Frontline Digitalisation Plan for Dudley Group NHS Foundation Trust

Tender description

Summary of the work Development of a digital plan for frontline digitalisation of Dudley Group NHS Foundation Trust, supported by extensive artefacts, options appraisals and a full business case, in pursuit of delivering care efficiently, effectively and safely. Expected Contract Length 2 years Latest start date Monday 3 October 2022 Budget Range Capped at £245,000 Why the Work is Being Done Accelerate the development of a full business case for frontline digitalisation that enables frontline staff to adopt highly usable digital technology to deliver care efficiently, effectively and safely. In doing so, Dudley Group NHS Foundation Trust (DGFT) will improve quality and reduce variations in outcomes for citizens. The partner will undertake analysis that improves our knowledge and risk analysis of our existing estate as well as define future digital capabilities that align to the needs of Dudley Group NHS Foundation Trust and our Integrated Care System (ICS). Expected that the work will be completed by March 2023. Problem to Be Solved DGFT needs a 3 year digital plan, presented as a viable full business case with supporting artefacts, that offers highly usable and effective digital solutions to frontline teams in support of delivering care efficiently, effectively and safely. Who Are the Users As a frontline worker, I need highly usable digital solutions to deliver care efficiently, effectively and safely. As a citizen, I need highly usable online solutions that enable me to access services to help improve my health outcomes. As a corporate worker, I need highly usable digital solutions to be effective in my support of frontline workers. As a IT Porfolio Delivery Director, I need a prioritised set of plans to deliver digital solutions for frontline staff and citizens. As an IT Operations Director, I need to reduce IT complexity and improve efficiency of managing digital, data and technology infrastructure. As an Executive Director, I need an application roadmap that gives assurance on our future cost structure by outlining where we should invest and divest linked to the value obtained from our digtial capabilities. Existing Team Your key contact will be the Digital Strategy Director. Our Value Architect will attend daily huddles with your team to help provide the right level of access to key roles across our three digital, data and technology portfolios and clinical and operational staff. We also have other suppliers supporting our cloud migration, introduction of new digital technologies and optimisation / extension of our electronic patient record who will hold information important to delivering our digital plan. Current Phase Discovery Skills & Experience • Provide evidence of your team delivering detailed digital plans that have resulted in effective business change, transformation and better outcomes for citizens and staff and how you will support DGFT • Please provide (a)evidence of expertise in digital, data, technology, cyber-related disciplines (b)example(s) of how your team will utilise this expertise to work alongside our teams to deliver the digital plan • Please provide evidence of how you have reviewed and defined existing application portfolio / digital product capabilities and mapped to services, their processes and stakeholders • Provide evidence of reviewing and defining application portfolio/service capabilities and mapped to technology layer so cost can be linked to value through the impact of applications on service outcomes • Provide evidence of reviewing/defining data assets held within an existing application portfolio; summarising current value achieved from these data assets; providing plans to improve insight leading to better outcomes • Please provide evidence of how you have supported organisations to analyse and prioritise the migration of applications to the cloud as part of a coherent and well articulated digital plan, • Provide evidence of how you have defined and costed new applications/digital products, as part of a coherent and well articulated digital plan, to optimise/automate all core processes Nice to Haves • DGFT operates a patient administration system (PAS) and an electronic patient record (EPR); how would you provide options to migrate/decommission our PAS by transferring PAS functionality to our EPR/other solutions? • DGFT operates within a system of public and third sector organisations. Demonstrate your understanding of the challenges faced within the NHS and the wider sectors. • Demonstrate your team has the capability and capacity to deliver the digital plan within a six month period. • Demonstrate where your team have supported a customer to rapidly develop a digital plan that demonstrates benefits and de-risks implementation. • Given the sensitive nature of the detailed enterprise architecture of our services, share evidence of ensuring that this information will be managed appropriately. Work Location Russells Hall Hospital, Dudley and Remote Working Arrangments Mixture of onsite and remote with majority remote. No. of Suppliers to Evaluate 4 Proposal Criteria Proposal criteria will be published to shortlisted suppliers in Phase 2. Cultural Fit Criteria • Work as a team with Dudley • Take responsibility for their work • Support the learning and development of Dudley Colleagues • Champion the value of our work • Add Social Value to Dudley Payment Approach Capped time and materials Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers 1. Is there an incumbent supplier? No. 2. Please can you confirm if you would accept a shorter delivery phase and if you have capacity to support this? E.g. Would you accept a 4 month delivery phase? It would be explored at time of award. Please assume defined delivery phase. 