NHS Improvement but working alongside five geographically dispersed NHS Trusts

An online platform to support sharing learning and peer to peer collaboration

Incomplete applications

23
Incomplete applications
20 SME, 3 large

Completed applications

14
Completed applications
12 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Monday 13 February 2017
Deadline for asking questions Monday 20 February 2017 at 11:59pm GMT
Closing date for applications Monday 27 February 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work To build an online platform to support sharing of learning and peer to peer collaboration between NHS Trusts
Latest start date Early April 2017
Expected contract length As long as it takes to create the new platform plus a period of support to be agreed
Location London
Organisation the work is for NHS Improvement but working alongside five geographically dispersed NHS Trusts
Budget range Up to £100k

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done To improve potential for peer to peer collaboratoin on improvement in NHS
Problem to be solved Currently secure peer to peer collaboration across geographically dispersed Trusts is not easy
Who the users are and what they need to do Key user groups of staff within five NHS Trusts across the country who are part of the NHS Partnership with Virginia Mason Institute
Early market engagement None
Any work that’s already been done Discovery phase has helped define core purpose and key user group journeys. Two short workshops have been held last year to do this.
Existing team A small team with members of NHS Improvement and representation from the five Trusts invovled in the NHS partnerhsip with Virginia Mason Institute
Current phase Alpha

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Primarily London
Working arrangements Combination of onsite and conference call
Security clearance NA

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
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.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Experience in designing websites which facilitate user collaboration, communication, interaction and information sharing among a community of business users
  • Experience of collaboration and document management digital cloud platforms
  • Experience in developing engaging digital platforms using an enterprise class cms, and using agile methodology. NHSI currently Wagtail to publish content
  • Experience in using evidence-based research to inform a user-centred redesign, focused on external users’ needs, end-to-end user journeys, motivations and goals
  • Proven experience of complex user journey mapping across ranges of users and stakeholders
  • Experience in developing against UK Government service standards, including but not limited to Accessibility, Security and Data Protection, as well as including responsive and adaptive application design for mobile platforms
  • Technical expertise of front-end, UI web development and responsive web design (HTML5/CSS/JS)
  • Proven successful development of back-end technologies and meeting data standards
  • Proven experience in using robust metrics, analytics, search data and user feedback to audit and define key content and services
  • Experience of prototyping, testing and iterating with users and stakeholders
  • Have experience of testing end-to-end service
Nice-to-have skills and experience
  • Provide evidence of delivering at scale
  • Demonstrate experience of successful delivery of similarly complex project from discovery to live
  • Provide evidence of working with NHS organisations

