Cervical Screening Digital Solution User Assessment

Tender description

Summary of the work To perform an assessment of those that work in the Cervical Screening pathway to ensure that the digital solution will provide a seamless pathway for the safe transfer of samples and correct delivery of orders and results, improve efficiencies, reduce and remove current risks, and provide value for money. Expected Contract Length 3 months Latest start date Monday 31 October 2022 Why the Work is Being Done The NHS Cervical Screening Programme aims to reduce the incidence of cervical cancer by routinely screening all eligible women leading to identification and treatment of conditions (pre-cancerous cells) that might otherwise develop into cervical cancer. In 2019, a national procurement exercise was undertaken to introduce a change to the cervical screening programme pathway, by bringing in primary Human Papillomavirus (HPV) and secondary cytology; and for it to be delivered by a single lab for London. The time frame for the procurement and the complex local IT systems, meant that issues and the associated risks were not fully managed. This resulted in manual, paper based processes between the new lab and Colposcopy, Sexual Health Clinics, Gynaecology and Histology. Health Services Laboratories (HSL) were successful in their bid to be the lab for London. London switched over to HSL in December 2019. The objective of this project is for the: • Trusts/SHC where a cervical sample is taken, being able to send an electronic order message, for an HPV test, to HSL • sending of electronic result message from HSL back to the ordering Trusts/SCH and into the patient's record • Accurate tracking samples from the Trusts/SCH to HSL Problem to Be Solved The aim of the project is to re-introduce automated processes after the national procurement of the Cervical Screening Programme in 2019. The objective will be to have a standardise process for cervical screening test orders and results, improved sample tracking and failsafe. • Standardised messaging format o Allow integration of systems to be easier when dealing with standardised message format. Successful reading and interpretation of messages • Agreed Test Orders and Results process o Be less resource intensive o Remove burdensome manual processes o Reduce the probability of human error o Orders and Results reach their destination accurately • Sample tracking and failsafe o Improving the quality of sample tracking process through the use of Manifest which will add extra checks and balances o Use barcodes to speed up the sample identification o Reduction in missing samples and a quicker identification of missing samples o Avoidable repeat testing o Reducing screening safety incidents due to missing samples o Increasing failsafe and their effectiveness Who Are the Users HSL: As a lab receptionist I need check the content of the sample package against the manifest so that I can confirm the receipt and any errors back to the ordering Trust As a Medical Laboratory Assistant/Biomedical Scientist and consultant I need to be able test samples so that when, completed, I can update the patients record and have assurance the results will get back to the ordering Trusts and the patient’s record. Colposcopy Units, Histology, Gynaecology and SCHs within Trusts: As a clinician I need to ensure that I am able to place an order for a test on the sample I have taken so that the sample will get tested at the laboratory and the correct patient details are recorded. As a Clinician/Failsafe administrator, I need to be able to see the results in the patients record, results within the Electronic Patient Record inboxes, and sample status updates; so that I able to affect patient management. As Nursing staff/Clinician, I need to pack samples and generate manifests so that I can be assured that samples reach HSL and that their content can be checked and confirmation of receipt is obtained. Any errors found can be quickly mitigated. Work Already Done The Working Group (WG) was setup to resolve the problem, by investigating what technologies were available and what could be developed. The WG was made up of users, technical experts, clinical experts, and commissioners. The WG developed solutions to solve the problem posed, by establishing a set of requirements, the cost, benefits and risks. At the end of the process a specification was designed, and an options paper produced. Due to the projected cost, a solution had to be procured from the market. A Reference Group was established to go out and procure a solution. Existing Team The supplier will be working with the: • Cervical Screening Reference Group (which include NHS Commissioners and Digital Transformation Leads) - project management and development • The Cervical Screening Steering Group (includes Chief Information Officers from ICBs) - decision making and oversight of the procurement and implementation • HSL IT department and clinicians - implementation and testing • The 22 Trust/SHC IT departments and clinicians from the Colposcopy, Histology, Gynaecology and sexual health centres - implementation and testing Current Phase Discovery Skills & Experience • Must be able to delivery against the requirements • Must be able to demonstrate they have the resources to deliver the user assessments in the timeframe set • Must have experience of designing user assessments for users with variable digital literacy • Must have experience of providing cost benefit