PROVISION OF SPECIALIST PACS BUSINESS CASE CONSULTANCY SUPPORT for GREAT WESTERN HOSPITAL

Tender description

Summary of the work To support the Trust in producing Business Cases for a combined PACs to meet the current and future digital needs of the Trust and the wider Diagnostic Network. The consultancy will help to define and document the requirements for a future combined PACs solution, Expected Contract Length To end of April 2023 but possibly to June 2023 (TBC) Latest start date Monday 1 August 2022 Budget Range TBC Why the Work is Being Done The completion of an Outline Business Case (OBC) scheduled for the end of September 2022 will set out a case for a combined PACS solution with Great Western Hospitals NHS Foundation Trust (GWH). GWH is seeking a partner to develop the OBC and Outbased Specification (OBS) ready for procurement stage, then further support the development of the Full Business Case (FBC). The current project plan sets an expectation for the FBC and procurement to be completed by end of January 2023. Problem to Be Solved The contract for the current Core Radiology PACS solution is due for renewal in November 2022. The application has been used within the Trust since 2001, up until November 2020 it formed part of a wider managed contract. During the contract negotiations this was descoped and the Trust entered a direct contract with PACS provider, for a further 2 years, this will need to be extended further to cover the time required to procure and implement a replacement solution. In addition to the Core Radiology PACS the Trust also has a separate solution for Breast and Cardiology. The Cardiology PACS is part of an overall embedded IT solution with the Cardiology service and works very well for their clinical workflows. The Breast PACS solution however provides a number of challenges alongside the Core Radiology PACS and for these reasons this case is focusing on these two solutions. Strategically the case needs to provide a future proof outcome for an Enterprise Imaging solution that will enable the Trust to confederate clinical images, both DICOM and non-DICOM, from multiple specialities and sources over time. Who Are the Users Clinicians/Radiologists and wider Trust staff needing the right PACS system for which Business Cases need to be properly written, leading to optimal procurement outcomes, following all necessary approvals. Early Market Engagement NB that for this NHS requirement a tender will be made available from 15th June by directly steve.novetsky@nhs.net . This will allow all expressions of interest to complete and make their tender submission by the 1st July 2022. To be clear, the aim is to shortlist to 3 bidders who will then have their respective tender fully evaluated. All other suppliers who do not make the shortlist will have no other part of their tender evaluated. All bidders must complete both the shortlisting questions and the full tender ie Technical, Cultural and Price Criteria and submit this through the NHS Bravo webportal by no later than 1st July 2022. Please see below for an outline timetable, with all dates TBC: Open Forum: 1pm on 17th June 2022 on MS Teams (pls email Steve Novetsky for details) Clarification Questions Close at 5pm on 21st June 2022 Tender Deadline: 10am on 1st July 2022 Bidder Presentations & Interviews on 13th or 14th July 2022 Contract Award on Late July 2022 Contract Start in Late July or Early August 2022 Existing Team Primarily CIO with ICT Team and associated Clinicians/Radiologists across GWH NHS. Current Phase Beta Skills & Experience • Number of Acute PACs OBSs completed in the NHS (10% weighting) • Number of Acute PACs Procurements completed in the NHS (35% weighting) • Number of Acute PACs FBCs completed in the NHS (45% Weighting) • Demonstrate understanding of Procurement CCS Policy Note 06/20 that covers Social Value and how this could apply to this PACS requirement. (10%) Work Location Great Western Hospital, Marlborough Road, Swindon. SN3 6BB, Working Arrangments Flexible approach, with details to be confirmed but expected to be available Monday to Friday (excl Bank Holidays) during normal office hours. NB that for this NHS requirement a tender will be made available from 15th June by emailing steve.novetsky@nhs.net . This will allow all expressions of interest to complete and make their tender submission by the 1st July 2022. To be clear, the aim is to shortlist to 3 bidders who will then have their respective tender fully evaluated. Suppliers who do not make the shortlist will have no other part of their tender evaluated. Security Clearance Not envisaged, at this stage. Additional T&Cs NB that for this NHS requirement a tender will be made available from 15th June by emailing steve.novetsky@nhs.net . This will allow all