This opportunity is closed for applications

The deadline was Monday 28 November 2022
Department of Health and Social Care

Adult Social Care data collection system - Digital Discovery

12 Incomplete applications

10 SME, 2 large

37 Completed applications

27 SME, 10 large

Important dates

Published
Monday 14 November 2022
Deadline for asking questions
Monday 21 November 2022 at 11:59pm GMT
Closing date for applications
Monday 28 November 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
DHSC require a digital expert to undertake an extensive piece of discovery work to inform the development phase of a new data collection system in the adult social care sector.
Latest start date
Monday 5 December 2022
Expected contract length
16 weeks.
Location
No specific location, for example they can work remotely
Organisation the work is for
Department of Health and Social Care
Budget range
It is estimated that the work can be delivered within the budget range of £80,000 to £150,000.

About the work

Why the work is being done
Prior to the pandemic most adult social care (ASC) data was collected annually, with significant time lags and inconsistent quality. Data on ASC comes from different sources (local authorities, care providers, care users etc), with no standardisation in how this data is collated, shared, and used. During the pandemic, which presented a need for timely and accurate data, an existing collection tool which gathers capacity data from providers, was extended to capture COVID-19 related data from providers, but this was a temporary solution.
The new ASC provider level data collection system is a key project of DHSC’s new adult social care data strategy. Its objective is for provider level data to be collected once, from all registered care providers, where possible through automated data flows, and shared across the sector as appropriate to meet the essential needs of the sector.
DHSC are collaborating with NHSE who are working on a wider adult social care digitisation programme, and are working to agree the details of what provider level data should be collected to meet the needs of various actors in the sector. In parallel, we want to start thinking about collection mechanisms, which is the subject of this discovery work.
Problem to be solved
DHSC do not have the resource or digital skills internally to fully understand and identify options for developing a data collection system that:
- captures accurate and timely data from care providers
- avoids duplication of data collections and reduces burden on providers
- ensures data can be accessed by the organisations across the care sector who need it
- is adaptable to the progressive digitisation of care records in the sector, and facilitates automation

The essential questions we want to answer with this work include:
- what are the main opportunities to streamline data collection from care providers
- what constraints are there on making changes to existing data collections
- what options should we consider for a new data collection approach for care provider data, and what are the pros and cons of these options?

It would also be desirable to cover:
- how can we best transition from where we are now to a new data collection approach?
- what level of automated data capture from care providers is likely to be possible in the short, medium and long term
- what steps could we take to enable, encourage and pilot automated data collection from care providers?
Who the users are and what they need to do
As a care provider, I need to be able to submit data only once, easily, so I can prioritise delivery of care and reduce the time spent submitting data. I need to see the data I have submitted and assess my performance against other providers in my area and be able to use the data to plan ahead. My requirements and needs might not be the same as other providers.

As DHSC, I need to gather data to have a clear and single view of the situation in the care sector, for monitoring and assurance purposes. I need a single source of good quality, timely and standardised data to produce evidence to make informed policy decision, monitoring and assurance.

As a local authority, ICB or NHS Trust, I need to be able to receive timely and accurate information from providers about their capacity and occupancy levels in order to allocate care services to care users, but also performance data to improve quality of care. I need data from one single source to have coherent information and improve collaboration between stakeholders in my area.

As a CQC inspector, I need to have timely information about care providers, for care regulation purposes.
Early market engagement
We have contacted a selected number of suppliers within this framework to get an idea of the cost of this project. We shared with them a draft specification document to provide context on the type of research and information required.
Any work that’s already been done
"DHSC has already done some engagement with the ASC sector in order to understand different actors' needs in terms of provider level data, understand how data is currently shared/collected and to get an idea of provider's preferences.
NHSE, who are leading work on digital social care records, have also engaged with care provider software suppliers and are developing a adult social care data standard which will eventually influence the development of the new provider level data collection.
We will share summaries of feedback from prior engagement activity with the successful supplier."
Existing team
The existing team consists of analysts from DHSC and from the NHS Transformation Directorate (NHS TD).
Current phase
Not started

Work setup

Address where the work will take place
The work will be conducted remotely, but the supplier can ask to meet the DHSC team in person if they require, at their own expense (London DHSC office 39 Victoria Steet SW1H 0EU)
Working arrangements
The supplier will be expected to attend fortnightly meetings, remotely, with DHSC/NHS TD to update on their progress.
The supplier will be asked to attend a final meeting, again remotely, to present the final findings.
Security clearance
All must have BPSS as a minimum.

