This opportunity is closed for applications

The deadline was Friday 2 October 2020
NHSX

User Requirements and the Core Capabilities of a Digital Social Care Record

17 Incomplete applications

15 SME, 2 large

31 Completed applications

30 SME, 1 large

Important dates

Published
Friday 18 September 2020
Deadline for asking questions
Friday 25 September 2020 at 11:59pm GMT
Closing date for applications
Friday 2 October 2020 at 11:59pm GMT

Overview

Summary of the work
The Digital Social Care Record Programme has been established to accelerate the adoption of digital social care records by social care providers.

We are planning to kick-off user research to define the key functionality and core information of a digital social care record solution.
Latest start date
Monday 19 October 2020
Expected contract length
6 weeks
Location
No specific location, for example they can work remotely
Organisation the work is for
NHSX
Budget range
£35,000 (excluding VAT)

About the work

Why the work is being done
In response to COVID-19 digital solutions have been embraced as never before across health and care. To reduce the risk of face-to-face transmission more people have been accessing health and care services from their home.

Social care providers have not been able to participate in this digital revolution in the same way. Many care providers lack the basic broadband connectivity and devices that they need to access remote care. Many care staff do not use digital social care records and, those that do, are rarely able to view information from shared records that would give them the full picture of the individual in their care.

Approximately 30% of social care providers are partially digitised with a further 30% still using entirely paper based systems. Until this situation changes social care providers will be unable to become a fully integrated part of the health and care system and will be unable to adopt innovative technologies, such as acoustic monitoring, that will transform how they deliver care.

The Digital Social Care Record Programme has been established to accelerate the adoption of digital social care records by social care providers.
Problem to be solved
The Digital Social Care Record Programme needs to define the key functionality and core information that a digital social care record solution (care planning, real time care recording and risk monitoring and management) should be capable of providing. This piece of research will build on existing work to provide the programme with the information needed to define the core scope and capabilities of a digital social care record solution and the commercial guidance for social care providers. The awarded supplier should consider how they would capture the needs of different user groups within their research.

We also need to understand how the Data Security Protection Toolkit (DSPT) can be adapted to meet the needs of the social care sector. This will inform work on the DSPT to determine whether a different approach would increase the uptake of secure email systems, support data sharing for digital social care record solutions and provide assurance that data is being handled and shared securely to support the rapid adoption of video consultations, proxy access and shared care records.
Who the users are and what they need to do
Individual - As an individual I can view my care record and update my care plan so that:

1.I can get the latest information about the care that I need and how it will be provided;

2.I am in control of my own treatment and I know what treatment I need.

Carer - As a carer I can digitally view, record and update a person's care plan so that:

1.I can spend more time with the person in my care and less time filing in forms;

2.I have the full picture of the person that I am caring for; reducing the chances to make an error (e.g. around medication).

Clinician - As a clinician I can view and update a person’s care plan so that:

1.I know what care and support my patient is receiving and can provide care more rapidly;

2.I can provide care that is focussed on the individual.

Care Manager - As a care manager I can assess information so that:

1.I can complete statutory reports automatically;

2.I can provide evidence of the quality and safety of care to customers and the CQC.
Early market engagement
N/A
Any work that’s already been done
Preliminary user research has been carried out, in conjunction with Digital Social Care, to understand the appetite and the blockers to adopting digital social care record solutions. The outputs of the preliminary user research have been used to help define the high-level scope of the programme and identify the next steps in defining the approach of the programme. The outputs of the preliminary user research will be made available to the successful supplier as a resource to draw upon.
Existing team
Associate Director of Programmes; Project Manager
Current phase
Discovery

Work setup

Address where the work will take place
Remote
Working arrangements
The successful applicant will be expected to engage with and report to the directing organisations (NHSX) in a manner stipulated by the directing organisations. These expectations will be agreed during contract formalisation
Security clearance
N/A