analysis Work Location The location of the development phase is unknown, it depends on the successful supplier. Implementation and testing will take place, in London, at: • HSL • SHCs • Trusts: o Barts Health o Barking, Havering and Redbridge o Royal Free London o St George's o London North West University o Chelsea and Westminster Hospital o Croydon Health Service o The Hillingdon Hospitals o Imperial College o King's College Hospital o Lewisham and Greenwich o Kingston Hospital o Guy's and St Thomas' o Whittington Health o Homerton University Hospital o University College London Hospitals o Epsom and St Helier University Hospitals Working Arrangments A full time Project Manager (PM) will oversee the procurement, development, implementation and testing phases of the project. The PM will receive weekly updates from the supplier on progress towards development of the solution. Report upwards to the Steering Group on progress and escalations. Provide reports for Trusts Cervical Screening Programme Leads Meet IT departments of HSL and the Trusts/SCH to plan out the implementation and testing phases. This would be weekly until a plan has been agreed. Once the implementation phase starts, there would be regular catch-ups to determine the progress of the implementation and testing. No. of Suppliers to Evaluate 3 Proposal Criteria • Approach and methodology • Estimated timeframes for the work • Value for money Cultural Fit Criteria • Worked with the NHS • Understand NHS values and culture Payment Approach Fixed price Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. What is the budget range for this opportunity (exc VAT)? "Dear Sir/Madam,The budget range is £15k to £30K (exc VAT)" 2. Why must the supplier demonstrate experience of ‘providing cost benefit analysis’ if you have already procured the solution from the market? "Dear Sir/Madam,We have not procured a solution. As part of the NHSE Digital Project Assurance Group (DPAG) process, we must have an independent user assessment of the proposed solution, to justify the implementation and spend" 3. What is the expected timeline for the shortlisting and proposal phases, including the presentations We are going to withdrawing the Requirements and re-submit them. For the following reasons:1. The Mourning Period has impacted suppliers in the Digital Market and it is reasonable to allow for an extension to the deadlines2. The Digital Market Place is an automated process that will not allow changes to any deadlines. The only way to allow more time is to withdraw and re-submit the Requirements.3. The deadline day for submission has fallen on a Bank Holiday, this is giving suppliers less time for them to do their submissionsWe provide the new timelines after the re-submission 4. When you use the term ‘user assessments’ do you mean user research activities such as moderated usability tests with end-users (e.g. biomedical scientists), that will assess if the user needs are being met (by the new / proposed system)? "Dear Sir/Madam,Not being a subject matter expert, I am not in a position to comment on the appropriateness of the methodology. However, as you have stated that it will assess if the user needs are being met by the proposed solution, we can confirm that this is what we are seeking from your submission." 5. What outputs are expected as a result of the 3 month user assessment engagement? "Dear Sir/Madam,What we expect from a user assessment is whether or not the proposed solution meets the users' needs through improved efficiency of work practices, such as: increase/reduction in current risks, cost effectiveness (does the solution allow the user to complete certain task more quickly) and capturing benefits and disadvantages." 6. Please can you expand more on what the requirements are when referencing ‘delivery against the requirements’ in the required skills and experience section? "Dear Sir/Madam,The question is asking the organisation to demonstrate, that in previous user assessments that they have carried out, they are able to deliver against a set of needs set out as a prerequisites for the user assessments. For example, if the requirement is to show a cost benefit to a person's task, they are able to provide a cost saving or not." 7. What skill sets do you think are required to deliver the requirements? are you looking for user research skills, process analysis, service design or more technical skill sets? "Dear Sir/Madam,What we are looking for is for the supplier to have the appropriate skill sets to be go out to the users identified in the requirements and be able to audit those users to determine if the proposed solution will provide the necessary benefits, or not, to their work practice; for example, cost benefit and/or risk analysis, etc. We expect your organisation be able to provide evidence that you have performed these tasks as part of any bid submission" 8. There is reference to cost-benefit analysis in the required skills and experience, but no reference describing what needs to be done around this? Please can you provide more information on what your expectations are for the cost-benefit analysis "Our expectation will be for the supplier to provide analysis on whether the proposed digital solution will provide any cost saving, forexample, but not limited to:a. Improve efficiency of user's tasks, e.g. automated process replacing manual processb. Better tracking of samples reduce the number lost samples, resulting in less patient being called for a re-test: booking a patient back in, doing a test performed by a sample taker and getting the sample to the lab - what would be the saving" 9. Is this currently in the discovery phase, or is the contract to deliver the discovery? "Dear Sir/Madam,This contract is to deliver a user assessment to support the business case for the digital solution proposal" 10. If currently in Discovery, who is delivering the discovery? "Dear Sir/Madam,NHSE are undertaking the discovery phase. This contract is to deliver a user assessment to support the business case for the digital solution proposal" 11. What’s the system that was implemented as part of the Cervical Screening programme in 2019? Is it COTS or bespoke? "Dear Sir/Madam,The procurement in Cervical Screening Programme in 2019, was to make HPV test, the primary test. There were no IT systems implemented as part of that procurement. The purpose of this user assessments is to support the case for a digital solution to replace the current manual processes." 12. Under ‘work already done’ there is reference to a solution being procured. Can you clarify what solution has been procured and how this relates to this opportunity’s discovery process? "Dear Sir/Madam,A solution has not been procured. We are seeking a user assessment of those that would be impacted by the proposed solution. The user assessment report would be used as part of the business case to support a proposed digital solution, that is why it is in the discovery phase." 13. "1. For question 2, “Must be able to demonstrate they have the resources to deliver the user assessments in the timeframe set” – please could you confirm how you’d like suppliers to answer? Would you like us to provide details on our delivery model or an example of previous work?" "Dear Sir/Madam,We would like the suppliers to provide a detailed project plan with timescales and how it would be resourced, i.e. project manager, task owner, etc. If the supplier has evidence of previous user assessments they have completed, then that would be read and taken into consideration" 14. With the Bank holiday announced over the weekend being on the same day as the submission deadline, are you able to cancel this opportunity and re-publish to help bidders complete their submission by the deadline? "Dear Sir/Madam,We are withdrawing the Requirements and re-submitting them at a later date for the following reason:1. The Digital Market Place is an automated process that will not allow changes to any deadlines set. The only way to allow more time for suppliers is to withdraw and re-submit the requirements.2. The Mourning Period has impacted suppliers in the Digital Market and we think that it is reasonable to allow for an extension to the deadlines3. The deadline day for submission has fallen on a Bank Holiday. Which is reducing the time allowed for submission" 15. Do examples have to be from the public sector, or are private sector examples accepted? "Dear Sir/Madam,The examples can be either private or public sector. As long as they demonstrate the ability of the supplier to perform a user assessment." 16. Are examples from outside healthcare acceptable? "Dear Sir/Madam,The examples can be either inside or outside healthcare. As long as they demonstrate the ability of the supplier to perform a user assessment." 17. How does this work align with the National Cervical Screening Programme? "Dear Sir/Madam,This work is in line with the IT Improvement as set out in the Mike Richards Review and the aim of reducing harm to patients" 18. Could you please advise if there is an incumbent supplier and if so, what is the name of that supplier? "Dear Sir/Madam,There is no incumbent supplier." 19. Does the supplier need to develop any technology solutions as part of this phase to achieve the outcomes? "Dear Sir/Madam,The simple answer is no. This is just a request for the supplier to perform a user assessment, how that will be best achieved will be left with the supplier to describe in any proposed bid." 20. The summary describes a mapping and assessment exercise, whereas the work set-up refers to the implementation of testing period. Is this preliminary exercise, or does this include the build of the system? "Dear Sir/Madam,There is a misunderstanding. We were describing the process of the proposed digital solution, rather than the user assessment. The """"implementation and testing phase"""" is terminology used in digital projects and may not be appropriate for a user assessment. As you are the subject matter experts, please stick the terminology that reflects a user assessment that you would be performing. There is not for a build of any system, just a user assessment of those that will be impacted by the proposed digital solution." 21. "Please confirm that this is a discovery project to confirm that your plans for development are fit for purpose as a digital solution. “A full time Project Manager (PM) will oversee the procurement, development, implementation and testing phases of the project....The PM will receive weekly updates from the supplier on progress towards the development of the solution.’ This text implies that the development of the solution is also required." "Dear Sir/Madam,There is a misunderstanding. We were describing the process of the proposed digital solution, rather than the user assessment. We are seeking a supplier to perform a user assessment of those that work in the cervical screening pathway, to determine the impacted of the proposed digital solution on their tasks and the screening pathway: such as, but not limited to, efficiency of task and risk analysis." 