Specialist EPR Consultancy Support

Description

Summary of the work Working with key stakeholders, including Medical Directors, Clinicians, Operational leaders, Procurement, Finance and other staff across the three BSW AHA constituent Trusts, to define and document the requirements for a future shared EPR solution, to meet the current and evolving strategic objectives of the BSW AHA Programme. Latest start date Wednesday 1 September 2021 Budget Range The full requirement is estimated to cost between £150,000 to £200,000 (excl VAT) for this specialist EPR Consultancy work, with all bids expected within this range. Why the Work is Being Done Completion of an Outline Business Case (OBC) scheduled for September 2021 for a shared Electronic Patient Record (EPR) solution in line with the BSW Acute Hospitals Alliance’s (AHA) emerging clinical strategy and in support of the strategic objectives of the ICS. The AHA is seeking a partner to progress the OBC to Full Business Case (FBC) stage, supporting the development of the FBC process and document and the associated procurement activities as the next phase of this transformation programme. The current programme plan sets an expectation for the FBC and procurement to be completed by September 2022. The appointment will be for a supplier to take the emerging vision for clinical service provision within BSW and progress the FBC updates for the preferred option concluded in the OBC, of a shared EPR across the 3 Acute Trusts. The work includes providing expert healthcare knowledge to support the EPR benefits definition and realisation planning throughout the FBC stage, ensuring stakeholder engagement from the beginning of the process. Procurement support will involve a partnership approach to the production of the Output Based Specification (OBS), in line with the procurement strategy, and leading the tendering activities through to contract award. Problem to Be Solved Key to complete the OBS and ITT documentation and FBC. Much of the focus has been on assessing the benefits of shared lists for elective care; the provision of mutual aid across the three Trusts; and how some of the virtual working models that have emerged during the pandemic can enable a flexible workforce model between the three acute sites. Furthermore, there is a strong desire to standardise care models and pathways pan-BSW to reduce unwarranted variation in care delivery processes and outcomes for patients. The preferred option set out at OBC stage of a shared EPR across the AHA is accepted as a key enabler for the BSW work, the FBC now needs to be developed, and procurement activities commenced, in conjunction with the establishment of the EPR Programme Team, for the procurement of a new EPR system across the three Acute Trusts within the ICS. The current programme stages are: A. OBC (Stage 1) – ends 30th October 2021 B. FBC & Procurement (Stage 2) – ends 30th September 2022 C. Implementation (Stage 3) – 30th September 2024 Who Are the Users Key users being from the Informatics/ICT and Clinical disciplines with specific needs articulated within the ITT. Early Market Engagement Already undertaken early market engagement and reserve the option to conduct more, if required. NB that for this NHS requirement a tender will be made available from w/c 26th July by emailing steve.novetsky@nhs.net . This will allow all expressions of interest to complete and make their tender submission by the 9th August 2021. 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 9th August 2021. Please see below for an outline timetable, with all dates TBC: Open Forum: 4pm on 26th July 2021 on MS Teams Clarification Questions Close at 5pm on 29th July 2021 Tender Deadline: Noon on 9th August 2021 Bidder Presentations & Interviews on 13th August 2021 Contract Award on 26th August 2021 Contract Start on 1st September 2021 Existing Team Primarily with CIOs and Clinicians across the AHA. Current Phase Not applicable Skills & Experience • Provide number of Acute EPR Output Based Specification (OBS) completed in the NHS over the last 5 years. • Provide number of Acute EPR Procurements completed in the NHS over the last 5 years. • Number of Acute EPR Full Business Cases (FBC) completed in the NHS in the last 5 years • Be ready to fully start work on the 1st September 2021. Work Location Royal United Hosptials NHS Foundation Trust, Combe Park, Bath. BA1 3NG, Great Western Hospital, Marlborough Road, Swindon. SN3 6BB, Salisbury NHS Foundation Trust, Odstock Road, Salisbury. SP2 8BJ 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 w/c 26th July by emailing steve.novetsky@nhs.net . This will allow all expressions of interest to complete and make their tender submission by the 9th August 2021. 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. Security Clearance Not envisaged, at this stage. No. of Suppliers to Evaluate 3 Proposal Criteria • Acute EPR OBS and Workshops (detailed in ITT) • Acute EPR FBC (detailed in ITT) • Acute EPR Procurement: ITT (detailed in ITT) • Acute EPR Procurement: Liaison with Bidders during ITT (detailed in ITT) • Acute EPR Procurement: Setting Up/Logistics and Conducting the ITT Evaluations (detailed in ITT) • Acute EPR Procurement: Contract Due Diligence (detailed in ITT) • Acute EPR Procurement: Contract Award Notification Letters (detailed in ITT) • Acute EPR Benefits: Estimation and Management (detailed in ITT) Cultural Fit Criteria Have direct experience of leading on NHS business case formulation and NHS EPR procurements, in terms of appreciating all of the relevant cultural factors (details to be available 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. Q1) Which Consultancy was used for the Early Market Engagement (EME) and are they bidding for this tender? A1) The EME was led by permanent members of staff from the Trust's Commercial team, in tandem with a consultancy which, it can be confirmed, is not bidding for this EPR Consultancy tender. 2. Q2) What is the anticipated length of contract? A2) This consultancy contract is due to commence on the 1st September 2021 and complete on the 31st August 2022, thereby being one year in duration. 3. Q3) Is the submission due on the 5th or 9th of August? A3) CCS require that all bidders complete Shortlisting questions through their portal (up to the max word limit) by 11:59pm on Thursday 5th August. The actual ITT – along with the Shortlisting questions (including references) is due, through the Bravo webportal not CCS website, by Noon on Monday 9th August 2021. 4. Q4) Can you confirm that the Treasury Green book is applicable to this work? A4) Yes, we expect the external support consultancy, for this assignment, to be up to date and compliantly adhere to HMT's Green Book and, additionally, the Better Business Case (Blue Book) guidance and instructions. The successful consultancy will focus on writing the Economic and Financial Cases with the intention being that the AHA will focus more on the Strategic, Commercial and Management Cases. 5. Q5) Will the consultancy be expected to lead on the main EPR procurement? A5) The consultancy will be expected to work in tandem with the AHA procurement function, co-producing artefacts with the AHA, with the intention that it will be the AHA leading on the future EPR procurement, closely supported by the consultancy – as per the Deliverables. 6. Q6) Can a copy of the Strategic Outline Case (SOC) be provided? A6) We have provided a redacted copy of the SOC via email and through the Bravo webpotal. 7. Q7) Are there any lessons learnt from the Alliance (AHA) coming/working together, to date? A7) The early days were quite challenging, given that different organisations were having to work together. However, due to a shared vision with the patient being at the centre of that, clinicians and medical leads are all working more closely together now, with associated professionals helping to realise the EPR vision, as required. 8. Q8) There's an obvious focus on Acute EPRs, does that mean that you will be giving no credit to Mental Health, Ambulance, Social Care or any other clinical care settings for this EPR? A8) The AHA welcomes the breadth of experience that the bidders have to offer and this will play into the delivery of the contract. However, at this point in time, the focus is on delivering an Acute EPR. Obviously and from a future proof perspective there will be integration with non Acute areas/settings. However, the focus now is on delivering the core requirement, which will be on an Acute EPR across the three NHS Trusts, as a priority. The flexibility of having other EPR settings, as optional extras, can be considered during the OBS stage.