Essex County Council

Development and support of a 'proof of concept' electronic homecare monitoring application database

Incomplete applications

30
Incomplete applications
29 SME, 1 large

Completed applications

26
Completed applications
20 SME, 6 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 23 April 2020
Deadline for asking questions Thursday 30 April 2020 at 11:59pm GMT
Closing date for applications Thursday 7 May 2020 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Development of database tool to reconcile domiciliary care provider care visit data against social care case management system data and produce management reports and a live dashboard.
Latest start date Monday 8 June 2020
Expected contract length 8 months
Location No specific location, eg they can work remotely
Organisation the work is for Essex County Council
Budget range Up to £170,000

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done To support the Council to have better oversight of its outsourced domiciliary care service. To improve the performance management of the service, the management and mitigation of risk and the safeguarding of the most vulnerable Adults. Proposed timescale for commencement of this contract and associated works is end May / early June 2020.
Problem to be solved The Council will have data from domiciliary care providers - planned care visit data and live (actual) domiciliary care visit data but this needs to be imported into a database, matched against the Council's commissioned data and structured in a way that enables end users to view live data and generate management reports. This will enable the early identification of late and missed care visits.
Who the users are and what they need to do Commissioners, Procurement services and Operational teams need to have access to a range of management reports that compare commissioned home care data (from the Council's system) against planned visit data (captured by the Council from domiciliary care providers' rostering systems) and actual care visit data (captured by the Council from domiciliary care providers' electronic homecare monitoring systems). We need validated live data in order to understand when visits takes place outside of the agreed parameters, to understand the risk level of Adults experiencing missed / late visits; to understand domiciliary care provider performance against agreed metrics so that we can improve safeguarding, manage and mitigate risk and to support the overall performance management of the domiciliary care service.
Early market engagement In November 2019, the Council carried out a pre-market engagement exercise to inform the development of the specification. The pre-market engagement gave an indication that the objective was achievable, that the proof of concept database could ultimately be scaled up to deal with required volumes and the Proof of Concept could be achieved within a budget of £170k. Following the pre-market engagement, the preferred route was for the Proof of Concept solution to be built within the Council’s existing Microsoft Azure architecture, however, due to a combination of factors resulting from the UK’s exit from the European Union as well as the diversion of technical resources to support the Council’s response to the Covid-19 outbreak, the successful bidder will be required to build the Proof of Concept on an Azure platform that is not within the Council’s current subscription. It is anticipated that, should the Proof of Concept move to full roll-out, the Council will be in a position to allow for the solution to be moved into the Council’s own Azure architecture and fully rolled out from there.
Any work that’s already been done Work has been undertaken to develop standard interfaces that will carry data from the domiciliary care providers' rostering and monitoring systems to the successful bidder / planned solution. Engagement has taken place with the domiciliary care provider market to identify suitable providers to take part in a Proof of Concept and understand their use of rostering and monitoring systems.
Existing team The successful bidder will be working with Essex County Council's project team comprising of a Project Manager, Procurement Services (Domiciliary Care) Manager, Business Analyst and Solution Architect. Work will also take place with external stakeholders - electronic homecare and rostering systems suppliers.
Current phase Alpha

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Work can be carried out remotely but there will also be a need to carry out some work at Essex County Council's main offices in Chelmsford, Essex.
Working arrangements A mix of virtual and face-to-face depending on need. Expenses should be included within the bid costings.
Security clearance Specialist security clearance is not required.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions

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
  • Have experience of developing solutions that enable the acceptance, reconciliation and storage of data and the production of performance management reports and insight. Give 2 examples.
  • Have experience of working with large, complex private or public sector organisations.
  • Have experience of working to the National Cyber Security Centre Cloud Security Principles.
  • Be ISO 27001 compliant.
  • Have experience of developing solutions within the Microsoft Azure environment.
Nice-to-have skills and experience
  • Have experience of delivering solutions that enable the storage of provider and case management data.
  • Demonstrate proven expertise in Applications and Infrastructure development through acquiring Microsoft Gold Membership status.

