Implementation of Digital review

Description

Summary of the work Phase 1 To implement a number of recommendations from an internal audit in order to create an agile project methodology supported by software. Phase 2 To develop the strategic delivery plan (subject to further agreement) Expected Contract Length Work to be completed by end April '21 Latest start date Monday 8 March 2021 Budget Range The budget ceiling for this work is 35k for Phase 1. Phase 2 budget will be agreed upon successful completion of Phase 1 and approval to proceed. We expect that the skillset for phase 2 would be similar and therefore not expect a change in pro rata day rate. Why the Work is Being Done The Sussex CCGs (NHS West Sussex CCG, NHS Brighton & Hove CCG, NHS East Sussex CCG) requested that a systematic and systemic advisory review be undertaken of existing configuration of the Digital services in Sussex CCGs, with specific focus on the in-house team. The Covid-19 pandemic has brought challenges to digital services and operational ways of working, which has highlighted the need for this review. This review has concluded a number of recommendations which require immediate additional short term resource to implement. Problem to Be Solved Phase 1 Assessment and prioritisation of existing project portfolio. Identification and implementation of project methodology and associated project management tool. Implementation of RACI matrix. Confirmation of governance processes and creation of reporting to support. Phase 2 (to be confirmed - this phase will be subject to further agreement see further information below) Mapping of CCG programmes and projects against Sussex Health and Care Partnership objectives, plans and strategy. Fully articulated delivery plan showing alignment of CCG and SHCP digital projects.Horizon plan showing integration of projects between CCG and SHCP strategic objectives. Governance plan to ensure continued close reporting and collaboration between CCG and SHCP teams Phase 2 is subject to delivery of Phase 1 and additional agreement. At this stage Phase 2 is for information only. Bidders must focus their response, costs and approach on the implementation of Phase 1 only. Who Are the Users The users are the CCG Digital team. Early Market Engagement n/a Work Already Done n/a Existing Team Supplier will work with CCG Associate Director and two programme directors Current Phase Not applicable Skills & Experience • Have experience of delivering business change • •Can demonstrate case studies of similar contracts • •Can demonstrate case studies of similar contracts • •Has experience of sourcing, implementing and training on market leading project management software • •Has experience of creating strategic delivery plans Work Location Remote working Working Arrangments Remote working Security Clearance n/a Additional T&Cs Phase 1 is the focus for the this requirement. During March '21 the CCG will undertake further to planning to establish the need for phase 2. Phase 2 is subject to delivery of Phase 1 and additional agreement. At this stage Phase 2 is for information only. Bidders must focus their response on the implementation of Phase 1 only. We are seeking to appoint a single provider to implement Phase 1 and Phase 2 (if approved) We anticipate phase 2 work to require around 10-15 days of support. No. of Suppliers to Evaluate 3 Proposal Criteria • •Approach and methodology • •Technical solution • •How the approach or solution meets user needs • •Estimated timeframes for the work • •Value for money Cultural Fit Criteria • •Work as a team with our organisation and other suppliers • •Take responsibility for their work • •Understands challenging and complex NHS environment Payment Approach Capped time and materials Assessment Method • Case study • Work history Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. In the essential experience section, “Can demonstrate case studies of similar contracts” is repeated twice. Please confirm if this is correct and you would like two distinct examples? The question is duplicated. Bidders are however invited to supply further case studies if they are relevant to this procurement. 2. Is there a specific technology that forms the basis of the audit recommendations? No, there is no specific recommendation in the audit on the methodology or tools. 3. Please confirm if winning this opportunity precludes the supplier from any future work? It does not. 4. We note that this is similar to an earlier procurement that was withdrawn. The questions appear to be similar – however 1 question is repeated and 2 previously asked questions have been removed. On the repeated question do you require two different case studies? On the removed questions – are these no longer considered relevant The question is duplicated. Bidders are however invited to supply further case studies if they are relevant to this procurement Bidders should respond against this procurement and not any previous ones. 5. ‘Can demonstrate case studies of similar contracts'You have repeated this question twice, do you require two examples of case studies or is this an error?’ The question is duplicated. Bidders are however invited to supply further case studies if they are relevant to this procurement. 6. Essential Skills and Experience #2 and #3 are the same. Please could you clarify? The question is duplicated. Bidders are however invited to supply further case studies if they are relevant to this procurement 7. Questions 2 and 3 are the same. Is this a duplicate or is there an additional question? The question is duplicated. Bidders are however invited to supply further case studies if they are relevant to this procurement 8. a) Has a project management tool been selected?b) Is there any project management tooling in place now?c) If project management tooling is in place, is it expected that migration from existing tooling to new tooling will be carried out as part of this opportunity? a) Nob) Noc) N/A - Bidders are asked to recommend a suitable project management tool 9. Question 3 duplicates Question 2 – are two separate case studies of similar contracts required each of 100 words? The question is duplicated. Bidders are however invited to supply further case studies if they are relevant to this procurement 10. Is it possible to provide a little more detail on the categories/nature of the internal audit recommendations beyond portfolio prioritisation, general delivery methodology and supporting tooling; responsibilities and governance? This added detail would help us to pick directly relevant examples and the best skills mix/resource(s) to assist, which may be more beneficial than a more generalist approach. There is no specific recommendation in the audit on the methodology or tools. 