Request for Information (RFI) - Accelerated Patient Held Records

Tender description

Summary of the work Dudley Group Foundation Trust (DGFT) would like to engage early and gain feedback from potential suppliers on potential consultancy support for Accelerated Patient Records Expected Contract Length The successful completion of the project, due to be prior to the end of 2021 Latest start date Wednesday 1 September 2021 Budget Range Cont Long Term Plan Requirements. 5.15. Patients’ Personal Health Records will hold a care plan that incorporates information added by the patient themselves, or their authorised carer Budget We are looking for early fixed price indications on an Initial spend on this contract for service design capability and capacity and deploying this expertise to diabetes so jointly we have a patient portal that is co-produced with clinicians and citizens. Further work for other long term condition pathways may be approved via individual fixed price Statements of Work (SOW) that follow an internal approval policy. Why the Work is Being Done To support the objectives of the NHS long-term plan for 2024, we will deploy a team to accelerate a personalised health record (PHR) using our existing licenced patient portal product. This patient portal is being rolled out currently as part of our Local Maternity Neonatal Services (LMNS) network solution. This approach would be supplemented in future years by any funds made available to integrate with the NHS App. Access and inclusion are central to the new Integrated Care System (ICS) white paper (February 2021) that seeks to legislate the change required to deliver the next steps of the NHS long-term plan. Expanding and expediting a personalised health record solution contributes to the population health strategy within the Dudley Health and Social Care economy and the Black Country Sustainability and Transformation Plan (STP). We would like this work to start in September 2021 and finalise delivery in 2021 Problem to Be Solved Our Problem Statement Capability and capacity to co-produce personalised health records with citizens and clinicians for long-term conditions and deliver value in terms of productivity, quality and safety benefits. Opportunity Statement​ For a supplier to leave a legacy with DGFT in terms of leaving us a repeatable approach to human centred design so we can scale to other areas and obtain high value from our future digital, data and technology investments. In doing so, you will help us change our culture and ways of working. Timescales The RFI will be released to the market week commencing 19 July for a two week period. We would then like to engage feedback from the market week commencing 16 Aug or 23 Aug upon receipt and review of responses and may invite interested suppliers to a future event. We reserve the option however to move directly to mini-competition should it be deemed the engagement session is not required. Clarification Questions Please provide initial clarification questions by end of 28 July so that responses can be prepared prior to a potential dialogue week commencing 16 Aug. Who Are the Users DGFT comprises 3 hospital sites and adult community services with approximately 650 beds-Russells Hall Hospital in Dudley, the Guest Outpatient Centre in Dudley and the Corbett Outpatient Centre in Stourbridge, serving a population of around 450,000. Our Trust vision is to be trusted to provide safe, caring and effective services, because people matter. This is delivered through living the values of Care, Respect and Responsibility, and together we create a place people choose to work. The Digital Trust vision for 2024 is to become a HiMSS level 7 Trust, through investing in technology, informatics, digital design and the principles of NHS long-term plan. In so doing we will deliver digital maturity through effective adoption of technology, which will support quality and performance transformation. Early Market Engagement Dudley Group Foundation Trust (DGFT) would like to engage early and gain feedback from potential suppliers on potential consultancy support which is outlined in this document. This RFI is intended to understand interest in the business, ability to meet the timescales of the exercise and to obtain thoughts on the scope of the project. It is our intention, following response to this RFI, to review what has been returned, clarify further and ultimately issue a mini-competition document to interested parties which will request:​ A delivery plan indicating the key phases of work, the activities, and the deliverables The type and number of roles who would deliver the assignment and examples of your experience in these roles A summary of your service design methodology and examples of applying it successfully in similar environments A description of how you would embed a human centred design culture into our teams High-level indicative costs for the work assuming fixed price Work Already Done Existing Digital Solutions Having adopted an Electronic Patient Record (EPR) from Allscripts alongside many other components and applications. We would now like to roll-out and integrate the Allscripts Patient Portal with our EPR for two way exchange between citizens and clinicians for better management of long-term conditions, starting with diabetes. As part of this work, we will take the opportunity to improve the way we undertake service design by co-producing solutions directly with users to maximise the experience and would like a partner to support this approach. Other areas of interest are cardiology, dermatology, urology, gynaecology. More are also expected Existing Team What skills and experience we require from you Embed a service design culture and provide relevant capabilities such as user research, business analysis, service design, user experience and value architecture in order to plan, design and deliver the follow types of activities: service design workshops (human centred design) functional and technical specifications for our patient portal related to long-term condition