22. Is security clearance required for this programme? It is currently blank "Dear Sir/Madam,This is a user assessment requirement for a proposed digital solution. Therefore, any declaration regarding conflict of interest and confidentiality would be covered by any contract between ourselves and supplier. At this stage we have not identify any security clearance required, however, that may change in light of any issues that may come up during this process." 23. What’s the system that was implemented as part of the Cervical Screening programme in 2019? Is it COTS or bespoke? "Dear Sir/Madam,The procurement in Cervical Screening Programme in 2019, was to make HPV test, the primary test. There were no IT systems implemented as part of that procurement. The purpose of this user assessments is to determine if digital solution to replace the current manual processes can be supported." 24. Regarding Stage 1 Question 2: Can you clarify what resources are required and the nature of, and number of, assessments to be conducted? "Dear Sir/Madam,We are not user assessment subject matter experts. It is for the supplier, as part of their bid, to inform us what resources they require and outline the methodology of their approach that would include the number assessments and the nature of those assessments." 25. Regarding Stage 1 Question 2: Are the assessments discovery activities, or are they to conduct cervical screening assessments? "Dear Sir/Madam,The user assessment is to support the proposed solution business case, so it will be part of the discovery phase. It is not to assess cervical screening, but the impact of the proposed solution on those that work in the cervical screening pathway that it will impact." 26. Status of technology supplier: Has there been a procurement for the technology supplier? If so are you able to share information on them. "Dear Sir/Madam,There has not been a procurement of the technology supplier. This user assessment is to support the business case for the proposed digital solution." 27. "1. To confirm our understanding, please could you explain what is meant by each phase:2. procurement3. development4. implementation5. testing?" "Dear Sir/Madam,There is a misunderstanding. We were describing the process of the proposed digital solution and the phases are terminology used in digital project. We are requesting a supplier to perform a user assessment of those that would be impacted by proposed digital solution. Therefore, we expect the supplier to provide the details of their project and timescales to deliver a user assessment, and stick with terminology and phases appropriate to a user assessment" 28. Scope: Can you clarify the activities and outputs for this piece of work. Our understanding is that it is a user assessment to identify pain points, develop a to-be service blueprint for use by the selected technology solution provider. "Dear Sir/Madam,We would expect the user assessments to include, but not limited to:• defining the methodology that will be taken to do the user assessment• Project plan, timelines and resources to perform the tasks• To determine if the proposed technical solution will provide benefit and reduce risks, by, and not limited to: - make user's task more efficient - make user's task more cost effective - reduce risks in tasks performed - reduce risks in clinical pathway" 29. What will suffice as proof that we can provide the resources needed to deliver the user assessments in the timeframe? "Dear Sir/Madam,A comprehensive project plan, with defined task and timescales, assigned leads for each task and project lead. Governance structure to underpin the project plan." 30. Rather than providing a comparable case study, are you looking for us outline how we would deliver the requirements as your requirements are unique and a past example might not be appropriate? We would look at evidence of how you have conducted user assessments, especially on methodology, as well as an as well as outline how you would deliver the requirements. 31. DOS usually requires suppliers to respond to Essential and Non-Essential criteria in the format of a case study. Please can you confirm how you wish suppliers to respond to your questions? "Dear Sir/Madam,We are no subject matter experts. We would leave for the supplier to determine how best to respond to our request" 32. The format for DOS (Digital Outcomes and Specialists) answers is usually that we have to provide an example of where we have provided similar services previously and the impact of that work. Please can you confirm how you’d like us to respond to your essential criteria as they do not quite match how we’d normally be asked questions via DOS. Thanks! "Dear Sir/Madam,We think that providing an example of where you have provided similar services previously and the impact of that work is acceptable as long as it covers the Essential Criteria." 33. Could the Authority please confirm how they would like suppliers to respond to the questions? "Dear Sir/Madam,We would like the suppliers to provide a written proposal that should include:• Evidence of their skills and experience, through previous user assessments completed• Explanation of how they plan to meet the requirements, methodology of approach and costs• A project plan, that must demonstrate they have the resources to deliver the user assessments in the timeframe set"