Additional information

Additional terms and conditions
N/A

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
  • Relevant experience working within user focussed research and design methodologies that demonstrate a robust approach to service design and development.
  • Relevant experience of applying the principles of user centred design to the development of digital solutions.
  • Relevant experience carrying out discovery exercise that relates digital transformation in health and social care.
  • Relevant experience working with a wider and varied of stakeholders (including healthcare experts, healthcare providers, social care providers, commissioners, regulators, industry suppliers and system leaders)
  • Relevant experience carrying out similar work within the social care sector.
  • Understanding of, and mechanism in place, to manage the necessary data protection measures (including consent, data storage and disposal) and conflicts of interest.
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
  • Provide a clear proposal that demonstrates an understanding of the requirement and the objectives that it sets out to meet - 20%
  • Demonstrate experience with user focused research and design methodologies that demonstrate a robust approach to service design and development - 20%
  • Demonstrate the ability to deliver against the requirements to time and quality within the defined budget - 20%
  • Demonstrate strong stakeholder management skills with the ability to communicate design and technical concepts to different audiences - 20%
  • Demonstrate practical experience of delivering similar projects in social care - 10%
  • Demonstrate experience of delivering national services against the Government Digital Service Standard and / or Technology Code of Practice - 10%
Cultural fit criteria
  • Demonstrate how the supplier will work collaboratively with the NHS and social care providers to support the realisation of public benefit - 20%
  • Demonstrate how the supplier will work in an open and transparent manner with the directing authority - 20%
  • Operate in an agile and responsive manner to meet the developing need of the directing authority with a can-do attitude - 20%
  • Demonstrate how the supplier will work proactively to share learning and experience with members of the programme team - 20%
  • Demonstrate how the supplier will build positive and reciprocal relationships with a diverse range of senior stakeholders - 20%
Payment approach
Capped time and materials
Additional assessment methods
Work history
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. Can you please clarify the following essential criterion: "Understanding of, and mechanism in place, to manage the necessary data protection measures (including consent, data storage and disposal) and conflicts of interest”: Are suppliers meant to demonstrate understanding of, and mechanism in place, to manage conflicts of interest specifically within the data protection space or as a completely separate/distinct item? Do you have any particular scenarios of conflicts of interest for which you want suppliers to provide methodologies?
As a distinct item. The intention here is to manage potential conflicts of interest and the potential introduction of bias to the surveys (including the survey sample). We do not have specific scenarios in mind but examples could include shared directorships with a care provider, joint management positions, familial relationships etc.
2. Can you please clarify what you are trying to assess in this skill / experience: ‘Understanding of, and mechanism in place, to manage the necessary data protection measures (including consent, data storage and disposal) and conflicts of interest.’

Is this about having these protection measures in place for the actual Discovery process (e.g. handling research participants’ data and consent) OR about having experience of running discoveries for services that have these sorts of protection measures?
This question is about having the necessary data protection measures in place for the discovery process.
3. Do you expect suppliers to provide a single example or multiple examples for the essential criterion: "Relevant experience carrying out similar work within the social care sector”
Suppliers should take this decision depending on the example(s) they wish to present. NHSX has no preference over whether a single or multiple examples are provided. Suppliers should consider how any example(s) they use demonstrate the breadth and depth of their experience.
4. Is the focus for this work the 40% actively digital users i.e. not the 60% partial/not digitised users? Or we expected to begin the process of gaining insight into the behavioural changes needed to engage/onboard the 60%
We are looking for insight into the 60%
5. Considering the evolving Covid scenarios is it expected that all research & interviews will be carried out remotely?
Yes
6. Do you have access to a pool of research participants (potential users that fit necessary legal/compliance requirements) or are we expected to source and compensate participants out of the budget
We have some access to research participants but the expectation is that the supplier shall source the majority of participants.
7. What does “commercial guidance for social care providers” mean?
This refers to developing buyer guidance to support a social care provider to purchase a digital social care record.
8. We understand that investigating and confirming what a digital social care record solution should be capable of providing and reviewing the DSPT and how it can be adapted to meet social care sector needs are the core objectives for this work. Are there any other success factors you're expecting from this work?
No - the stated scope is the service that we want to have delivered. If a supplier chooses to demonstrate additional capability and benefits then that could strengthen their bid but they will be assessed against the criteria and scope set out in the bid documents.
9. Is this work part of a wider initiative where the successful bid will work with other teams (e.g. development, business, product teams) or does this phase set the foundations for a design and build phase in the future
This is a discreet piece of work that is expected to be followed by a design and build phase.
10. Was the preliminary research conducted by an internal team or by a 3rd party and will the successful supplier continue to work with that team during this phase of work
It was conducted by a 3rd party (Digital Social Care). The report will be made available to the successful supplier. The scope of the work with Digital Social Care covered the preliminary user research only.
11. With the main project, do you have timescales and estimates for having a full solution in place?
These are still being signed off and we are unable to share them at this stage.
12. Do you envisage the solution to be completely new build or are there existing systems that need bringing together?
We anticipate that existing supplier solutions will be available through a new commercial route to market.
13. Who is going to be part of the judging panel for this procurement?
The judging panel will include representatives from the Digital Social Care Record Team and DSPT team.
14. Can you provide more information on the research undertaken to date (e.g. research approach, research groups engaged, etc.)?
The research undertaken to date consisted of a survey (which received 1200 responses) and interviews (with 18 people) targeted at social care providers. The research groups included carers and care managers in both domiciliary and residential care.
15. You note that a ‘Preliminary user research has been carried out, in conjunction with Digital Social Care, to understand the appetite and the blockers to adopting digital social care record solutions’. Was this conducted internally or by a third-party supplier? If it was a supplier, please can you clarify who delivered this preliminary user research
Please see earlier clarification response.
16. Is this service expecting to go through the GDS Service Assessment?
We are exploring whether this will be required.
17. Are you working with any existing suppliers in relation to this tender opportunity? If you are, who are they?
No we are not.
18. Who from your team will be scoring applications for this opportunity and what positions do they hold at NHSX?
Please see earlier clarification response.
19. Can you host a call with suppliers about this opportunity where we can have a live Q&A and the discussion notes are shared on this tender ad? This has proven helpful on other DM opportunities.
A call will be held following down selection
20. Please can you provide details of what the next steps are following this initial application i.e. deadlines for the written proposal/if there will be an interview and when?
When we have reviewed the initial proposals we will request written proposals within two weeks of us notifying you, in line with the DOS process. We do not anticipate requiring interviews at this time.