specialities value stream mapping knowledge transferring capability / embedding new cultural ways of working Ability to successfully collaborate with our people and citizens and share our values as well as be well versed about working in highly regulated environments. Current Phase Discovery Skills & Experience • To move to the potential next phase following RFI stage - confirm they are able to meet the outline requirements • To move to the potential next phase following RFI stage - confirm they are able to meet the timescales and respond to the questions in the document • In the expectation, we will go to proposal stage, provide any thoughts on areas of the scope you feel are over or under ambitious or require further clarification • We would welcome high level thoughts on cost to ensure that budgeting and scope redevelopment can occur where required. Should you be willing to offer this please respond • For any onsite work, please confirm whether travel expenses are included in this cost estimate. • At RFP stage it is likely we will use our NHS Sourcing tendering portal, please confirm you are registered or can register Work Location The Dudley Group NHS Foundation Trust or other sites and remote working as defined in the next stage Working Arrangments Cont. Long Term Plan Requirements 5.20. Patients, clinicians and the carers working with them will have technology designed to help them What we will provide? Direction of work Value Architect to lead our engagement Configuration and testing Access to members of our digital, data and technology teams, clinicians, operational staff, and citizens advocates / groups Where we will work A large amount of the work will be remote. Some workshops / engagement events may be onsite in Dudley. Additional T&Cs The specific components of the NHS long-term plan that support this case for change are listed here:   5.9. People will be empowered, and their experience of health and care will be transformed, by the ability to access, manage and contribute to digital tools, information and services.  5.14. Support for people with long-term conditions will be improved by interoperability of data, mobile monitoring devices and the use of connected home technologies over the next few years.  5.12. In 2019/20, 100,000 women will be able to access their maternity record digitally with coverage extended to the whole country by 2023/24. No. of Suppliers to Evaluate 6 Proposal Criteria To be decided following RFI stage Cultural Fit Criteria N/A Payment Approach Fixed price Evaluation Weighting Technical competence 40% Cultural fit 20% Price 40% Questions from Suppliers 1. Could you provide a little more info about the procurement process. You do not seem to be asking typical ‘skills and experience’ questions so how are you making the shortlist decisions? We are only looking to undertake a Request for Information (RFI) at this stage. Unfortunately the Digital Marketplace is not very flexible and required an entry in the 'number of suppliers to short-list' section. This would be more at the next stage.To clarify - all suppliers who respond expressing an interest will be invited to the RFP stage when issued. We would appreciate feedback on the indicative scope as per the request in the document in order to enable us to build a specification for the RFP 2. Would you please provide more information about the NHS Sourcing tendering portal you intend to use at RFP stage? The NHS Sourcing portal can be found at www.nhssourcing.co.uk. It is recommended that if expressing an interest in this exercise you also register an account there (free of charge) to ensure you receive the RFPThis will simplify the process rather than re-send another request through the Digital Marketplace which will go to all suppliers with many not having expressed an interest 3. Can I request any further documentation relating to this Tender? This is not a tender but a Request for Information (RFI) in which we are looking for expressions of interest to receive a tender at a later dateAs part of the RFI we have asked some questions but these are simply to help inform us for our specification for the tender stage 4. Can you also confirm that you are only talking about services for adults and not children? Yes - service for adults only 5. We are assuming that you want to look at the whole pathway including primary care and community but only for those patients who have complex diabetes needs and are under the care of the consultant – is this correct? Yes only for those patients with complex diabetes needs and are under the care of the consultant and we will be guided with current assumption this will involve understanding touchpoints with primary and community 6. What is your existing internal expertise and/or capacity to work with the successful supplier?Although you mention a ‘value architect’ and then ‘access to team members’, we desire a little more clarity as the project might benefit from more extensive collaboration to be able to successfully embed a service design culture We have a Value Architect to co-ordinate the work and become our subject matter expert on service design and will help embed this way of working into our teams over an extended period of time. We would also offer out the opportunity to our Strategy and Transformation team to engage. We do have an existing Programme Management Team which includes project management and business analysis capability. These resources are currently committed to other projects and our intention is to bring in temporary resources with these sort of skills who will be involved in the project. 7. You mention an interest in other areas including: “cardiology, dermatology, urology, gynaecology, with more expected”. Is there any expectation that discovery will also be carried out with these pathways? There is no intention, at this stage, that these pathways would be part of discovery. Our focus initially will be on diabetes. We have limited budget for consultancy support and therefore our aim is for the Value Architect to lead future discoveries.