3. Please can you provide further details about the related work undertaken to date? For 2022-23, there is a defined and costed digital plan for front-line digitalisation that includes an underpinning cloud transition programme. We have various artefacts that depict our as-is which can be collated, which would provide a baseline for additional workshops with clinical, operational, corporate and citizens to truly understand our current and future requirements. 4. Please can you confirm if Stage 1 scores will be included in the overall evaluation at Stage 2? Stage 1 scores will be for shortlisting purposes only. 5. Please can you provide a timetable indicating the dates for the procurement e.g. the dates you intend to shortlist, when Stage 2 responses will be due, when you intend to award the contract to the chosen supplier etc.? A provisional timeline is as follows:- Stage 1 close 31/8/22- Shortlisted supplier notification and publication of Stage 2: w/e 9/9/22- Stage 2 close: w/e 23/9/22- Award of contract: w/e 30/9/22- Start date of contract 3/10/22 6. Can you please clarify the difference in timescales where the document shows an expected contract commencing 3rd October 2022 with length of 2 years, but also expects the 3-year digital plan presented as a viable full business case completed by March 2023. Additional funds may become available for future years which may allow the partnership to continue after the initial scope has been delivered in March 2023. 7. The document states that “the partner will undertake analysis that improves our knowledge and risk analysis of our existing estate as well as define future digital capabilities that align to the needs of Dudley Group NHS Foundation Trust and our Integrated Care System (ICS).” Does the ICS digital plan include this frontline digitisation activity (subject to business case submission and approval)? An ICS Digital Strategy is currently being developed and includes frontline digitalisation of DGFT. 8. Has the Trust developed an Outline Business Case for the Frontline Digitisation of Dudley Group NHS Foundation Trust? A strategic outline business case has been developed for the frontline digitalisation of DGFT. 9. Have you identified a cloud partner, and how much of your current estate is in the cloud? Yes, we have two cloud partners - one for infrastructure and applications and one for analytics. Most of our estate is currently on premises with a small number of our non-production applications currently migrating. We also have software as a service. 10. Does DGFT use CMDB (configuration management data base) software, or EA (enterprise architecture) software, to record the current state of the IT provision, if yes please can you specify. We have recently started using 'cloudsphere' which links our technology and application layers. There are also other tools in place for recording assets such as for endpoint and configuration of our electronic patient record. 11. When would your organisation be seeking to mobilise? As soon as possible after contract award. 12. I note that you’re currently in Discovery phase/Early engagement. Has there been a decision and funds allocated to use an external resource. If so, would you be able to provide an indication of your budget. Yes, as referenced there is a capped budget of £245,000. 13. Are Dudley Group NHS Foundation Trust expecting a proof of concept as part of this piece of work? It does not have to be a deliverable. We are expecting our partner to help determine need for any proof of concept(s) based on value in doing so and time investment required to make it worthwhile. Note that we are expecting the work to determine requirements for a series of different digital, data, technology and cyber products, not one. 14. What do Dudley Group NHS Foundation Trust class as frontline workers? We class frontline workers as a mix of clinical, operational, and corporate staff where their work has an impact on citizens, suppliers, and employees. 15. Do the frontline workers already have a digital identity? Frontline workers access is enabled through identity and access management which in many instances removes barriers and manages risk. There is more opportunity to deliver secure and frictionless free digital identity and this is one of the digital product areas that will be explored as it is a vital part of infrastructure to deliver digital transformation. 16. Is this part of a wider program around frontline workers for Dudley Group NHS Foundation Trust? There is no wider programme for frontline workers. There are different programmes that interlink such as 'Productivity'. 17. The DOS format requires us to provide an example of where we’ve completed projects similar to your essential and non-essential criteria, using only 100 words. The way that questions are worded at present doesn’t follow the DOS format. Can the Trust confirm how it wishes suppliers to respond to the criteria. Please provide an example of a similar piece of work you have undertaken.Note that only Phase 1 of this procurement is being run through DOS5. Phase 2 will be run through the NHS Sourcing portal and questions/responses may be in a different format. Further information will be provided to shortlisted suppliers.