Digital Capability to Support Northamptonshire Elective Recovery

Description

Summary of the work The University Hospitals of Northamptonshire (UHN) (Kettering General Hospital NHS Foundation Trust (the contracting authority) and Northampton General Hospital NHS Trust), operating on behalf of the Northamptonshire ICS need access to short notice capability/capacity to deliver digital services to support the Elective Recovery programme in the county. Expected Contract Length 24 Months Latest start date Monday 13 December 2021 Budget Range There is no minimum committed spend over the term of this contract. There is no maximum spend, it is anticipated that the spend will be £4 million over the duration of the contract. For the avoidance of doubt, KGH makes no commitment to any particular level of spend (actual spend to be agreed in Statement of Works (SOWs) nor does it grant exclusivity to the selected supplier in respect of the services described in this opportunity. We will publish a price template for completion by shortlisted suppliers. Why the Work is Being Done The Northamptonshire ICS’s Elective Care Board are focused on the addressing the elective backlog. We have several projects that have been prioritised and are constrained by funding conditions that require implementation in the 2021/22 financial year. Additional capability and capacity to deliver projects where capability is required in 5-10 working days. This will allow time-critical work to commence We expect this contract to fulfil the following need: Capable of supplementing teams on urgent deliverables Whole multi-disciplinary teams Client-side programme and project management Core capabilities for the proposed contract would be: -Programme management -Project management -Programme and Project support -Service Transformation -Service Design -Robotic Process Automation Engineering -Cyber security -Information Governance -Technical testing -Cloud architecture and operations -Clinical Systems configuration -Integration and infrastructure -Network engineering and support -Implementation support -Implementation floor walking and Training -Communication and Engagement -Service management -Clinical safety Further development of the business cases associated with the programme of work will be taking place, which may mean the capabilities required will evolve. Details of the projects the capability will be deployed to will be provided in the Statement of Works. The teams will work closely with the Trusts dedicated procurement team. Problem to Be Solved Access to a team at short-notice to deliver digital services on behalf of the Northamptonshire ICS. Mobilise individuals/teams within 5-10 working days. Teams will be placed to deliver short outcomes, either to conclusion or whilst a longer term arrangement is put in place. Potential projects under consideration below will require definition of need, procurement selection and implementation: -Northamptonshire Patient Health Record (PHR) - accelerate take up -Digital Productivity tools (devices & VR software) for Voice recognition technologies into the clinical setting/ward environment.  -Outpatient Integrated Care System Patient Tracking List (PTL) -A solution to improve room booking through the deployment of digital systems for outpatients -Expansion of Electronic Document Management System (EDMS) deployment and wider systems integration to support outpatient efficiency -Patient self-check-in and information system with way finding capability -Improvement of outpatient Digital Efficiencies Tools & RPA: Implementation of an end-to-end Outpatients digital platform -a pre-op e-consent solution -Expansion and implementation of 2-way clinical communication tool -Expansion of the current NHSx Centre of Excellence hosted by NGH (to cover automation sharing platform, base licensing for Midlands region and development fund to automate key outpatient processes that are common across the Midlands Who Are the Users Northamptonshire ICS which includes University Hospitals of Northamptonshire NHS Group namely Kettering General Hospital and Northampton General Hospital need to be able to deliver digital services and implement changes to services supporting elective care recovery in short timescales. To do this, KGH requires access to the required capabilities and capacity to surge resources at short notice. Early Market Engagement None Work Already Done Deliverables will be at a variety of stages, suppliers will be briefed for each specific deliverable and a Statement of Work (SOW) will be produced with details the stage/status and if any previous work has been done. Existing Team The supplier will work with teams across the ICS and may also work with existing suppliers across the Authorities. This will include roles from a range of disciplines, including those listed as core capabilities the section above. Knowledge transfer back into UHN will be required to enable UHN to improve internal capability to build and support the services. Where required collaboration with other suppliers may be necessary. This contract will not