute to our thinking about the way in which service redesign can be enabled by digital solutions. Phase 2 take SOR, create SQ & award questions and pricing schedule, complete successful procurement exercise. Expected Contract Length 4-months Latest start date Monday 2 March 2020 Budget Range Up to £90k for both phases, split £30k specification work and £60k ITT/evaluation Why the Work is Being Done Devon County Council are undertaking a review to understand how digital capabilities, including those already available within the County Council, can support service transformation within Adult Care, with a view to producing a specification of requirements. This work will develop a user centred specification through workshops with end users, staff and market providers and develop options for meeting the requirements, which could include development of existing digital capabilities or procurement of new digital capabilities. In the event that an assessment of requirements results in a procurement exercise the work will extend to include development of the specification, selection and quality question using the Councils documentation. Problem to Be Solved To ensure the specification process captures the needs of the people who use our services and focuses on how we can use technology to support improved outcomes and fulfil organisational priorities. Ensure future digital solutions promote greater collaboration with our partners. The supplier will need to take user requirements, refine this information into a specification that the market is able to deliver. From the specification, selection and award criteria questions will need to be drawn out. There maybe a requirement to respond to clarification questions and be part of the evaluation team, through to contract award. DCC's procurement team will be running the procurement process. Who Are the Users As ICT Commissioners, we want any future digital solution deployed across adult social care to enable the redesign of our services around the needs of the people using the service to ensure that the experience for the service user can be made as simple and effective as possible. We want to enable safe and secure ways of enabling information to be shared with our partners and with our citizens and enable better support for the most vulnerable members of our communities and to ensure resources are targeted effectively. Early Market Engagement A soft market testing exercise took place earlier in 2019 to review some of the digital solutions available on the market to inform the development of a business case. Existing Team This is an Adult Care service led transformation and the service roles required to support the specification and evaluation stages are in the process of being confirmed and appointed. Current Phase Discovery Skills & Experience • ES1. The allocated practitioners have must have experience of taking user requirements, refine this information into a specification that the market is able to deliver. ... • ES1. cont... From the specification, selection and award criteria questions will need to be drawn out. Provide details of your experience for delivering these requirements. 10 points • ES2. The allocated practitioner can demonstrate significate experience in user centred design. 10 points • ES3. The allocated practitioners have a minimum 3 years Business Analysis and Project Management expertise and experience within a digital environment. 5 points • ES4. The allocated practitioners will have significant experience of working with Adult Care and are able to demonstrate a working knowledge of how digital solutions can support service redesign ... • ES4. cont.... and add value. 5 points • ES5. The allocated practitioners will have an understanding of the digital technologies available in this area of specialism 5 points • ES6 The allocated practitioners will be able to demonstrate knowledge of models of good practice from other local government organisations. 5 points • ES7. The allocated practitioners can demonstrate experience in facilitating workshops, stakeholder interviews and end user research. 10 points • ES8. Practitioners have experience of the range of Adult Social Care digital solutions on the market. 15 points • ES9. Allocated practitioners can demonstrate a working knowledge of OJEU procurement processes, procedures, specification writing and financial processes relevant to Adult Care – 10 points Work Location Primarily County Hall, Topsham Road, Exeter although some visits to other Council locations in Devon will be required. Workshops will be taking place across the County. Working Arrangments The supplier will be required to split their time between working at DCC County Hall Exeter and other Council offices in Devon, It is anticipated that the supplier will be on site (at a Council location) up to 3 days per week but there will be opportunity for some remote working as the work allows. Security Clearance It is expected that individuals working with the Council will hold a valid DBS check for the duration of the work. Bidders need to be mindful of any potential and/or perceived conflict of interest in the supply market and need to ensure that this is mitigated. Additional T&Cs All expenses and costs to be included in the quoted price. This work is made up of 2 phases - specification based on user requirements and refine this information into a specification of requirements that the market is able to deliver. To prepare for the ITT/Co-ordination of Evaluation process. We expect the entire process to take up to 9 months to complete but the outcomes of the specification phase will inform how this work is progressed. DCC reserves the right to progress with the specification phase and not continue to procurement depending on the outcomes of the specification work. No. of Suppliers to Evaluate 3 Proposal Criteria • How the skills & experience meets our business goal • Estimated timeframes for the work • Identified risks and dependencies and offered approaches to manage them • Team Structure • Price • Value for money • The PRESENTATION will be undertaken with the shorlisted bidders once the tender submissions have been evaluted. • The PRESENTATION will be based on the bidders proposal and may mean scores will change. • It is anticipated that the Presentation will take place w/c 24th February 2020 Cultural Fit Criteria • CF1. Working with service staff to understand requirements - 2 points • CF2. Building good relationships and trust with teams - 1 point • CF3. Demonstrating signficant knowledge in this area of specialism to gain respect and trust of service staff - 2 points Payment Approach Fixed price Assessment Method • Work history • Presentation Evaluation Weighting Technical competence 75% Cultural fit 5% Price 20% Questions from Suppliers 1. Can we please clarify whether it is preferred that responses to question ES9, as detailed below, relates to a digital Adult Care example? Alternatively, can this relate to Adult Care more widely?'ES9. Allocated practitioners can demonstrate a working knowledge of OJEU procurement processes, procedures, specification writing and financial processes relevant to Adult Care – 10 points' Examples should demonstrate a working knowledge of the procurement of adult care digital and information systems.