This opportunity is closed for applications

The deadline was Friday 26 June 2020
Solent NHS Trust

IT Consultancy for Options Appraisal and specification for re-tender of existing outsourced IT

19 Incomplete applications

13 SME, 6 large

46 Completed applications

39 SME, 7 large

Important dates

Published
Friday 12 June 2020
Deadline for asking questions
Friday 19 June 2020 at 11:59pm GMT
Closing date for applications
Friday 26 June 2020 at 11:59pm GMT

Overview

Summary of the work
Solent NHS Trust is looking for an IT Specialist Consultancy to help develop and create an options appraisal for our Board to consider the options for their future ICT service requirements and in the development of a service specification for the procurement.

The current ICT contract ends in June 2022.
Latest start date
Tuesday 1 September 2020
Expected contract length
9 months
Location
South East England
Organisation the work is for
Solent NHS Trust
Budget range

About the work

Why the work is being done
Significant progress has been made within Solent ICT with transition projects completed in 2018/19 and the team now working on transformation projects. The use of ICT has evolved and the technology that we are now using is up to date, with Windows 10 and Office 365 embedded, cloud based clinical applications, cloud based Bi Systems, and a fully managed print services.

A key deliverable will be to secure Board approval of the ICT Digital Strategy document prior to going out to tender for the options paper.

The project objective is to complete a full review, and deliver, a fully costed and timed options paper. The Options paper will provide multiple options and a recommendation for the best approach ICT service provision post June 2022.

The requirement of the Trust’s new ITC Strategy will be built into the service specification for the new ICT service contract.
Problem to be solved
The current ICT operating model is based around the outcome based prime outsource contract, which was signed in 2013 (with a contract reset in 2015) which ends in June 2022.

Commercially the contract cannot be renewed without a full procurement exercise.

The current Solent internal ICT team are scaled as an ‘intelligent client’ function and is resourced accordingly. The Trust is now required to consider the options available for their future ICT service requirements.
Who the users are and what they need to do
Digital technology provides Solent NHS Trust with the power to work collaboratively with social and healthcare partners.

New technology enables clinical and non-clinical staff to have the power to reach service users, to inspire, to communicate, to educate, and to change perception of the way that healthcare can be delivered.

In turn, the Trust has the unprecedented opportunity to revolutionise the way that healthcare is delivered across over 120 sites by 4,500 staff.
Early market engagement
Any work that’s already been done
Existing team
There is an in-house IT Director and a team than work with him strategically.

The IT infrastructure is run by an outsourced contractor who provides,

Hosting, End User Devices, Common Services, Networks, Telephony, Support Services, Transition/Transformation, Licensing, Other Services (Managed Print Solution, Sharepoint, WiFi extension)
Current phase
Not started

Work setup

Address where the work will take place
Southampton
Hampshire
Working arrangements
This will be in discussion as part of the requirement is to map the current so there is likely to be some travel across the estate.

Expenses should be outlined in the submission it would be expected that these would be relevant and reasonable and agreed prior to service commencement
Security clearance

Additional information

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.

Essential skills and experience
  • be expert and experienced in writing complex ICT Service Options Papers
  • Experience in ICT Service requirements
  • Experience in writing IT Management tender specifications
  • Demonstrable experience in similar projects within the last 5 years
  • be able to provide relevant references
Nice-to-have skills and experience

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Capability to provide to the outline scope of services, including any recommendations to add, omit or amend the services as shown.
  • Your proposed outline methodology for the preparation of the ICT Service Options Appraisal
  • Key Deliverables and Risks and proposed mitigations
  • Timescales
  • Value for Money
  • Presentation and Interview
Cultural fit criteria
  • Be able to work with the ICT Director and wider team
  • Take responsibility for their work and be able to challenge without confrontation
  • Some end-users may not have the technical expertise so the supplier must be able to ask questions appropriately
Payment approach
Capped time and materials
Additional assessment methods
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. Please can you publish the budget range? thank you
the expectation is that bidders assess the work required for this project and put in the amount of days you think would be required and associated costs
2. Could you please give us some budgetary guidance?
the expectation is that bidders assess the work required for this project and put in the amount of days you think would be required and associated costs
3. Re. "There is an in-house IT Director and a team than work with him strategically. "Please could the Buyer explain who 'him' refers to in this context?
I believe you are asking who the IT Director is?