prevent us from using other commercial arrangements, including using capability contracts, to pull together a team from a range of suppliers. Current Phase Not applicable Skills & Experience • Expertise client-requirements and deploying multi-disciplinary team(s) into established or blended teams for a digital project of a similar nature mobilising teams at short notice. • Experienced programme management expertise that align with this requirement. • Experience in deploying multiple teams to different projects of a similar nature to those listed in the Problem to be Solved section above • Experience in embedding multi-disciplinary teams (full or partial), with the right cultural fit, into established project teams to deliver outcomes of a similar nature. • Evidence of providing additional value from an original engagement, where you have influenced strategic direction or supported change in approach for the better. Nice to Haves • Efficient onboarding experience to include providing highly skilled resources at short notice • Ability and experience of allocating a team that works under pressure and can rise to the challenges associated with this requirement. Work Location No specific location. Distributed working is encouraged and will be the predominant method, but there may be need to attend meetings, deliver workshops and be available at various sites within Northamptonshire on occasion. The primary base will be detailed in each Statement of Work (SoW) and expenses will not form part of the cost. Working Arrangments The Supplier will work as a part of the team they are assigned to, and they will be viewed as part of the overall UHN Digital Directorate with a one team ethos. We are working towards following Agile principles. It is expected that the successful supplier's people will work in this way. Suppliers will deploy capability at short notice working with teams to deliver discovery or development outcomes. The Group Chief Digital Information Officer will be the main point of contact and be ultimate responsible for this requirement. Compliance with the Trusts policies. Security Clearance The supplier must evidence specific assurance criteria in respect of Data Security and Protection, alongside security requirements which will be outlined in each Statement of Work, whilst no specific security clearance will be necessary some projects may require staff to agree to additional policies e.g. Acceptable Use Policy, IT Administrator Additional T&Cs All expenses must be pre-agreed between the parties and must comply with HMRC Expenses and Subsistence guidelines and only based on cost incurred as a direct result of performing the contracted service. Payment will be based on completion and acceptance of agreed outcomes. For the avoidance of doubt, all intellectual property rights in any data or deliverable shall be retained by, or transferred to, KGH, as appropriate. No. of Suppliers to Evaluate 5 Proposal Criteria • Suppliers must ensure that their response provides evidence of similar projects in respect of the Problem to be solved highlighting capability capacity and responsiveness to short timescales • Illustrate your process for understanding client requirements and deploying multi-disciplinary team(s) into established or blended teams for a digital project mobilising the team within 10 working days of engagement.(6%) • Ability to deploy min 4 teams to different projects; How many teams could you field concurrently. Describe your onboarding approach identifying how it adds value? (6%) • Describe how you could provide a programme management wrapper for a set of projects with similar nature to those listed in the Problem to be Solved section in short timescales(6%) • Evidence how you have successfully embedded multi-disciplinary teams (full or partial), with the right cultural fit, into established project teams to deliver similar outcomes. (6%) • Show how you have formed and deployed a complete project team, with the right cultural fit, to deliver outcomes within a constrained timeframe.(6%) • Show how you have worked with organisations to provide additional value from an original engagement, where you have influenced strategic direction or supported change in approach for the better. (3%) • KGH will oversee a variety of SoWs-running across numerous teams/projects. How will you manage DDaT resources to meet demands of concurrent SoWs from this contract alongside your existing contractual obligations?(6%) • Tell us about an engagement with an organisation which had not gone well, challenges faced and how were these overcome. Detail the lessons learned and what would you do differently.