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Oxleas NHS Foundation Trust

Embedded Business Intelligence Tool

19 Incomplete applications

11 SME, 8 large

5 Completed applications

4 SME, 1 large

Important dates

Tuesday 15 September 2020
Deadline for asking questions
Tuesday 22 September 2020 at 11:59pm GMT
Closing date for applications
Tuesday 29 September 2020 at 11:59pm GMT


Summary of the work
Procurement of Embeddable BI software to transform tTusts approach to informatics and data analysis with particular attention to development of existing Performance Dashboards. Existing infrastructure includes SSRS reporting and.Net solutions. Internal Intranet based portal for all informatics reports – iFox. Supplier will need to be able to embed into this.
Latest start date
Sunday 1 November 2020
Expected contract length
2 years
No specific location, for example they can work remotely
Organisation the work is for
Oxleas NHS Foundation Trust
Budget range

About the work

Why the work is being done
The Oxleas Business Intelligence team has been in existence for over five years and have produced large volumes of reports, metrics and dashboards to meet specific needs. These products can be difficult to locate and there is currently no ability to improve the visualisation or provide insights from the data with the current technology.
The embedded BI system will utilise modern web technology to enable users to find reports more easily and provide tailored views of reports and the ability for users to interact with their data and reports.

Deliverables in Scope
The final product will need to encompass the following:
• A tailored user Interface for all iFox products using .Net tools
• A grid type user interface that has different functionality
• The use of advanced visualisation tools to display data with graphs and charts
• A browse function that can search for and use existing metrics and data sets to embed into a self-tailored dashboard
Problem to be solved
The trust has an intranet site where it publishes links to reports and spread sheets. These links open predefined SSRS reports and spread sheets. Multiple views of different reports is not currently possible with this approach. Users are unable to view two different sets of related data in the same view. It is currently not possible to embed any reports with commentary or other applications to provide a richer picture for the users.

The current SSRS is also limited in functionality and in the type of data visualisations that it can produce. In addition it is quite difficult to trigger emails to users based on events. The Business Intelligence Development Team is currently working on producing tailor made dashboards for each team in the Trust to provide greater performance oversight. Each Dashboard is having to be developed using hard coding and individually written. A product procured in this process would be scoped to replace these dashboards as well as greatly increase efficiency in creating such dashboards.
Who the users are and what they need to do
The internal end users of the product will be clinicians and front line staff across multiple sites, teams and network.

These users will be supported and supplemented by the Informatics Department, within which approximately 15 users will be tasked with the actual development and dashboard creation. These will be the highest level users and the users with the most freedoms and ability. Alongside them the project management team, approximately 5 users, will have similar privileges to assist in their testing of products, allowing them to develop using aids and assists built into the product by the supplier.

The product will need to be able to support remote workers to have access to the full capabilities of the product regardless if they are working from their base office or from remote locations.

Users will be developing using Windows devices (using computers and laptops) while those accessing to view reports and dashboards will also be using iPads and iPhones.

Users will be accessing the product through embedded reports, visualisations, etc. while the developers will access the product directly. We would expect approx. 1,000 user to have access to view products and 30-40 users will have access to develop reports within the product.
Early market engagement
Any work that’s already been done
Oxleas NHS Foundation Trust provides local NHS services in South London and Kent that take care of the whole person - body and mind. We provide a wide range of health and social care services in south east London, specialising in community health, mental health and learning disability services.

Informatics Department Details

The informatics department is staffed by 35 employees. These include 14+ Developers working alongside 4 DBAs as well as Project Managers, Business Analysts and Graduate Analysts.