Neil Shazzell
4. Hi, Could you please clarify your position on where the work will take place. Would you be willing to appoint a supplier to undertake the majority of this appraisal through remote working? Specifically if they are able to demonstrate experience of having delivered similar projects remotely.
It is expected that the appointed supplier would work within the guidance for safer working during COVID.
5. What is the budget for this opportunity please?
the expectation is that bidders assess the work required for this project and put in the amount of days you think would be required and associated costs
6. As an organisation we can provide not only the initial consultancy services asked for in this requirement but also implementation and delivery services for the wider outsource contract. Please can you confirm if we were to be successful in winning this initial consultancy engagement this would not exclude us from bidding for the outsource contract when it comes to market?
This work is to assess the current and work with the trust to produce the options appraisal and support the development of the service specification. This will exclude you from bidding for the outsourced contract as it could be seen as having an unfair advantage.
7. Can you please advise what your expectation is regarding costs for undertaking this activity.
the expectation is that bidders assess the work required for this project and put in the amount of days you think would be required and associated costs
8. Are you able to provide an indicative budget for this project please?
the expectation is that bidders assess the work required for this project and put in the amount of days you think would be required and associated costs
9. What is your indicative budget for this work?
the expectation is that bidders assess the work required for this project and put in the amount of days you think would be required and associated costs
10. We note that clause 34.2 states that the indemnity given in respect of a breach of clause 14 (Data Protection and Disclosure) is unlimited. Market trends however show that customers are not asking for unlimited liability and indeed CCS have agreed after consultation with suppliers to future cap liability breaches. Therefore in consideration of the new position being taken by CCS can you please confirm if you are willing to discuss a separate cap for data breach liability with the down selected supplier.
This can be discussed with the successful bidder
11. Can you provide details about how you will determine whether a reference is relevant or not in order to mark the last question?
Relevant would be that you have carried out this type of work as defined in the 'skills and experience' we will also accept case studies that demonstrate you have the skills and capabilities
12. Can you clarify the meaning of Question 2 please – "Experience in ICT Service requirements" is this in relation to i) creating requirements for a tender document or ii) understanding how an ICT Service functions and what kind of requirements it has to face from the broader business?
This work is to assess the current and work with the trust to produce the options appraisal and support the development of the service specification for the future tender.
13. For Essential Skills and Experience #5 would you like the references to be listed in the response with contact details or would you rather a list of the references with contact details provided at the next stage should we be shortlisted?
The preference would be for the references to be available in your response
14. Essential Skill – Expert & Experienced in writing complex ICT Service Option Papers – Please can confirm and advise details, if there are any central trust or government strategies and mandates that any options papers will need to align to
There is a draft IT strategy that will be discussed with the shortlisted bidders
15. Essential Skill – Expert and experienced in writing complex ICT Service Option Papers – Is there any set template driving the approach for the Options paper to be presented?
The trust has a standard business case format
16. Security Clearance – Please confirm there is no specific security clearance required for this engagement
No specific Security Clearance. CRB is required
17. Is the incumbent supplier contractually obliged to assist with the re-tendering process in addition to any exit obligations
No the incumbent is not contractually obliged
18. If the task includes the full mapping of the current service, what data sources are available to assist this? E.G Asset Register, Configuration Management Database etc.
We will be able to be able to provide a summary of assets.
19. Working arrangements – Please can you expand upon your statement of "part of the requirement is to map the current". Are you seeking a full inventory of the current services deployed?
No we are not looking for a full inventory of services deployed