11. a) Is there a limitation on whether the work is carried out by an individual or a small team?b) Also, questions 2 & 3 are duplicates. Is this intentional meaning two separate examples are required? a) Bidders can determine how best they can deliver the workb)The question is duplicated. Bidders are however invited to supply further case studies if they are relevant to this procurement 12. Are you able to share the recommendations in the audit? The Audit will not be shared at this stage. This was an internal CCG audit covering a range of topics, some of which are not pertinent to this work. The Information which is specifically related to this work has been included in the requirements specification. 13. Was the audit conducted by an independent 3rd party and if so, can you confirm whether or not they will be able to bid on this opportunity? The audit was conducted by an independent 3rd party who are not on this framework. In this process we are only considering bids from this framework. Should we encounter a situation whereby there are no suitable bids obtained as part of this process then the commissioner reserves the right to advertise via alternative means. 14. Was the digital review carried out internally or by a supplier?If the latter – are the precluded from bidding for the implementation? The audit was conducted by an independent 3rd party who are not on this framework. At this stage we are only considering bidders from this framework. Should we encounter a situation whereby there are no suitable bids obtained as part of this process then the commissioner reserves the right to advertise via alternative means. 15. Thank you for the response regarding duplicated Q2 & Q3 in which you state suppliers are welcome to provide a second relevant case study.Please can you confirm whether you intend to score Q3 or not? We do not intend to score question 3 as it’s a duplicate of question 2Bidders are however invited to supply further case studies if they are relevant to this procurement 16. Is it important that the supplier has specific experience of implementing such changes in an NHS, CCG context or is the requirement more fundamental/non-industry specific? Industry specific experience is helpful, however not a prerequisite. 17. Can you confirm the scale and type of the projects?Are all the projects to be considered within this single report or do we have to check for other projects to include? Are there other projects outside this scope that may however be impacted/ impact therefore should be reviewed? We have a range of digitally enabled business transformation projects and programmes which are managed by our team of around a dozen project and programme managers, and a similar number of delivery facilitators. We also support some projects which are led from outside of the Digital function. 18. With regards to the “challenge to digital services” within the context of the audit, what is such an example? One such example would be an increased demand on existing resource within the existing digital team such that planned work might be impacted. 19. Are there any standards that guide the design and implementation of governance and reporting? We are not looking at any particular model however we would expect the successful bidder to advise best practice alongside consideration of existing governance models within the CCG. 20. The online brief states that the “... review has concluded a number of recommendations which require immediate additional short term resource to implement” – to what extent is there an opportunity to influence the recommendations once deeper context is obtained? We would like the successful bidder to focus on the existing recommendations. If during the delivery of the work opportunities are presented that enhance the response to the recommendations then this can be considered. 21. Structure of teamsA – What is the overall size of the in-house team?B – How extensive are the dependencies on external teams?C – How are teams currently structured e.g. dev, test, ops a) There are around 40 people in the in-house teamb) There will be some dependencies on external teams however we would not describe this as extensiveC) The team is structured as follows - Programmes & Projects, Primary Care IT, Information Governance, Interoperability, Corporate IT & Information Security. 22. Will relevant stakeholders avail themselves to participate adequately in Phase 1 to meet the desired timeframe? Yes. 23. Outcomes and measuresIf the desired outcome of Phase 1 that conveys the underlying intent was to be summarised in one short comment, what would that be?How will success of Phase 1 be measured? That existing and planned work is managed and governed with consistent process.We would measure success of Phase 1 by gaining assurance that the recommendations in the review have been met. 24. Which role is empowered and accountable for the outcome of Phase 1 – the CCG Associate Director?Is the accountable person fully behind the recommended agile transformations and is prepared to take an active role in helping influence positive change through Phase 1 activities? The accountable role will be the executive director in the CCG with responsibility for Digital in their portfolio. This role is committed to the change that is necessary to bring about the transformation. This role may choose to discharge their authority through the associate director role. 25. Is there any other information or artefacts available over and above the public site page? All available relevant information regarding this opportunity has been published on this framework.