Details of Technical Environment

Operate a windows business intelligence stack
Developing applications in the .Net environment
Operate a virtualised server environment
Existing team
Oxleas provides services in South London and Kent that take care of the whole person - body and mind providing a wide range of health and social care services – specialising in community health, mental health and learning disability services. We have a workforce of around 3,500 people across approx. 500 teams including many highly skilled health and social care professionals. As a Trust we had approx. 400,000+ Patients over the last 12 months. The informatics department is staffed by 35 employees including 14+ Developers, 4 DBAs, Project Managers and Business Analysts.
Current phase
Not applicable

Work setup

Address where the work will take place
Potential for work to all take place remotely depending on suppliers capabilities – Trust is based in South London and Kent with headquarters in Dartford (Kent).
Working arrangements
We expect the supplier to support us on the project and with going live
We do not expect an implementation phase, rather we expect the supplier to provide support of up to 2 days in the following high level activities:
vi. Exploration and Scoping [2 Months]
vii. Design and Mock Ups [1 Month]
viii. Development [2 Months]
ix. Deploy [2 Weeks]
x. Extend [2 Months]
After ‘Go Live’ is achieved we expect 2 days of on-going support yearly
We expect the product to render reports/visualisations within the shortest possible time (5 sec)
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
  • It is expected that the service will be uninterrupted with pre-defined ‘down time’ for upgrades and bug fixes: 4hrs a month
  • Provide a tailored user interface for all users using Active Directory Groups or other such user security selection displaying a unique, editable and personalised front face GUI to each user
  • To increase access to existing reports gr eater use of visualisations is expected to increase engagement amongst users and make reports more accessible
  • Giving users the ability to make use of a searchable metric browsers
  • Straightforward functions requiring minimal training for end users
  • Give users the ability to reproduce reports in multiple graphical views, preferably with some level of animation but with minimal loading screens/buffering windows
  • Provide the ability to bring together and produce information from different data sources for better analysis
  • Create user attributes using Active Directory to create system roles that determine: level of access, define team and level of access within the team. Simple and intuitive security management interface
  • Currently development and applications are built on Microsoft Stack technology, e.g. SQL, SSIS, SSRS, .NET. Our servers reside in virtual environments with blade technology storing data within them.
  • We will reuse data objects already developed for this project. Current reports, data sets and data marts developed by will be part of the input into the Embedded BI Tool.
  • Support and knowledge in setting up and embedding product use & setting up infrastructure requirements. Embedding the product into existing Trust products. Continued support for future updates/upgrades and trouble shooting.
  • Provisions for any loss of service and steps to mitigate this, Protection of any data flowing between Oxleas and providers infrastructure and Mitigation of risk of data breaches/misuse.
  • Ability to produce reports directly from the final product and save visualisations with minimal clicks and minimal technical knowledge from reports while capturing any narratives entered into the visualisation.
  • User Defined Roles: Viewer. Editor. Creator. Admin.
  • Ability to create dynamic links between reported data and data sets to the data source and form and create commentary entries that will display on reporting products in real time.
  • GUI Functionality:
  • Must be .Net compatible
  • Must be IE11 compatible
  • Must have a range of APIs and Libraries
  • We will expect to have periodic account review meetings where future developments, issues and bug fixes are discussed and reviewed
Nice-to-have skills and experience
  • demonstrate previous experience of working in the healthcare sector and provide examples of work.
  • ensure local storage of the end product
  • demonstrate a track history of developing the product

