Defence Medical Messaging Application

Tender description

Why the Work is Being Done Deployed military medics and clinicians at all levels experience difficulty obtaining SME clinical advice, as the existing mechanisms for clinical reach-back are often ineffective due to the limited options for text/data messaging over secure systems, limiting communications. Problem to Be Solved The authority has a requirement for a scalable medical messaging tool to enable deployed or remotely located medical personnel to securely reach-back via text with supporting imagery on BYOD and authorised MOD mobile and desktop devices which can utilise both Military communication networks/bearers and civilian equivalents. The solution will enable access to the skills and experience of MOD medical experts to provide speciality care advice when distance, time and operational requirements make access via usual methods impractical. The service has to be available to users no later than 1 April 2021. Who Are the Users Defence Medical personnel need access to an application that is suitable for instant medical messaging so clinicians and medical administrators are able to: -improve the quality of deployed health services support and Information Management. -avoid unnecessary medical evacuation (MEDEVAC) – minimise lost military output. -facilitate MEDEVAC that may otherwise be delayed – reduce medical risk. -referrers & specialists can be located anywhere in the world with a data connection to enable the efficient use of experts. Early Market Engagement Over the last 2 years, we have undertaken early market engagement during the Alpha and Beta phases of the project. This involved the trial of a commercially available messaging application to refine our user requirements and use cases. The trial is ongoing and will end on the 31 March 2021, which is the end of our Beta Phase Work Already Done Trial of a commercially available messaging application to refine our user requirements and use cases. The trial is ongoing and will end on the 31 March 2021, which is the end of our Beta Phase Existing Team Ministry of Defence - Defence Medical Service & Defence Digital consisting of Military, Medical and Civilian Staff. Current Phase Beta Work Location Work can be carried out remotely but the supplier will need to attend meetings and workshops at DMS Whittington, Lichfield, MOD Corsham, Wilts and Birmingham RCDM Working Arrangments The Supplier will work with the existing Defence Medical Project Team, which is based primarily in Lichfield. Some on-site meetings and workshops will be required at DMS Whittington, Lichfield, MOD Corsham and Birmingham RCDM, but remote working will be the standard. Travel & Subsistence will not be paid for travel to Lichfield, Corsham or Birmingham. Security Clearance All staff with access to clinical information must have or be willing to go through the Basic Personal Security Standard (BPSS) checks. Additional T&Cs DEFCON 76 (12/06) Contractor's Personnel at Government Establishments DEFCON 522 (11/17) Payment and Recovery of Sums Due DEFCON 531 (11/14) Disclosure of Information DEFCON 532B (04/20) Protection of Personal Data DEFCON 609 (08/18) Contractors Records DEFCON 658 (10/17) Cyber DEFCON 659A (02/17) Security Measures DEFCON 660 (12/15) Official Sensitive Security Requirements DEFFORM 111 (05/19) Appendix - Addresses And Other Information - DEFFORM 532 (Edition 10/19) Personal Data Particulars DEFFORM 702 (Edition 08/07) Employees acknowledgement to Employer of Obligations Relating to Employer Confidentiality Other MoD T&C's may apply. MoD DEFCONS and DEFFORMS can be accessed at: https://www.gov.uk/guidance/knowledge-in-defence-kid Skills & Experience Confirm that the solution can search for user by name and group Confirm that the solution can send/receive messages containing text, imagery and file attachments Confirm that the solution can provide one-to-one messaging Confirm that the solution can provide one-to-many messaging Confirm that the solution can start an advice session to ask for and receive advice from a defined user group, close session and export advice. Confirm that the solution provides an indicator to show whether a user is available/unavailable. Confirm that the solution is accessible from Android, iOS, Windows 7 and 10 devices. Confirm that the solution can work over 3G, 4G, LTE, 5G, Wi-Fi and Satcom networks. Confirm that the solution will work anywhere in the world. Confirm that the solution provides system storage that is sufficient to allow unconstrained use by users. Confirm that the solution service will be available to users on 01 Apr 21. Confirm that the solution provides functionality to enable an Authority administrator to authorise individuals to use the system. Confirm that the solution provides funtionality to enable an Authority administrator to manage individual and group permissions, including removing them. Confirm that the solution meets the security outcomes for OFFICIAL-SENSITIVE as defined by Joint Service Publication 440, or will do by FOC. Confirm that the solution data storage and information governance processes meet GDPR, DPA18, Cyber Essentials and Caldicott guidelines. Confirm that the solution can be adapted to remain compliant with changes to data protection legislation. Confirm that Cyber security controls specified in DEF Stan 05-138 (Cyber Security for Defence Suppliers) have been or can be applied to the solution Confirm that the supplier has been Accredited by Cyber, Defence & Risk (CyDR) or where not, will commit to meeting full accreditation by FOC. Nice to Haves Confirm if the solution can enable the device camera to take a photo from within the messaging solution. Confirm if the solution can provide a topic resolved/unresolved indicator within each message chain. Confirm solution message notifications do not contain message contents Confirm if the solution enables a user to write a message when device off-line then send the message when device on-line. Confirm any experience of working with the Defence Digital Single Point of Contact to resolve service incidents Confirm if there is a user guide covering all aspects of the solution. Confirm if the solution enables the user to receive indication that messages have been delivered and read Confirm if the solution provides definable templates that can be shared between users. Confirm if the solution can work over 2G networks. Confirm if the solution enables the export of advice sessions for achiving via PDF, email and/or FHIR Confirm solution functionality enables minimum and maximum reauthentication times to be set by Authority administrator. Confirm the solution provides a formal process for responding to administrator queries Confirm the solution provides for service availability a minimum of 97% of time, 24/7/365 (service support can be available Mon - Fri/9 till 5). Confirm the solution can prevent user access to system until they have set up a profile. No. of Suppliers to Evaluate 5 Proposal Criteria Approach and methodology. How the application meets user needs. How well the application meets the System administrator needs. How the application meets our organisation's policies and goals. Estimated timeframes for the work. How the supplier has identified risks and dependencies and offered approaches to manage them. Cultural Fit Criteria Be able to work with a mixed team of Military, MOD Civil Service and contractor personnel Display values and behaviours in line with MOD core values Work as a team with our organisation and other suppliers Be transparent and collaborative when making decisions Have a no-blame work culture and encourage people to learn from their mistakes Payment Approach Fixed price Assessment Method Case study Presentation Evaluation Weighting Technical competence 75% Cultural fit 5% Price 20% Questions from Suppliers No questions have been answered yet Budget range the authority has a £400,000 + vat budget to deliver the medical messaging capability to a community that is initially projected to be 2000 users over a period of 2 years. the system must be scalable and the proposal should include relevant costs for any increase in the scale.