This opportunity is closed for applications

The deadline was Thursday 5 May 2022
North West London Clinical Commissioning Group (NWL CCG)

Requirement for a new Web-Based Portal using Tableau/Azure/PowerBi

10 Incomplete applications

8 SME, 2 large

16 Completed applications

12 SME, 4 large

Important dates

Published
Thursday 21 April 2022
Deadline for asking questions
Thursday 28 April 2022 at 11:59pm GMT
Closing date for applications
Thursday 5 May 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
NWL CCG are seeking to procure a digital supplier to build a web based platform to report on a number of KPI metrics relating to hospital patient handover data and information from the emergency services to Acute providers. The software/platform used should be Tableau, Azure, N365, PowerBI.
Latest start date
Monday 16 May 2022
Expected contract length
3 - 5 months from discovery to launch and go-live
Location
No specific location, for example they can work remotely
Organisation the work is for
North West London Clinical Commissioning Group (NWL CCG)
Budget range

About the work

Why the work is being done
NWL CCG are responsible for managing on behalf of London ICS Commissioners, Acute Providers and the London Ambulance Service a platform/portal used to monitor and report on patient hospital handover data and information through nationally mandated key performance indicators set by NHS England and Improvement. There is a requirement for NWL CCG to replace our existing portal infrastructure and upgrade our existing user interface, technology and software as well as introducing new features and enhancements to improve the end user experience. This new product needs to be delivered within a 3 to 5 month timeframe from the discovery phase to launch and go-live.
Problem to be solved
The current portal has been decommissioned and taken offline and therefore a new replacement portal is required.
Who the users are and what they need to do
The portal must be accessible by a range of stakeholders from various NHS organisation across London both within and outside of NWL CCG and who will require a unique log in with varying permission levels to access and perform specific tasks within the portal.
Early market engagement
Any work that’s already been done
Existing team
The provider will work closely with NWL CCG's IT and Business Intelligence (BI) Team to develop, build and implement a solution as well as a third party provider who supplies the data used to populate the new portal.
Current phase
Discovery

Work setup

Address where the work will take place
NWL CCG are based in London, but there is no specific requirement for the supplier to work onsite. The provider can work remotely to build and deliver this product.
Working arrangements
The working arrangements can be agreed between NWL CCG and the supplier, but there will be a requirement for the supplier to set out key milestones, deliverables and timelines within their proposals.
Security clearance
security certificates held should include ISO/IEC 27001 (service security)

Additional information

Additional terms and conditions
To be confirmed

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
  • Have experience designing and building services/products using Azure/PowerBI/N365 or Tableau applications.
  • Be able to extract, load, transform/render and present data through a suite of reports using various templates which the end user can manipulate for their individual reporting requirements.
  • Be able to build a web based platform for reporting with the ability for data changes to be written back to the data warehouse.
  • Develop individual/organisational user profiles for both the end user reporting and the administration team with varying levels of access permissions for specific users.
  • Have an understanding of infrastructure platforms.
  • Provide support e.g. training, onboarding, end user guides and administration level guides as required.
  • Demonstrate roles and responsibilities for management, maintenance, troubleshooting and potential enhancements/portal developments.
  • Must be GDPR Compliant
Nice-to-have skills and experience
  • Demonstrate working and delivering products to/for NHS organisations.
  • Show they have a project manager to lead the project in conjunction with the NWL CCG project lead.

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • Approach and methodology.
  • Technical solution.
  • How the approach or solution meets user needs.
  • Value for money.
  • Estimated timeframes for the work, including key milestones and deliverables.
  • Team and support structure.
Cultural fit criteria
  • exhibit proactive communication with all stakeholders in relation to delivery
  • can work with clients with low technical expertise
  • take responsibility for their work
  • be transparent and collaborative when making decisions
  • be confident and able to work with the NHS as a public sector organisation
Payment approach
Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

45%

Cultural fit

10%

Price

45%

Questions asked by suppliers

1. Please could you indicate the budget range for this project?
The budget will be in the range of between £100K - £200k. Please confirm the cost of your proposal including key deliverables and milestones and any on-going maintenance and/or licensing costs if applicable.
2. What are your timelines for the procurement?
The procurement timeline is as follows:

5th May - Closing date for applications

Starting W/C 9th May:
* NWL CCG panel evaluation
* Shortlisting of suppliers
* Confirmation of shortlisted suppliers notified with date of proposal
presentation