Additional information

Additional terms and conditions
All expenses must be pre-agreed between the parties and must comply with the Cabinet Office (CO) Travel and Subsistence (T&S) Policy. All vendors are obliged to provide sufficient guarantees to implement appropriate technical and organisational measures so that the processing meets the requirements of GDPR and ensures the protection of the rights of data subjects. For further information please see the Information Commissioner's Office website https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/

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
  • A proven track record of delivering successful discovery projects for new service design
  • A working knowledge of the ASC sector, including a good understanding of the different actors in the sector
  • A good understanding of the use of digital products in the public sector, and experience in delivering products or leading discovery phases with a public organisation
  • User research experience, including experience of carrying out user research in line with service manual recommended practices
  • Experience in and capacity to perform in-depth engagement with stakeholders
  • Experience working with health and care data
Nice-to-have skills and experience
  • Ability to communicate and share findings and produce digestible reports
  • Have a detailed understanding of digital & cyber security standards

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Describe your team's approach and the methodology you will use to meet our need (20%)
  • Describe how your team has the relevant skills and experience to deliver the project (25%)
  • . Set out a project plan with proposed timelines for mobilisation and delivery (5%)
  • Set out how you will answer the desirable (as opposed to essential) elements of our requirements (20%)
Cultural fit criteria
  • Demonstrate experience of proactively engaging with stakeholders to progress a project and communicating in an appropriate manner for the audience
  • Demonstrate transparency and honesty when sharing findings, especially when sharing findings from stakeholder engagement exercise
  • Demonstrate experience in working collaboratively with teams to facilitate knowledge transfer
Payment approach
Capped time and materials
Additional assessment methods
Work history
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

1. Could you please tell us how this would sit alongside ASC-WDS and CQC collections from the Adult social care providers?
Our long-term objective is for provider level data to be collected once, from all registered care providers, and shared across the sector. This includes the sort of data currently collected by CQC, and data collected from registered care providers that forms part of the ASC-WDS collection, as well as other existing data collections. What we want this discovery work to do is to help us set the scope of longer-term work by identifying what opportunities there are to remove duplication from existing data collections from care providers, and what constraints there are on making changes to existing data collections,
2. Are any of the suppliers you have already discussed this with, bidding for this opportunity?
At this stage DHSC don’t know which suppliers intend to bid for the opportunity.
3. Can you share which organisations (providers/suppliers) you have been discussing this with?
DHSC corresponded with three organisations: Lagom Strategy, TPX Impact and Socitm
4. Can you please clarify when the latest start date will be, as 05 December is not a feasible start date for a Marketplace procurement only at this early stage
The work must start in time to allow the services to be completed in full with final agreed outcomes agreed by DHSC by 23rd March 2023.
5. What are your expected timelines for this procurement, including the notification of shortlisted of suppliers, the submission of proposals, and notifying the winning supplier?
This is part of the ITT Attachment that can be on application to owen.davies@dhsc.gov.uk
6. Can you please confirm there will be no presentation/interview as an additional assessment method? If there will be presentations, when are they expected to be held?
We can confirm that there will be no presentation/interview.
7. Is the stated budget excluding or including VAT?
The stated budget is excluding VAT
8. Would you be able to share the information given to the selected number of suppliers, including the draft specification document and context on the type of research and information required?
Please contact owen.davies@dhsc.gov.uk for an answer.
9. You refer to a draft specification document which you have previously shared, are you able to please share this here, now?
Please contact owen.davies@dhsc.gov.uk for an answer.
10. Is it possible for the draft specification to be shared?
All the information from the draft specification is included in this advert
11. Could we request some information on the tech stack we will need to take into consideration for this project?
We would want the discovery work to help answer this question. We do not have any prescribed view on a tech stack so are open to the discovery exploring existing tech stacks for various health and care data collection as well as proposing new options.
12. Does the authority have a good understanding/mapping of the current data collection system(s) across ASC?
DHSC has a good understanding of ASC data collections at national level, but we do not have a complete picture at regional and local level.
13. Will we have access to the NHSE team who are working on digital social care records – for collaboration?
Yes. DHSC and NHSE are working closely together on this project, and the supplier will have the opportunity to speak with a member of the NHSE team working on DSCRs.
14. Will the authority be able to provide contacts to enable the recruitment of research participants from within the ASC sector?
Yes, though since we are looking for the supplier to have a good understanding of the different actors in the sector, we would want them to play an active role in suggesting participants rather than only relying on existing DHSC contacts.
15. Is the scope limited to regulated services; and is it intended to cover services coming under Integrated Care Boards?
The scope is limited to CQC regulated services. Data collections from Integrated Care Boards are included in the data collections we are interested in for this work.
16. Does the scope of this work include both working age adults and older people?
Yes
17. Would you be able to share the information given to the selected number of suppliers, including the draft specification document and context on the type of research and information required?
We have checked and DHSC did not actually send a draft specification to the suppliers involved. It was just a generic e-mail.
18. You refer to a draft specification document which you have previously shared, are you able to please share this here, now?
We have checked and DHSC did not actually send a draft specification to the suppliers involved. We just sent a generic e-mail.
19. You mention that DHSC will be running a webinar for tenderers: please could you provide timings and joining details.
Given the volume and type of questions received. We have since decided that this isn't necessary.
20. Good afternoon. We note you ran a Q&A session regarding this opportunity. Will you please be able to share any notes or questions and answers from this event? Many thanks
We did not run a Q&A session other than the questions set out here.
21. Can you please provide an anticipated timeline for this procurement that includes dates for:
• Shortlisting Notification for Stage 2,
• Submission Deadline for Stage 2
We have set out the evaluation criteria, we plan to award a contract on 5th December 2022 subject to satisfactory responses. We will shortlist and be in contact with the Tenderers.