This opportunity is closed for applications

The deadline was Wednesday 2 December 2020
NHS Business Services Authority (NHSBSA)

Electronic Staff Record Discovery

17 Incomplete applications

10 SME, 7 large

19 Completed applications

9 SME, 10 large

Important dates

Published
Wednesday 18 November 2020
Deadline for asking questions
Wednesday 25 November 2020 at 11:59pm GMT
Closing date for applications
Wednesday 2 December 2020 at 11:59pm GMT

Overview

Summary of the work
For the purpose of this Discovery, the current contract for Electronic Staff Record Services has an expiry date of August 2025.

The NHSBSA needs to understand, by June 2022, the preferred target solution(s) to meet user needs beyond the current contract expiry.
This will inform future service requirements.
Latest start date
Tuesday 19 January 2021
Expected contract length
The Initial Discovery must be completed within 16-20 weeks. Contract length 24 months.
Location
No specific location, for example they can work remotely
Organisation the work is for
NHS Business Services Authority (NHSBSA)
Budget range
The indicative budget will be up to £500k for the Discovery process only, however the contract value maybe greater depending on any follow up activities that may be required post Discovery.

About the work

Why the work is being done
The NHSBSA has a requirement to undertake a Discovery process in accordance with the GDS Framework for Electronic Staff Record Services starting in January 2021.

Working under Directions from DHSC, the Electronic Staff Record (ESR) is delivered by NHSBSA and is a single workforce management tool for the NHS: offering an ‘end to end’ workforce management solution during NHS employment.

In addition to Payroll and HR services, ESR is used to manage safe recruitment, process pay, track staff details and deliver online learning.

The Discovery process should begin in January 2021 and conclude within a 16 to 20 week period.
Problem to be solved
The current contract for ESR Services has an expiry date of August 2025.

The NHSBSA needs to understand, by June 2022, the preferred target solution(s) to meet user needs beyond the current contract expiry.

The purpose of the Discovery is to:

- Validate user needs including what are most important and challenge all assumptions.
- Validate wider stakeholder needs e.g. policy level.
- Understand the policy and technological constraints that may exist.
- Initial views as to what a future service may look like to meet the user and stakeholder needs (may be multiple views).
Who the users are and what they need to do
ESR has a high volume of users that can be broadly split between Self Service Users (c. 1.8m users) and Professional Users (c. 63,000) across c. 450 Employing Authorities/User Organisations.

Users:
NHS Employees.
Sample need.
As an NHS employee, I need to access my Payslip, so I know how much i am being paid every month.

NHS Employer.
Sample need.
As an NHS Employer, I need to view and approve staff annual leave, to support and manage my staff.
Early market engagement
Soft market testing of the proposed ESR Discovery took place on 21st October 2020 with suppliers providing feedback to help inform requirements for this procurement.

Key areas of feedback provided by suppliers following the session were as follows:

1. The proposed timeframe of c. 16 - 20 weeks for the completion of the Discovery exercise was widely supported by the market.
2. The Discovery phase is wide ranging and complex and likely to require a large multi-disciplined team.
3. The market has indicated that a budget up to £500,000 would be sufficient to complete the planned Discovery.
4. Subsequent phases of work aligned to the GDS methodology should be informed by the Discovery. The next phase(s) will require careful consideration given the size and complexity of the existing service.
5. The NHSBSA needs to understand, by June 2022, the preferred target solution(s) to meet user needs beyond the current contract expiry. The market advised that this timeframe was achievable.

If you wish to have a copy of the slides shared with the suppliers for the soft market testing, please email judi.nuttall@nhs.net . This email address should be used for this purpose only.
Any work that’s already been done
It is anticipated that the results of the Discovery, and subsequent phases aligned to the GDS framework, will inform a further business case to support the long term provision of ESR post 2025.

