Public Health Wales Screening Services Information Systems – Discovery Phase

Description

Summary of the work Public Health Wales are looking for a partner to lead on a discovery phase for our screening services information systems. We are seeking support to review our current digital infrastructure and identify areas for improvement across screening IT systems to meet service user needs. Expected Contract Length 8 to 10 weeks Latest start date Wednesday 1 February 2023 Budget Range Up to £100,000 GBP inclusive of travel and subsistence. Why the Work is Being Done Public Health Wales is the national public health institute for Wales. Our purpose is to achieve a healthier future for Wales. The Screening Division, of Health Protection and Screening Services Directorate is responsible for the management and delivery of 7 national population screening programmes and 1 in partnership with Health Boards. The current IT for supporting delivery of the screening programmes is built on a mixture of platforms that do not have interoperability between them. The systems in use have either been; - developed specifically for the programme; - purchased from a supplier; or - adapted from a system in use for another programme in the UK. At present, the IT systems are developed around each screening service and we need to better understand opportunities for different delivery models that meet service user needs and programme requirements to deliver the screening services. Problem to Be Solved Our services need to be designed with our users at the heart of the solutions. The information systems need to be fit for purpose and safe ensuring all eligible participants are identified correctly for screening and on the correct screening pathway. The current IT needs to interface with other key IT systems across the NHS in Wales and programmes in UK to enable safe end to end pathways. All digital services need to be aligned to the organisation’s brand strategy so that users are clear on accountability and ownership. Compliance with WCAG 2.0 AA Accessibility standards. Full compliance with Welsh Language Standards. All Information security policies and Section 251 compliance (NHS Act 2006) are adhered as part of the development of new digital services. Who Are the Users As an PHW administrator I want to be able to enter patient information once and that be accessible for all screening services, bookings and reporting. As a PHW IT specialist I need to be able to provide service support to the platform/system to enable services to be functional when needed. As a person in Wales I need to be comfortable that when my data is recorded it is correct and will improve my care and accessibility options. Including screening appointments on the same day. As an executive in PHW or a Minister I need to have timely information about screening services in Wales so that I can make the best decisions about policy. As a GP I need to know relevant details of all my patients’ screening activity and results, in one area/format, to ensure that my patient is provided with the best treatment pathways. As a data specialist or public health consultant I need real time information that covers all of the 8 screening services in Wales so that I can respond to trends and concerns promptly. Early Market Engagement None Work Already Done Due to a legacy system being decommissioned by England the programme and Digital Services team have recently designed, developed, tested and implemented a new IT system for the Cervical Screening Programme in house. PHW are currently in an alpha phase with the Diabetic Eye Screening Service following a discovery phase for this service. Existing Team Public Health Wales will identify a lead contact for the discovery phase. The supplier will be expected to work with Public Health Wales across the following services/departments; 1. Breast Test Wales 2. Cervical Screening Wales 3. Bowel Screening Wales 4. Newborn Hearing Screening Wales 5. Wales Abdominal Aortic Aneurysm Screening programme 6. Newborn Bloodspot Screening Wales 7. Diabetic Eye Screening Wales 8. Antenatal Screening Wales 9. Screening, Digital Services and Data Divisions 10. Executive Directors 11. Other suppliers. Current Phase Discovery Skills & Experience • Have experience of researching and understanding user needs for public services • Have experience of delivery in NHS Wales • Be able to analyse and synthesise strategic plans and policies • Have proven experience of assessing the design and implementation of digital services and IT systems • Have reviewed and documented data architecture in UK public sector organisations • Understanding of digital and data security in healthcare • Have experience of collaborating with multiple stakeholders Nice to Haves • Have experience designing services for users with low digital literacy • Experience of delivering services in Welsh Work Location Cardiff and Pan Wales Travel will be required to engage with users. Working Arrangments The successful bidder will define the process in collaboration with Public Health Wales teams. They will lead on project governance, developing relationships, approaches to collaborating, reporting to senior teams, and methodologies for delivery. They will ensure impartiality and transparency when proposing solutions, third party platforms / products. They will ensure equality and access for all participants in the research, including at least one workshop to be held in the Welsh