20. Are mobile services/remote connectivity included within the services delivered from the incumbent outsource supplier?
Remote connectivity is included
21. Of the 4,500 users of the services, what percentage are fully mobile servicing the Solent NHS patients in their homes versus those operating out of the identified sites?
All staff have the potentical to work remotely or from Solent sites
22. With regards to 120 sites stated, are these centred around larger campus' or geographically spread across the territory covered by the Solent NHS Trust ?
these are geographically across Hampshire and the I.o.W.
23. Is there an incumbent partner that Solent NHS Trust uses for IT Consultancy? If so, who is it?
No
24. One of the essential skill (question) is to "be able to provide relevant references". Is it acceptable that at this stage, that we only confirm we can provide references? Further details from reference perspective will be provided at later stage.
The preference would be for the references to be available in your response
25. Who is the outsourced contractor and will they be in place for the duration of this contract?
CGI - Yes
26. Are there any other contractors e.g. Network Providers that we should be aware of?
No
27. Is the ICT Digital Strategy a deliverable? Within 'Why the work is being done' it says 'A key deliverable will be to secure Board approval of the ICT Digital Strategy document prior to going out to tender for the options paper.' but this is not mentioned elsewhere.
There is a draft IT strategy that will be discussed with the shortlisted bidders
28. What security clearances (if any) for staff would be required for access to information / estate during this work? (eg: CRB, DPSS, SC, Other)
No specific Security Clearance. CRB is required
29. What is an 'Intelligent Client' function and how has this been applied to the ICT team?
There is currently an outsourced contract in place with Solent staff providing an intelligent client function which s supported by about 15 inhouse Solent staff.
30. How many people in ICT team supporting the 120 sites and 4,500 staff?
15
31. Who is the outsourced contractor and will they be in place for the duration of this contract?
CGI - Yes
32. Is there a current business strategy which clearly articulates the role and aspirations for ICT?
There is a draft IT strategy that will be discussed with the shortlisted bidders
33. Is the ICT Digital Strategy a deliverable? Within 'Why the work is being done' it says 'A key deliverable will be to secure Board approval of the ICT Digital Strategy document prior to going out to tender for the options paper.' but this is not mentioned elsewhere.
There is a draft IT strategy that will be discussed with the shortlisted bidders
34. Is the Options analysis designed to inform the strategy or vice versa?
The options paper is required to provide options and a recommendation on the future model of Solent IT service delivery.
35. What capacity and skills will be available from the Trust to collaborate on this project?
A Programme is in place with resources assigned to ensure that the work is completed and staff can participate as required.
36. How open are you to alternative operating models / sourcing approaches to your current arrangements?
The Trust is open to all operating models
37. Is service usage data available, complete and accurate?
Up to date Information will be provided to enable the options to be asssessed
38. What is the current level of user / customer satisfaction?
The last survey returned 70-80% satisfaction across most areas
39. Is the current service meeting its base SLA / KPI targets?
Yes
40. What is the governance process for deliverables that we should plan for?
This will be discussed with the succcesful bidder
41. What is the scope and targetted outcome of the Transformation projects which are in progress / planned?
This will be discussed with the succcesful bidder
42. What security clearances (if any) for staff would be required for access to information / estate during this work? (eg: CRB, DPSS, SC, Other)
No specific Security Clearance. CRB is required
43. Whilst pricing will not be evaluated until proposal stage, and the real number will vary depending on approach / option selected, what number of service specifications do you suggest successful suppliers assume will be required to facilitate like for like comparison of pricing?
normally it would be expected that up to 3-4 options will be in the final paper
44. Are you intending to phase the engagement (e.g. a breakpoint between options paper / strategy and tender)?
Yes
45. Are service related artefacts such as asset registers, contract databases (including Change History), Enterprise and technical architecture, Technology roadmaps up to date and available?
Up to date Information will be provided to enable the options to be asssessed
46. Is the current service meeting Organisational expectations?
Yes