W/C 16th May:
* Proposal discussion/presentations with shortlisted suppliers

W/C 23rd May:
* Confirmation of award to supplier

W/C 30th May
*Mobilisation
3. Could you explain more about who the third party supplier is and what data they provide?
The data source will be taken from the London Ambulance Service (LAS) servers. The data will be pulled from the LAS servers into the new portal via an API. The data will relates to patient hospital handover times and patient conveyancing numbers to an emergency department.
4. Who is the incumbent and how long they have been the incumbent?
NWL CCG hosted a previous portal since 2011 which has been decommissioned and taken offline due to out of date unsupported platform and software.
5. Can you confirm if shortlisted suppliers will have the opportunity to present?
Yes, shortlisted suppliers will be notified if successful of a date w/c 16th May to present their proposal.
6. Can you detail what work has already taken place and suppliers that have been involved in building the data platform?
The discovery phase work has been completed by a previous supplier who are now no longer able to deliver on the contract due to an organisational restructure.
7. Who from your team will be scoring applications for this opportunity and what positions do they hold?
Associate Director and Senior Responsible Officer for 999 Commissioning, Associate Director of Business Intelligence
Project Manager
Finance Lead
Procurement Consultant
8. Can you please provide an anticipated timeline for this procurement that includes dates for: 1) Shortlisting Notification for Stage 2 2) Submission Deadline for Stage 2 3) Presentation 4) Evaluation period 5) Award Notification
5th May - Closing date for applications

Starting W/C 9th May:
* NWL CCG panel evaluation
* Shortlisting of suppliers
* Confirmation of shortlisted suppliers notified with date of proposal
presentation