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 15
Proposal criteria
  • Describe how your solution, deployed in Microsoft Azure, will enable us to use information collected by providers via their systems to analyse commissioned / planned / actual care delivery (20%)
  • Explain how your solution can ultimately be transferred to the Council's Microsoft Azure environment. Include consideration given to minimising on-going costs. (15%)
  • Will any background Intellectual Propert Rights be used as part of this solution? If so, confirm that ownership of all those background IPRs can be transferred to the Council. (15%).
  • Provide details of off-line functionality of the application as well as a description of the approach to disaster recovery (2.5%).
  • Explain how your solution will create business management reports to deliver management information to help the planning future domiciliary care services (2.5%).
  • Give details of how your solution protects against cyber attacks / security threats (2.5%).
  • Explain how your solution will provide a live visit dashboard / delivery screen to allow Council users to view near to live planned and actual care delivery (2.5%).
Cultural fit criteria
  • Describe how your organisation works with project stakeholders, including internal stakeholders (e.g. the Council’s technical services team) and external monitoring/rostering solution suppliers (2.5%).
  • Describe your approach to problem-solving (2.5%).
  • Describe your approach to collaborative decision-making (2.5%).
  • Describe your approach to responding to issues or faults raised (2.5%).
Payment approach Fixed price
Additional assessment methods Reference
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. We have Microsoft Silver Partner status and you ask for Gold. Will this preclude us? This question of the Skills & Experience section falls under ‘Nice-to-have skills and experience’ rather than ‘Essential skills and experience’ so failure to have reached Gold status will not necessarily preclude any bidder from the second stage of the tender. However, given we have set a limit of evaluating a maximum of 15 tenders, if more than 15 bidders have all the essential skills and experience and we need to reduce the number of bidders for the second stage we would look to exclude the suppliers with the fewest ‘nice to have’ skills and experience.
2. Please can we ask for clarification on the outcome you are looking for, would development of a database on Microsoft Azure reconciling the relevant data accompanied by 3rd Party front end visualisation tools be the sort of outcome you are looking to achieve? The Council is looking for the solution to be developed entirely within the Microsoft Azure environment, ideally with no background IPR so that the solution can ultimately be transferred entirely to the Council’s Microsoft Azure subscription.
3. Could you provide the technology landscape for the project? The Council is seeking a bidder that will develop the entire solution with Microsoft Azure components and ultimately hand that developed solution over to be managed within the Council’s Microsoft Azure subscription. Note that the Microsoft Azure services generally available to the Council are detailed in the following link under the UK South heading: https://azure.microsoft.com/en-gb/global-infrastructure/services/?products=all&regions=united-kingdom-south,united-kingdom-west)
4. Could you let us know which reporting tool and database are we using or planned for the development? As the Council is seeking a bidder that will develop the solution entirely within Microsoft Azure, it is expected that the successful bidder will use components from within the Microsoft Azure environment. The Council is an existing Microsoft PowerBI user and has the capability to read and develop reports within that application.
5. Please can you expand upon and clarify the following statement. Which suppliers have been identified and on what basis? Work has been undertaken to develop standard interfaces that will carry data from the domiciliary care providers' rostering and monitoring systems to the successful bidder / planned solution. Engagement has taken place with the domiciliary care provider market to identify suitable providers to take part in a Proof of Concept and understand their use of rostering and monitoring systems. A survey of Council-funded domiciliary care providers was carried out to identify the most commonly used rostering and electronic homecare monitoring systems. Our approach is to work with the 3 or 4 most widely used systems suppliers. The details of these will be shared with the successful bidder. Discussions with them have begun around how a standard interface could be created to transfer rostering and monitoring data from those systems to the Proof of Concept application, the aim being to minimise the amount of development required, by the successful bidder, to implement an automatic interface with each system supplier.
6. We believe that we are ISO27001 compliant, but our formal audit has been delayed due to the COVID-19 situation. Does this preclude us from this opportunity? Unfortunately, if you are unable to provide validated evidence that you are ISO27001 compliant you will be excluded from the second stage of the tender as you would have not met the requirement.
7. In the project description, it is stated that "Work has been undertaken to develop standard interfaces that will carry data from the domiciliary care providers' rostering and monitoring systems to the successful bidder / planned solution". We would like to understand what is the velocity at which data can be carried from the restoring and monitoring systems to our solution. In other words, will this be streamed data or batch? The specification requests that the relevant data must be made available via a secure web service in real-time, with a latency of less than 2 minutes from the actual visit being logged to the data being made available under normal operating circumstances. It is anticipated that the successful bidder will pull batched data at regular intervals in line with this requirement.
8. Are real-time alerts of importance? For example, we can design the solution to validate and enrich data in the stream and then trigger alerts based on pre-set rules. If this is a requirement, we would need to adopt the appropriate infrastructure components (e.g. Kafka). Yes, real time alerts are important. Those alerts would need to reflect the speed at which the actual data is received in the application from the individual rostering/monitoring providers.
9. Could we please have a ballpark figure of the size of the data we anticipate to accumulate, e.g. per month? We estimate that the Proof of Concept will cover 950 adults receiving circa 20,000 to 25,000 visits per week and as a result bidders should expect to receive around 20GB per month of data.
10. Could you briefly describe how actual visit data is captured from domiciliary care providers' electronic homecare monitoring systems? The majority of the Proof of Concept care provider's monitoring system suppliers have agreed a common specification for the automatic transfer of actual visit data which will provide the framework for how actual visit data will be transferred from their systems to the successful bidder's EHM application. Discussions are ongoing with other suppliers to agree that common specification (or slight variation thereof).
11. You state that the Council “will have… live (actual) domiciliary care visit data”. Could you please indicate whether this data is currently available to the Council? If the answer is no, what are the dependencies for the data to become available to the Council? (e.g. agreement of data sharing arrangements, provision of hardware to record live data, software to convert unstructured visit data into structured data, etc.) The actual visit data is not yet live. A common specification has been agreed with the majority of the Proof of Concept monitoring system suppliers. This common specification needs to be developed and tested with the successful bidder prior to go-live. The domiciliary service framework agreement does require domiciliary care providers to share service data as required. Any validation / conversion of visit data should form part of the bidder's solution but it is hoped that this requirement will be minimised through the agreement of a common specification with all monitoring systems suppliers.
12. Clarifying your response to supplier question number 6 regarding ISO27001, We do not have this currently however have already worked with the Council in the early stages of the project. Would the Council consider any alternative form of information security assurance instead? We would also be willing to obtain ISO 27001 if selected. Unfortunately, we are unable to consider an alternative form of information security assurance and our response to question 6 remains unchanged.