Note: This procurement relates to Discovery only, subsequent stages will be subject to separate procurements.
Existing team
The Supplier will be required to work with existing NHSBSA Digital and ESR Teams to complete the Discovery.
Current phase
Discovery

Work setup

Address where the work will take place
NHS Business Services Authority (NHSBSA) head office is in Newcastle upon Tyne, the ESR teams are based in Sheffield and Warwick. This is a national service with users and stakeholders located throughout England and Wales.

Due to the current Covid situation NHSBSA would require the supplier to facilitate remote working where necessary.

If the Authority has a requirement for co-location then your services will need to be split between Newcastle and Sheffield.
Working arrangements
The Supplier will work with representatives of the Digital and ESR team, they will be viewed as part of the overall NHSBSA Digital Delivery Directorate with a one team ethos. The NHSBSA follow Agile and GDS principles. It is expected that the successful supplier's people will work in this way.

The successful supplier must comply with relevant NHSBSA policies and standards.
Security clearance
Expected to be Baseline Personnel Security Standard (BPSS).
Any specific security requirements will be outlined in each Statement of Work

Additional information

Additional terms and conditions
For the avoidance of doubt, all intellectual property rights in any data or deliverable shall be retained by, or transferred to, the NHSBSA, as appropriate.

Suppliers who are shortlisted and then wish to submit proposals must register on the NHSBSA’s e-tendering solution which can be found at https://nhsbsa.bravosolution.co.uk/web/login.html

Presentation - Dates TBC.

This requirement will be scored using the NHS Business Services Authority scoring table, not the standard DOS scoring matrix. This table will be shared in the question and answer element of this published requirement.

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
  • Detail your experience (with example) of completing a Discovery in accordance with the GDS methodology for a service of similar scale and complexity as ESR. (4%)
  • ESR has a wide range of user types&stakeholders. Describe your processes (supported by an example) for identifying and engaging the users/stakeholders and how the needs/requirements will be understood and documented.(4%)
  • There are different types of NHS-ESR organisations in multiple geographic locations who will need to be considered within the Discovery. Detail you experience of completing Discovery with similar/equivalent challenges. (4%)
  • Given the likely impact on working practices as a result of Covid restrictions, detail your experience and methods for completing Discovery remotely. (2%)
  • Describe your capability or experience of capturing complex user journeys/interactions, with a view to identifying where stakeholder/user needs are being met or not being met.(4%)
  • Detail your capability to stand up a multi-disciplinary team(s) to deliver the outputs of this particular Discovery.(2%)
  • Provide an example of how you have formed and deployed a team, with the right cultural fit, to deliver outcomes. (2%)
  • Provide an example of where political&technological constraints were identified and considered as part of a Discovery. How were these reviewed and incorporated as part of the Discovery findings. (3%)
Nice-to-have skills and experience
  • Give an example of an engagement with an organisation which did not go well, challenges faced and how were these overcome and what would you do differently.(3%)
  • How do you manage deployed resources and ensure they are aligned with the culture and practices of the NHSBSA delivery team and the wider NHS? (2%)
  • Demonstrate experience of working with the Department of Health and Social Care, the NHS and/or an organisation with national reach.(2%)
  • Provide an example of where you have worked with other NHS organisations and dealt with clinical stakeholders.(3%)

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • Demonstrate the proposed team have the skills, knowledge and experience for delivering this type of Discovery, including CVs of the proposed team members.(4%)
  • Demonstrate experience recommending/identifying candidate solution options that meet customer and business needs, breaking down complex user needs into clear requirements. Detail the methodology that will be undertaken for this Discovery.(4%)
  • Demonstrate how you can accurately estimate the cost of a phase of work (i.e Discovery) based on proven methodology, including previous experience of delivering a similar or equivalent requirement.(4%)
  • Provide a proposed plan of activities, to deliver the Discovery, with clear deliverables, milestones and dates . (4%)
  • Describe your governance processes and how this ensures successful delivery, including how you provide regular progress reporting to confirm the work remains on track to be completed within agreed timeframes.(4%)
  • Detail your experience of how user&stakeholder engagement informed an initial view of candidate options and high level costs(e.g.Strategic Outline Case)and how these were progressed into future stages of GDS methodology(e.g.Alpha&Beta).(5%)
Cultural fit criteria
  • Demonstrate how you work as a team, manage collaboration, share know-how&best practice, motivate and maintain high levels of engagement within delivery teams and how this links to our values.
  • Demonstrate your approach to working with multi-disciplinary teams, including SMEs of the existing service.
  • Demonstrate an empowered ‘can do’ team culture, encouraging constructive feedback and learning.
  • Provide evidence of your company's approach to diversity and inclusion and how it aligns to the NHSBSA policy. Detail how this is demonstrated in the delivery of a project.
Payment approach
Fixed price
Additional assessment methods
Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