W/C 16th May:
* Proposal discussion/presentations with shortlisted suppliers

W/C 23rd May:
* Confirmation of award to supplier

W/C 30th May
*Mobilisation
9. Has any external supplier been involved in the initial scoping work? If so, who?
The discovery phase work has been completed by a previous supplier who are now no longer able to deliver on the contract due to an organisational restructure.
10. Budget is not mentioned. Do you have any thoughts at this stage on a budget range and can you share those?
The budget will be in the range of between £100K - £200k. Please confirm the cost of your proposal including key deliverables and milestones and any on-going maintenance and/or licensing costs if applicable.
11. For data ETL please summarise, if possible, the data sources and interfaces that will feed into the data warehouse
The data source will be from the London Ambulance Service (LAS). The data will be pulled from the LAS servers into the portal via an API. The data will relate to patient hospital handover times and conveyancing numbers.
12. Current phase is stated as Discovery. Does this mean that a Discovery has been completed, or does it mean that a Discovery is part of work to be done? If the former, can the Discovery report be shared?
The discovery work has been completed and can be shared with the successful supplier. Potential suppliers should factor this into their costings when submitting their quote.
13. Power BI and Tableau are both mentioned. Is there a strong preference for one or the other? Do staff responsible for managing the solution have more skills in one compared with the other?
NWL CCG welcome either product/solution which best meets both NWL and the end user's needs and would invite recommendations from the supplier in their proposal.
14. Can you please clarify the requirement for writing changes back to the data warehouse, is there an expectation that editing features will be included in the web portal or will the existing NWL CCG analytics team require access to and training on the underlying data warehouse?
The expectation is that an end user editing feature must be included in the portal. The user must be able to edit their data records for their organisation and once amended, this is accurately captured, reflected and presented via the portal for viewing and reporting purposes.
15. A suite of reports is mentioned, is it possible to provide estimates for the number of separate reports or KPIs that will be required?
The previous portal populated 18 reports using the data available. However, this may be revised dependent on the proposal from the supplier and available functionality.
16. The Azure platform is mentioned. Is there an existing footprint in Azure managed by NWL CCG?
There is no current Azure footprint in NWL CCG. There is a potential opportunity to work with NHS Shared Business Service, however, this is not confirmed and we would welcome suppliers proposals in relation to this.
17. Regarding the statement “security certificates held should include ISO/IEC 27001 (service security)”, would CyberEssentials Plus certification be an acceptable alternative?
Unfortunately CyberEssentials Plus certification on it's own is not acceptable. Any supplier wishing to submit a proposal must be ISO/IEC 27001 (service security) certified as a minimum requirement.
18. What sort of templates are you looking for? Can you define what you mean by template? Do you mean dashboards with visualisations, spreadsheets or something other specific format?
By templates we mean excel documents. Data was previously rendered by the coding scripts to populated the various Excel reports. Users downloaded the Excel reports from the portal where they manipulate the data as required. The main objective is to be able to extract the data from the database and present it in a format via a dashboard or report templates or a mix or both which will then allow the end user to view, extract, manipulate and download the information for analytical/reporting purposes. We are open to suggestions on how this can be achieved going forwards.
19. What sort of editing do you want to do to underlying data? Can you provide a real life use case for this? e.g. Do you want to create databases and tables, do you want to change or append data records, etc.?
From the portal interface, users will need to have the ability to make changes to individual records being presented in a specific area of the portal. Only approved users will have access to this feature. Each record reports on the time it takes ambulance crews to transfer the care of the patient to hospital staff. If the handover time is incorrect or disputed, authorised users will have the opportunity to change a record and document why through a pre-defined set of reasons from a drop-down list. The database is then updated and the revised record is reflected on the portal.
20. What happens to the data from the API? Is it stored in the database? Is there a database between the API and visulation solution?
That is correct. There is a database in between the API and portal user interface. Data is taken from the API, stored in a database on a server or in a cloud and then extracted to populate the information being presented on the portal. We are open suggestions on this approach. Suppliers should consideration to the new portal infrastructure to enable downloading data from the API, store and then present the data for the end user. This may include a requirement to purchase new hardware or a cloud based solution to do this.
21. Does the Authority own any licenses or will that be procured through suppliers? for e.g. Tableau.
NWL CCG do not hold any licenses and the expectation is that this will be procured via the supplier. This cost should be included in supplier proposals and also include the cost of any recurring license fee renewals.
22. Apart from the tech stack mentioned in the requirement, can we get additional technologies currently used?
At present, there is only an API being used to pull through the data. The tech stack mentioned may also require the purchase of hardware, but this will need be to be discussed and worked through with the supplier and NWL's IT and BI departments to fully understand the new portal requirements.
23. Will you be sharing any further technical documents at this or next stage?
Not at this stage. Further technical documents will be shared at the next stage.
24. Power BI and Tableau are both mentioned. Is there a strong preference for one or the other? Do staff responsible for managing the solution have more skills in one compared with the other?
NWL CCG welcome either product/solution which best meets both NWL and the end user's needs and would invite recommendations from the supplier in their proposal. The NWL BI team have experience of the Tableau but the team responsible for day to day management of the solution have no real experience or skills using either product.
25. What are the roles you expect from the vendor?
Please see the published requirements section in terms of what is required from a supplier. If this does not answer your query, please could you elaborate on your question.
26. Could you please share the Discovery report?
The discovery work will be shared with the successful supplier following the award of the contract.
27. 1. Is there any preference for the new solution reside on-prem or on the cloud?

2. View of existing reports/ number of data points managed in the decommissioned application

3. Approximate number of users using the dashboards
Responses to:
Q1. We are open to discussions on this. Depends on what best fits our portal requirements.

Q2. The previous portal populated a suite of 17 excel reports using a combined total of approximately 55 data points and was dependent on which data point was being used populate each report/s. We will use this opportunity to review the reports and data points for the new portal and what we may use going forward.

Q3. The number of users may vary from between 50-100 users. Multiple users may access the portal from the same organisation at any one time.
28. Will the authority be okay with an offshore team or onsite-offshore split?
NHS and Social care providers may use cloud computing services for NHS data. Data must only be hosted within the UK - European Economic Area (EEA), a country deemed adequate by the European Commission, or in the US where covered by Privacy Shield.

Any offshore organisation will need to include in their proposal the country they are based in and also where their team will be located in order to confirm you meet the NHS guidelines.
29. Could you please elaborate on what should be covered for the response to ‘Have an understanding of infrastructure platforms.
The supplier will need to demonstrate the required knowledge on how any particular software/application works with the environment, what are the minimum requirements for a Linux or windows based server. What are the pre-requisites? How does the server need to be configured in order for the software/application to be run, are there any networking configurations.
30. Is offshoring allowed?
NHS and Social care providers may use cloud computing services for NHS data. Data must only be hosted within the UK - European Economic Area (EEA), a country deemed adequate by the European Commission, or in the US where covered by Privacy Shield.

Any offshore organisation will need to include in their proposal the country they are based in and also where their team will be located in order to confirm you meet the NHS guidelines.