NHS Digital

prj_2539 Patient Record Migration

Incomplete applications

8
Incomplete applications
6 SME, 2 large

Completed applications

12
Completed applications
6 SME, 6 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 28 November 2019
Deadline for asking questions Thursday 5 December 2019 at 11:59pm GMT
Closing date for applications Thursday 12 December 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work NHS Digital needs an experienced product development partner to establish cross-functional product teams that will own, monitor and improve critical patient record migration products/services in the NHS.

These teams will be part of a long-term commitment to meet the Secretary of State for Health’s ambition for a paperless NHS.
Latest start date Friday 21 February 2020
Expected contract length Up to 2 Years
Location Yorkshire and the Humber
Organisation the work is for NHS Digital
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Work in previous phases has identified several shared priority initiatives for both NHS England (NHSE) and NHS Digital (NHSD). All of the initiatives are centred around providing solutions to solve various patient record data migration scenarios. Through this work, the overarching patient record migration programme vision has been defined as;

“Seamlessly and securely migrate patient data ownership between care providers, without ever compromising patient care”.
Problem to be solved The Patient Record Migration theme is made up of a number of problem spaces;
1. How do we digitise the paper (Lloyd George) record in primary care
2. How do we manage ‘deducted’ patient records
3. How to seamlessly transition ownership of patient records between third party supplier solutions consistently without degradation

There are a number of current Programmes and Services working in this space and there is a need to align these to the Programme vision
to identify and understand where areas of duplication may exist and where any gaps in the transfer of electronic patient data may occur
Who the users are and what they need to do As a Patient I need to know the continuity of my health record is maintained so that regardless of where I go and what I do in my life it will always be available.

As a GP I need to know the patient record I have responsibility for is complete so that the care I provide is appropriate and safe

As an NHSX Policy Lead I need to be confident that no patient records are compromised by their movement through the system, so that I can be assured I am meeting GDPR and operational requirements
Early market engagement
Any work that’s already been done Given the dependencies between the current identified priority initiatives, a Patient Record governance team is being established. Known priority areas that are being worked on in parallel are;

Workstreams established in order:
1. Leadership / Coordination
2. GP2GP - Live Service
3. Deductions
4. Practice Migration
Existing team The work is split into four teams, but likely to require a fifth in future;
1. Coordination / Leadership
2. Deductions
3. Practice Migration
4. GP2GP
5. Digitisation of Lloyd-George (tbc)

Each team currently has one or two ‘buyer’ staff (SMEs) within it that will be supplemented by the client.
Current phase Alpha

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Flexible co-location with a Leeds based team with potentially national stakeholder fieldwork as required
Working arrangements Typically, the team will be required to co-locate at the Buyer’s offices in Leeds for a minimum of three working days per week and enable a productive remote-working arrangement for the remainder of the week
The team may also be required to travel to events and meetings nationally to enable research activities and stakeholder engagement.
Security clearance Baseline Personal Security Standard (BPSS)

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions NHS Digital Supplementary Terms and conditions

NHS Digital also reserves the right to issue SoWs with different pricing models (Capped T&M, T&M and Fixed Price) through the duration of the Call-Off

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Experience of delivering public-sector, evidence-based service design, focused on user-needs, end-to-end journeys, motivations and goals, indicating how you went about this.
  • Experience of prototyping, designing and developing digital and offline services through various product life-cycle stages to meet identified user needs and business objectives.
  • Experience delivering successful outcomes to specified timescales, in a complex working environment.
  • Experience of delivering highly critical data products and services, specifically; hosting, processing, standardisation, containerised deployments and Message Handling Services.
  • Experience of delivering and handling sensitive data in a highly complex environment, built to a high quality e.g. meets GDPR and safety legislation.
  • Experience of implementing a tech-agnostic approach to conceiving and designing a solution which supported a scenario similar to ‘cradle to grave’ patient record ownership.
  • Evidence of delivering a project that complies with the GDS design manual, service standard assessment, technical governance framework and wider industry standard.
Nice-to-have skills and experience
  • Experience of working successfully with users within the Primary Care landscape in NHS England
  • Experience of building good working relationships with policy teams
  • Experience of delivering/influencing organisational re-design or transformation

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 4
Proposal criteria
  • Technical solution
  • Delivery Approach and methodology
  • Resourcing Approach and methodology
  • How the approach or solution meets user needs
  • Team structure
  • Value for money
  • Technical Capability - Infrastructure & Data
  • Technical Capability – Handling Sensitive Data
  • Technical Capability – Containerisation within Public Cloud
  • Delivery Approach and methodology
  • Dealing with stakeholders
  • Collaborative approach
  • Knowledge sharing
Cultural fit criteria
  • Demonstrate your approach to engaging with internal stakeholders undergoing cultural change and how this will support project success
  • Demonstrate how you will work transparently and collaboratively with wider NHS project team, external stakeholders and collaborators, and seek actionable feedback to resolve any issues quickly and efficiently
  • Demonstrate approach to knowledge and skills transfer to permanent members of staff. Recent and demonstrable experience of up-skilling non-specialists and embedding agile ways of working in new teams
Payment approach Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