expressions of interest to complete and make their tender submission by the 1st July 2022. To be clear, the aim is to shortlist to 3 bidders who will then have their respective tender fully evaluated. Suppliers who do not make the shortlist will have no other part of their tender evaluated and that will conclude their participation in this tender process. No. of Suppliers to Evaluate 3 Proposal Criteria • Combined PACS OBC (25%) • Combined PACS OBS - Cultural (15%) • Combined PACS Benefits: Estimation and Management (15%) • Combined PACS FBC (25%) Cultural Fit Criteria Depth of experience in OBS development as detailed in ITT. Payment Approach Fixed price Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 65% Cultural fit 15% Price 20% Questions from Suppliers 1. When is the deadline for bidder question's please, as the date in the tender document is different to that published on the CCS advert/portal? Please accept my apologies for that inconsistency and the final opportunity to send in questions is Wednesday 22 June 2022 at 11:59pm GMT.Please note that questions have already been received prior to and at the Bidder Open Forum (held on 17th June) and it has been decided to issue all answers to these and any other questions, that may follow, by 6pm on Thursday 23rd June 2022.steve.novetsky@nhs.net 2. With regards to the question of the social value, are you able to advise if there are any particular aspects you would like us to focus on as we only have 100 words? Secondly, with regards to social values, are you looking for examples we could undertake for Great Western Hospital or examples of socials values we’ve undertaken elsewhere. It is recognised that ‘social value’ as described within the referenced Procurement Policy Note can have a broad application and interpretation. Therefore, the Trust is looking to specialist consultancies to inform us of how best this could be applied to PACS. Obviously, examples that can be demonstrably applied to GWH, as an Acute hospital, would be more useful than those which do not. 3. Please can you advise on whether the work can be done remotely/off-site. The successful consultancy will provide a customer focused approach. Meaning that if work is required at the Swindon site then no extra charges would be made for this, in terms of travel & expenses. Although most, of the work can be delivered off-site, there is a need to conduct workshops on-site. 4. Why are you evaluating procurement experience as a Pass/Fail when it is not within your scope? The consultancy that has a practical understanding of running PACS procurements i.e. actual experience in running such procurements, allows the Trust to have the confidence that common procurement and business case writing mistakes can be avoided. Along with the application of proven methodologies (incl best practice) that can be applied at GWH, all of which is integral to OBS and Business Cases drafting, especially within the Commercial Case. For the avoidance of doubt, an extra bullet point saying 'Demonstrable PACS Procurement Experience' is now under added under the section of the ITT covering Experience. 5. Do you require the full tender submission by 10am on 1st July, if so, how is this to be submitted? Yes, all bidders must complete both the shortlisting questions and the full tender i.e. Technical, Cultural and Price Criteria and submit this directly to steve.novetsky@nhs.net by no later than 10am 1st July 2022 in tandem with their CCS Shortlisting submission, as standard. The earlier requirement to submit through Bravo has now changed.The aim is to shortlist to 3 bidders who will then have their respective tender fully evaluated. All other suppliers who do not make the shortlist will have no other part of their tender evaluated. Please call Steve Novetsky on 07981202897 should you not understand these instructions. 6. REMINDER: Closing date for applications Wednesday 29 June 2022 at 11:59pm GMT 7. Budget Confirmed: The budget for this future PACS Consultancy contract is confirmed as being between £100k-£150k. Please note that bids priced at less than this will be acceptable, although the Trust is unable to afford any bid priced higher than £150k (excl VAT). 8. Criteria Numbering Correction NB that in the tender document, within the Table - Deliverables' Evaluation Criteria, it has been noticed that the numbering is incorrect. It should just read as Deliverable 1 and then Deliverable 1 Evaluation Criteria and the same for Deliverables 2, 3 and 4 respectively i.e. the evaluation criterion number corresponds (is the same) to the Deliverable number under which it sits. This came about due to a copy & paste error and please accept my apologies for any confusion caused, which this message should, hopefully, help resolve.steve.novetsky@nhs.net