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
Proposal criteria
  • technical solution
  • approach and methodology
  • how the approach or solution meets user needs
  • estimated timeframes for the work
  • how they’ve identified risks and dependencies and offered approaches to manage them
  • value for money
Cultural fit criteria
  • work as a team with our organisation and other suppliers
  • be transparent and collaborative when making decisions
  • take responsibility for their work
  • share knowledge and experience with other team members
  • can work with clients with low technical expertise
Payment approach
Capped time and materials
Additional assessment methods
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. Is the Authority willing to accept an Onsite-Offshore delivery model?
Yes, the Authority willing to accept an Onsite-Offshore delivery model.
2. Is there an incumbent in place?
There is no incumbent in place
3. Can you confirm the budget?
The current market test will determine the budget.
4. Who's on the panel?
Colleagues from the Trust Business Intelligence Team will be on the Panel
5. Are we allowed to bid for this with a partner where our combined experience and work with other clients is an ideal fit?
6. What is IFox and what are all the IFox products you refer to?
iFox is our internal Intranet - standing for Information for Oxleas - for hosting links reports. Products are various SSRS and Excel reports.
7. It is not clear what you are after from the supplier as the Deliverables in Scope and Work Arrangement do not match. Can you please clarify?
We have described it as best as we can in both sections 'Deliverables in Scope' and 'Work Arrangements' please interpret this as you can
8. We note that this is a capped time and materials. Can you please confirm the scope of the work that is expected of the supplier so to help provide costings that are correct?
Assisting with the activities as outlined in the 'Work Arrangements' section
9. Is the purchase of a 3rd party BI tool in scope of this project e.g. PowerBI?
10. What are the next steps following this stage of the procurement process and what are your timelines for this?
Following the framework as per the website: Answer supplier questions
Shortlist interested suppliers
Give feedback to suppliers who are not shortlisted
Invite shortlisted suppliers to the assessment stage
Evaluate proposals to find the best supplier for your needs
Award a contract and give feedback to unsuccessful suppliers
Publish the contract to Contracts Finder
We would like to GoLive by December
11. In light of the number of questions you have asked to be completed, our clarifications to help ensure we provide an accurate response and the note that the buyer will answer by Monday 28th September, this would only give suppliers 1 day to answer the questions. Would you consider a extension to the date of submission of 29th September?
The timeframes were set by the framework. We are aiming to publish all responses within 72hrs. As the last day for Suppliers to ask questions is 22/09/2020, we expect to have all responses published by Friday 25/09/2020, therefore giving the supplier 4 days to answer our questions.
12. In the work arrangements you refer to 2 days support and then again for go live. This equates to 4 days. Can you outline how many days you expect for each of the phases you have outlined in this section and how often, is this 2 days week, month?
To clarify the following support is required:
•Exploration and Scoping: 2 days of support
•Design and Mock Ups: 2 days of support
•Development: 2 days of support
•Deploy: 2 days of support
•Extend: 2 days of support

In addition to 2 days of support per year for the duration of the contract.
13. One of your questions reads, "Must be.Net compatible". Are you expecting us to give past examples of our.Net applications? Can you clarify this?
Yes, we expect examples.
14. can you explain ‘ensure local storage of end product’ – this is ambiguous
The end product should have the ability to be stored on a local server within Oxleas.
15. We note that one of our questions was not answered. In the working arrangements can you confirm if the 2 days is per week, per month and over what period? It currently reads as 4 days in total?
Please see response to question 12 above.
16. What are the types of reports envisioned in terms of complexity and features?
Ability to add commentary to reporting. Statistical Process Control Charts and Spider Diagrams as some of the more complex reports we will be required.
17. Are you open to explore alternate reporting solution such as Power BI?
18. Does the scope include hosting the application? If yes, what are the requirements of hosting and how is currently infra managed?
Yes. Open to any solutions proposed by suppliers relating to infrastructure.
19. Can you please share more details about "searchable metric browsers"?
The ability to search through Oxleas existing metrics and produce adhoc reports from them including potentially combining multiple metrics. For example taking our existing patient appointments in a month metric and combining it with a bed occupancy metric to view the two data sets together on one report and visualisation.
20. Can you please describe the requirement "Give users the ability to reproduce reports in multiple graphical views, preferably with some level of animation but with minimal loading screens/buffering windows"?
We expect reporting to be visual/graphical not just text based. These graphics should be interchangeable at the users behest such as moving from a line chart to a bar chart etc. Other graphical options are also welcome such as heat maps etc
21. Considering protection of Data Breaches/misuse as a critical requirement; is data encryption considered as a feasible solution option?