language. Suppliers will be expected to balance face-to-face working with remote working in order to meet objectives efficiently and in a cost-effective way. Security Clearance Cyber Essentials Plus or ISO 27001 are required. The successful supplier will need to demonstrate appropriate compliance and commitment to working with sensitive data. Additional T&Cs An output report at the end of the discovery should include (but are not limited to): • Sharing of good practice in design, development and delivery of information systems to enable delivery of screening services with particular emphasis on user centred design, patient safety and efficiency of systems. • Dissemination of user research conducted as part of the screening services discovery • Overview of options available for delivering a modernised screening services including opportunities and risks. • Outline strategic direction of how best to design, develop and implement sustainable, safe and quality information systems for population screening programme Wales. No. of Suppliers to Evaluate 3 Proposal Criteria • Approach & methodology • How the approach or solution meets user needs • How the approach or solution meets Public Health Wales's policies and strategies • Timeframes for the work • Risks and dependencies and approaches to manage them • Team structure, experience and availability • Value for money Cultural Fit Criteria • Be transparent and collaborative when making decisions • Take responsibility for their work • Share knowledge and experience with other team members • Work as a team with our organisation and other organisation's suppliers • Can work with users with varying levels of technical expertise Payment Approach Fixed price Assessment Method • Case study • Work history • Presentation Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers 1. Can you explain why the supplier needs specifcally NHS Wales experience as an Essential requirement?We have NHS England and Scotland expereince, is this not sufficient? Thank you for your question and we have now taken the opportunity to review it. We agree that the essential requirement will be extended for experience within the NHS not specifically for NHS Wales. 2. Please advise how a company is able to bid without prior experience of working with NHS Wales? We have significant NHS and other sector experience doing this, but seem precluded by the terms specified. Thank you for your question and we have now taken the opportunity to review it. We agree that the essential requirement will be extended for experience within the NHS not specifically for NHS Wales. 3. Please can you share if we can bid direct or whether we might need to partner, hopefully you understand the great value aligning a Quality Engineering team can deliver, or if not happy to share why many of your Healthcare colleagues are engaging these types of services. appreciate your response. (question redacted by PHW) Thank you for your question. Suppliers would be expected to submit a response that meets all the essential criteria as specified and detailed in the requirements.Any partnering transactions are for suppliers to negotiate outside of this process. 4. How is NHS experience an Essential requirement? Please explain why it was a mandatory requirement. It discriminates against the suppliers (especially the SMEs) with no experience in NHS but has rich experience in other industry domains or similar domains experience (private health care). Should it be a ‘nice to have’? PHW works hard to remove all elements of bias from tender acceptance. Many small, medium and large organisations have worked within the NHS and have experience and understanding of the specifics of the complexities of the NHS. These requirements are considered essential for the successful outcomes of this discovery phase. Those suppliers who do not have NHS experience are not precluded from submitting a bid and all tenders will be scored against the essential criteria. 5. Please can you confirm whether Stage 1 scores will be carried over and used as part of the evaluation at Stage 2? Stage 1 scores will not be carried over to Stage 2. 6. Please could you outline the expected timelines for this procurement, including when the shortlisting outcome will be announced and the submission deadline for the Stage 2 response. Evaluation and shortlisting will be completed by 16th January 2023 Shortlisted suppliers to be invited to stage 2 on 17th JanuaryStage 2 presentations will be on 23rd January . 7. Regarding the response criteria at Stage 2, please can you confirm that the Work History, Presentation and Case Studies, and each of the 7 points listed in the Proposal Criteria, will be equally weighted within the 60% allocated to Technical Competence within the evaluation? The 7 points listed are equally weighted within Technical Competence. We would expect suppliers to underpin their submission with examples from their case studies portfolios and work experiences. 8. Please could PHW estimate the number of other suppliers who would be involved in the Discovery, as referenced in the advert? It is difficult to provide an estimate at this point and this would form part of the work required as part of this discovery phase. 9. Please could you confirm what scoring methodologies will be applied at Stage 1 and Stage 2? Stage 1 is scored against the criteria as recommended by the digital marketplace. Those successful at stage 1 will be provided with a brief for stage 2.