(6%) • Please describe your approach to managing conflict resolution (resources, stakeholders) in programmes of work similar to this requirement. (6%) • How will you help the UHN ensure affordability and value for money whilst delivering outcomes on time sensitive DDaT projects? (5%) • How will you help the UHN ensure affordability and value for money whilst delivering outcomes on time sensitive DDaT projects? (5%) • How do you manage the wellbeing of deployed resources and ensure they are aligned with the culture and practices of the delivery team, the department, and the wider NHS? (5%) Cultural Fit Criteria • Please answer the following questions in reference to working to UHN's values: Compassion, Accountability, Respect, Integrity and Courage. • Demonstrate how you work as a team, manage collaboration, share know-how and best-practice, motivate & maintain high levels of engagement within delivery teams and how this links to our values.(5%) • Demonstrate an empowered ‘can do’ team culture, encouraging constructive feedback and learning. (5%) • Demonstrate how your organisation works cohesively in meeting clients needs and how this would be reflect the UHN values.(5%) Payment Approach Capped time and materials Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 65% Cultural fit 15% Price 20% Questions from Suppliers 1. Are suppliers allowed to use offshore/nearshore resources for this engagement? Yes, for many roles on-site presence will not be needed. Explaining why the Trust needs will be met by fully distributed individuals should be provided. 2. Is there are accompanying documentation for this tender? Suppliers are invited to submit their response to the proposal criteria. shortlisted suppliers will be invited to provide their pricing information for this requirement. 3. Please can you tell us what would you think will fit within the role of Clinical Safety please so that we can all have a shared definition. Contribute to the digital clinical risk management processes and procedures across the Trust/ICS in accordance with DCB 0160 Clinical Risk Management.The person will be required to have an up-to-date health professional registration e.g. nursing.Responsible for providing software interrogation, hazard identification, risk analysis workshops and creating and maintaining the Trust Hazard Log and producing the required Clinical Safety Case Reports. Ensure that safety related risks associated with all digital systems are actively managed and appropriate risk controls are applied.Actively manage any live safety incidents.Work closely with clinical operational services, advising on issues that relate to clinical systems. 4. Is there an incumbent supplier? No, this is a new requirement 5. On question 1 the text reads‘Expertise client-requirements and deploying multi-disciplinary teams……’Should this read‘Expertise of understanding client-requirements and deploying multi-disciplinary teams…… Yes 6. In the ‘About The Work’ and ‘Problem to be solved’ sections, the requirements and projects are varied in nature, are you looking for one supplier to cover all of the technology infrastructure and clinical aspects, or are you considering a small number of suppliers with specialist skills to give you a complete best of breed solution? Yes one supplier to be prime, but happy for sub-contracted or partnership arrangements 7. You mention embedding multi-disciplinary teams (full or partial), with the right cultural fit in one of your essential requirements. Can you elaborate on this and provide more detail on the cultural fit you are looking for / what challenges in this area you are anticipating? Sensitivity to NHS extreme pressures, ability to work to the end of March 2022 deadline, ability to understand user needs from pressured clinicians. 8. How many suppliers are you looking to retain – just the one? Yes just one ideally 9. Is it acceptable for the chosen vendor to use contractors and sub-contractors or partners to meet specialist needs/domain knowledge? Yes, as long as one org is prime 10. What input would the chosen vendor have to influence the prioritisation of the projects in the portfolio with a view to minimising effort, reducing risk, maximising learning etc? Support on that prioritisation would be welcome 11. You mention you are working towards following agile principles so this would seem an excellent opportunity to accelerate that journey. Can you expand on this statement -where you are, how formally this is defined or practical challenges you have encountered? We have an agile appetite - but a mix of use of the methodology across our ICS. 12. Please could you help us narrow the focus of Q3: ‘Experience in deploying multiple teams to different projects of a similar nature to those listed in the Problem to be Solved section above’.Are you looking for us to detail our experience delivering our most similar projects to those listed in the Problem to be Solved section (i.e. different projects across different client)?Or, are you looking our answer to focus on our process for understanding client requirements and deploying multiple teams across a single programme of work? The former. We would like to hear about your relevant experience to similar projects where timescales are challenging. 13. When you ask for experience with a similar project, is the priority experience of providing teams within 5-10 days or having experience of similar work with other CCGs? The requirement is to have sufficiently skilled people available with 5-10 notice.