1. As mentioned in the published requirement this will be scored using the NHS Business Services Authority scoring table, not the standard DOS scoring matrix.

The following scoring table will be used.
Score Classification Criteria
0 Unacceptable Completely fails to meet required standard or
does not provide a proposal at all
1 Not Met Significantly fails to meet the standards required,
contains significant shortcomings in many areas
2 Partially Met Meets a number of required standards but falls
short of achieving required standard in a number
of identifiable areas
3 Mostly Met Meets the required standard in most(but not all)
material respects
4 Met Meets the required standard in all respects and
demonstrates a thorough understanding of the
requirement.

A score of 2 or less will be deemed a fail
2. Can you provide an indicative maximum budget for this procurement, including budget for discovery and follow-up activities please?
This was detailed in our requirements.

“The indicative budget will be up to £500k for the Discovery process only, however the contract value maybe greater depending on any follow up activities that may be required post Discovery.”
3. Given that you indicate a non-DOS standard scoring method, and some of the evidence questions will require more detail (e.g. Q2), are you permitting more than 100 words per response?
DOS does not allow more than 100 words per response.
4. Can you confirm whether this procurement is for the whole design and delivery of the service (discovery, alpha, beta etc), or whether it is only for discovery and discovery-related follow-up activities?
This procurement is for Discovery and post discovery activities (pre alpha).
5. When is the Proposal expected to be due and the decision communicated?
The proposed procurement timescale and key dates are detailed below

Procurement Timescales Date
Post Advert on Digital Marketplace (DOS) 18/11/2020
Bidder question clarification deadline (noon) 25/11/2020
Deadline for receipt of long list responses (23.59) 02/12/2020
Evaluation, clarification and consensus 10/12/2020
Invite shortlist into Bravo and issue ITT 10/12/2020
Bidder tender clarification deadline (noon) 17/12/2020
Deadline for receipt of longlist responses (noon) 07/01/2021
Shortlisted supplier presentations 11/01/2021
Evaluation, clarification and consensus 14/01/2021
Contract award 15/01/2021
Contract start date 19/01/2021
6. When is the supplier shortlisting expected to be completed and communicated?
The proposed procurement timescale and key dates are detailed below

Procurement Timescales Date
Post Advert on Digital Marketplace (DOS) 18/11/2020
Bidder question clarification deadline (noon) 25/11/2020
Deadline for receipt of long list responses (23.59) 02/12/2020
Evaluation, clarification and consensus 10/12/2020
Invite shortlist into Bravo and issue ITT 10/12/2020
Bidder tender clarification deadline (noon) 17/12/2020
Deadline for receipt of longlist responses (noon) 07/01/2021
Shortlisted supplier presentations 11/01/2021
Evaluation, clarification and consensus 14/01/2021
Contract award 15/01/2021
Contract start date 19/01/2021
7. What is the end deliverable required?
This requirement is for an outcome based Discovery
8. You request "experience of working with the Department of Health and Social Care, the NHS and/or an organisation with national reach." Standard DOS responses require evidence of a single project. Do you expect more here and, if so, how many? Do you expect evidence supporting experience of working with each named organisation?
In line with DOS guidelines only one response is required. The example could be the Department of Health and Socal Care, or the NHS, or an organisation with national reach.
9. Please can the Authority confirm the timeline for the procurement beyond shortlisting?
The proposed procurement timescale and key dates are detailed below