50%

Cultural fit

10%

Price

40%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Is there currently an incumbent supplier? If yes, why is the work being put out to tender? Yes, there is an incumbent. There is a need to consider more strategically under a Call-Off. Previous work has been done in smaller work-packages which has lead to team changes and potential loss of knowledge.
2. When will be required to submit the details technical and financial proposal? Suppliers who are successfully shortlisted after stage 1 will receive an Invitation to Tender; this will include a request for the Supplier's more detailed technical and commercial proposals.
At Stage 1, we are requesting that suppliers reply to the Essential Criteria only.
3. Please can you provide an indication of budget range for the 2 year programme. The initial Statement of Work value is expected to be in the £1.25m to £1.75m range with the call-off as a whole total between £6m and £8m. There is no commitment beyond the Initial SOW.
4. What is the budget for this opportunity? The initial Statement of Work value is expected to be in the £1.25m to £1.75m range with the call-off as a whole total between £6m and £8m. There is no commitment beyond the Initial SOW.
5. Could you confirm what the budget is for this project please? The initial Statement of Work value is expected to be in the £1.25m to £1.75m range with the call-off as a whole total between £6m and £8m. There is no commitment beyond the Initial SOW.
6. 'Experience of delivering highly critical data products and services, specifically; hosting, processing, standardisation, containerised deployments and Message Handling Services', are suppliers able to use more than one example for this question? And please can you clarify what is meant by 'hosting'? Cloud hosting or otherwise. A single example linked to a scenario similar to Patient Record Migrations would be what we are looking for from a supplier. Please see the guidance at the following link https://digital.nhs.uk/data-and-information/looking-after-information/data-security-and-information-governance/nhs-and-social-care-data-off-shoring-and-the-use-of-public-cloud-services
7. Will the Patient Record Governance team be empowered to make decisions regarding business rules that potentially pose a clinical risk e.g., determining data quality thresholds that permit migration of a record without human intervention to, say, ascertain clinical coding equivalence? It will be for the supplier to decide what if any business rules and data quality thresholds would be required, however the General Practice as Data Controller of the patient record will ultimately be responsible for agreeing the data has been migrated successfully.
8. 'Is there any requirement for a ‘single-use-only’ mass migration solution (e.g., migrating records from a legacy platform to a new platform would effectively be a throw-away solution)? Patient Record Migration will be an ongoing requirement whenever a patient makes a lifestyle change, or a General Practice changes a Patient Record system supplier
9. What specific infrastructure/systems is this work intended to target e.g., retirement of given legacy systems (e.g., NHAIS, OpenExeter) by a given date and provision of a ‘migration of records between systems service’ for all suppliers on GP IT Futures framework by another given date? The latter, Patient Record Migration will be an ongoing requirement whenever a patient makes a lifestyle change, or a General Practice changes a Patient Record system supplier
10. 'Are there any specific clinical terminologies and classifications that must be part of the scope of the proposed solution? Suppliers which are part of the GP IT Furtures Framework are required to the overarching Data Standards specified. Legacy or off-framework suppliers may use a range of different data standards.
11. 'This work is summarised as NHS Digital’s need for a partner to own, monitor and improve products/services. The first evaluation criteria is “Technical solution”. Are you, at this stage, anticipating a response that includes a proposed high level IT design to address the three problem spaces stated in the invitation? It will be for the supplier to decide what technical solutions can be delivered to monitor and improve products/services
12. Will the supplier for this contract be required to develop their own working solution (i.e., build software) or will they be required to “only” lead, architect, manage and assure NHSD’s 3rd party software development partners, suppliers and internal teams? A combination of working supplier developed solutions and the possibility of leading on, designing architecture, and assuring of NHSD solutions is likely to be required
13. Where can I I get the details of the Project.? Please refer to NHS Digital's procurement portal Bravo for more information - https://nhsdigital.bravosolution.co.uk/

The reference for this procurement is prj_2539.
14. Can you advise the procurement timeline? Stage 1 Responses From Digital Marketplace - 12th December 2019
Stage 2 ITT (Shortlisted Suppliers only) Closes 17th January 2020
Contract Commencement 24th February 2020.

Please refer to NHS Digital's procurement portal Bravo for more information - https://nhsdigital.bravosolution.co.uk/

The reference for this procurement is prj_2539.
15. Does list cleansing feature as a requirement for this piece of work? Facilitation of list cleansing activity may be indirectly required in order to achieve the Deductions Service outcomes. It is for the supplier to decide if list cleansing activities are required and we would expect this to be discussed as part of supplier responses at stage 2.
16. 'Will the NHS data retention policy apply in its current state or are changes anticipated? The data retention policy will continue to apply, but is being reviewed as part of this programme of work and therefore could potentially change.
17. Is this initiative just concerned with transfer of patient records between primary care general practices i.e., there are no evaluation criteria influenced by consideration for acute, mental, community, social or tertiary care providers or their systems, including STP HIEs? The transfer and migration of patient records within Primary Care is our primary objective however it is possible the work done in the space will extend into other areas of health and social care.