Procurement Timescales Date
Post Advert on Digital Marketplace (DOS) 18/11/2020
Bidder question clarification deadline (noon) 25/11/2020
Deadline for receipt of long list responses (23.59) 02/12/2020
Evaluation, clarification and consensus 10/12/2020
Invite shortlist into Bravo and issue ITT 10/12/2020
Bidder tender clarification deadline (noon) 17/12/2020
Deadline for receipt of longlist responses (noon) 07/01/2021
Shortlisted supplier presentations 11/01/2021
Evaluation, clarification and consensus 14/01/2021
Contract award 15/01/2021
Contract start date 19/01/2021
10. In terms of possible candidate options as a discovery output, do you have any preference for maintaining the status quo in terms of software providers, or are you open to all viable options, including bespoke software where it makes sense..?
We are open to all viable options.
11. What format do you require the response to be in (e.g. Word, Pdf)?
Responses should be entered into the Digital Marketplace.
12. What is the word / page limit ?
Responses are limited to 100 words
13. What framework applies to this?
Digital Outcomes and Specialists 4
14. Please can you confirm that bidding for this discovery phase would not preclude us from the downstream implementation work?
Bidding for this Discovery will not preclude suppliers from downstream implementation work.
15. You ask for "experience of capturing complex user journeys/interactions". Can you define 'complex' as you mean it? Does this, for example, relate to journeys of complex users due to eg accessibility issues or complex journeys for every user?
ESR has a high volume of users that can be broadly split between Self Service Users(c. 1.8m users, across multiple staff group disciplines) and Professional Users(c. 63,000) across c. 450 Employing Authorities/User Organisations.

The complexity refers to both the number and variety of users and the broad functional footprint that ESR provides. ESR includes the following services that users interact with: Recruitment; Payroll; Core HR; Total Reward Statements; Local Reporting; Data Warehouse; Learning Management; Interfaces; Self Service; Workstructures; Identity Management. Each of the above services encompass many transactions that various user types may undertake as part of their user journeys.
16. Will bidding for this work and subsequently, being successful, preclude the winning supplier from future opportunities to deliver the replacement service? and one more?
Bidding for this Discovery will not preclude suppliers from future opportunities to deliver the replacement service.
17. whether we have a relevant example of similar size and complexity (Question 1), it would be helpful to know the order of magnitude of your current costs. Also, so we have context in terms of Investment Objective #2 and related to the Discovery outputs of "candidate options" and "high level costs" specifically, it would be helpful to know your ongoing annual software costs.

Please can you confirm what they are..?
We are not planning on sharing costs associated with the current service at this Discovery stage of the procurement. In the context of this question we are referring to the number of ESR users and broad functional footprint that ESR provides, the dispersed geographic location of users and the wide ranging policies/guidance that ESR aligns to. In addition, further background information regarding ESR can be found in the supplier engagement presentation slides which are available on request (see early market engagement section of the published requirements)
18. If we respond to this, we are not precluded from bidding on any future work ?
Bidding for this Discovery will not preclude suppliers from bidding for future work.
19. Your must have experience requires an example of where political constraints were identified. How do you define political constraints?
There are wide ranging, relevant policies/guidance across various ESR stakeholders such as NHS Employers, DHSC, NHSE-I, HMT and Cabinet Office. Ensuring ESR remains aligned across all such policies and guidance is complex.

Examples of ESR responding to political/policy constraints/guidance are as follows:

ESR is required to enable monitoring of key manifesto pledges, such as workforce recruitment and retention, to be monitored with evidence-based data at a national, regional and local level.

Processing of annual Pay Awards.
20. Response part 2 to the above question
ESR uniquely supports reorganisation across the NHS; for example, enabling CCG mergers during 2020 by providing capability and services that facilitate the creation and/or merger of organisations within the ESR.

ESR supports delivery of, and is agile to changes in the National Workforce Minimum Data Set