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Overall approach and methodology
  • How the approach or solution will meets our users needs
  • The technical solution
  • Team structure
Cultural fit criteria
  • Be able to work flexibly and effectively across several key stakeholders (ie NHSI and the five Trusts in the partnership)
  • Can work with clients with low technical expertise
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. If Wagtail is currently used for web publishing, is there any preference to continue with this CMS? Yes, preference is for Wagtail.
2. Working arrangements mentions “Combination of onsite and conference call” – while it’s clear that onsite communication would be needed, can we take this to mean that most development work could be done remotely? Yes, most development work will be able to be done remotely but likely to be some London based meetings to begin with and regular conference calls during the development work. Also with the five Trusts being dispersed it is possible there may need to be a visit to each at some point.
3. “Proven successful development of back-end technologies and meeting data standards” – what data standards does this refer to? Keep customers' data secure and following government
standards.
4. Does “secure peer to peer collaboration” – mean that N3 will be required? Or could we suggest alternatives? Open to all alternatives.
5. The ad on digital marketplace talks about sharing learning and peer to peer collaboration, however the detail of the requirement doesn't make mention of any learning or learning content. Please provide as much information as possible about what users will be sharing? We expect users to be sharing documents, ideas, exchanges ,
messages online and videos. The documents could be any
form inlcluding PDFs, Excels, PPTs, videos etc. There would ideally be potential for delivering e-learning and also hosting webinars.
6. Would users need to access this platform from other systems via single sign on? Yes, via OKTA, which is what we currently use for another “app”
we have made accessible on the Improvement website,
Carter Model Hospital
7. If Wagtail is currently used for web publishing, is there any preference to continue with this CMS? NHSI have standardised on wagtail CMS for our corporate web presence. We would expect some level of re-use and synergies for ongoing support if vendors were able to leverage this open source platform. NHSI would consider proposals for alternative solutions. We would request that vendors outline the benefits of using such and outline how this would be integrated.
8. Working arrangements mentions “Combination of onsite and conference call” – while it’s clear that onsite communication would be needed, can we take this to mean that most development work could be done remotely? Yes, most development work will be able to be done remotely but likely to be some London based meetings to begin with and regular conference calls during the development work. Also with the five Trusts being dispersed it is possible there may need to be a visit to each at some point.
9. Does “secure peer to peer collaboration” – mean that N3 will be required? Or could we suggest alternatives? Open to all alternatives. The solution should be accessible for all participants in the programme. Cloud based UK hosted service would be acceptable for this service.
10. Is any documentation of last year’s discovery phase available? A summary will be provided as part of the tender documentation.
11. Please could you give further detail on the required working arrangements - is there an agreed percentage of the time that the supplier would be required to work onsite, or could this be managed with a large majority of remote working, supplemented with daily conference calls and face-to-face meetings at key points of the project to keep down cost? Suppliers would be able to work remotely. We would expect suppliers to plan and cost for travel to London base for workshops and to provider locations around the UK. Agree with supplementing remote working with daily standups via phone.
12. Can you provide an indication of the approximate number of users of the system? What level of security would the system need to comply with e.g. https (IL2). We would expect a core user based for the current programme members to be in the order of 250 core users who would need to be able to collaborate. However this is expected to expand both in terms of programme participants and also the content would ultimately be assessable to all employees in the organisations involved in the partnership.We would expect as a minimum that the service should be UK hosted and secure i.e. HTPPS. The data and documents need to be managed in a secure way however the data is not patient level data.
13. The ad on digital marketplace talks about sharing learning and peer to peer collaboration, however the detail of the requirement doesn't make mention of any learning or learning content. Please provide as much information as possible about what users will be sharing?
This requirement makes mention of an online platform but also takes about a website. Please confirm whether you are looking for a platform or a website?
We expect users to be sharing documents, ideas, exchanges , messages online and videos. The documents could be any form including PDFs, Excels, PPTs, etc. There would ideally be potential for delivering e-learning and also hosting webinars/videoconferencing.
There service will be expected to deliver programme level collaboration. The digital service needs to be integrated to the NHSI corporate web presence. NHSI leverage Okta for identity management and we would expect the vendor to integrate to this for user management.
The solution needs to provide accessible read only content to the majority of the 30k employees of the providers.
14. This requirement makes mention of an online platform but also takes about a website. Please confirm whether you are looking for a platform or a website? There service will be expected to deliver programme level collaboration. The digital service needs to be integrated to the NHSI corporate web presence. NHSI leverage Okta for identity management and we would expect the vendor to integrate to this for user management.
The solution needs to provide accessible read only content to the majority of the 30k employees of the providers.
15. Would users need to access this platform from other systems via single sign on? Yes – we use Okta for identity access management which is what we currently use for another “apps”. We would expect supplies to integrate their service into this.
16. Do you have any preferences around CMS selection? How do you feel about the use of open source systems? We currently use Wagtail as our open source CMS. Clearly we would expect providers to consider licencing costs for any commercially licenced software when formulating a solution due to the potential scale out costs.
17. "Discovery phase has helped define core purpose and key user group journeys. Two short workshops have been held last year to do this." What are the key user group journeys? What outputs can you share from the workshops? Is there intention or scope to provide access for NHS staff outside of the bodies mentioned? Has there been an investigation of existing collaboration platforms in the NHS? Are there any restrictions on how or where the platform is hosted? Has this project been motivated by experience of any existing technologies? Have you considered any off the shelf tools? If so what? We will share the summary of the outcome of the discovery as part of the tender process. At this stage no intention to provide access for staff outside of the partnership but if the tool works well the tool could be replicated for other partnerships.
The solution should be hosted in the UK.
proposing solutions which meet the requirements.
We do have a buy vs’s build approach however we also need to consider the cost. Suppliers will be asked in the tender process to consider any licence costs for both the current and planned scaled out usage.
18. Why is there a preference to build rather than buy a collaboration platform? Can you provide examples of the type of content to be shared? Can you provide brief descriptions of the role, job title, and seniority of users? What will be users' primary device for knowledge sharing? (laptop, tablet, mobile - make and model) Are integrations required to any other systems? Is Single Sign On a mandatory requirement of the application? How many users will the platform cater for? Have target users been consulted to date? Are they aware of the plans? As per above our consideration will be around usability, cost at scale and ability to integrate to what we are using.
Further descriptions of users will be provided at the next stage.
We’d expect knowledge sharing to take place on a range of devices including lap top, tablet and mobile.
For single sign on – see Q14
The number of users is covered in Q7 above.
The agreement to do this has been made at CE level across the Trusts. Representatives from each Trust were involved in the discovery phase last year.
19. Do you require the online platform to use Wagtail CMS? Will you consider other Open Source CMSs? We have standardised on Wagtail CMS for our corporate web site. This service will be a standalone app but we do expect the service to integrate to this service via single sign on. NHSI will consider bids which propose alterative collaboration tools, libraries or CMS solutions. NHSI will consider the cost of ownership and support costs as part of its decision.
20. Could you please advise whether any products or tools have trialled during the Discovery phase? The service is expected to incorporate some element of document management and collaboration. Suppliers should note that our strategy is to use open source for digital service delivery and suppliers proposing to leverage cloud based Microsoft SharePoint solution for all or an element of the solution such as document storage would need to consider costs.
21. Have NHS Improvement engaged any 3rd parties to assist in the Discovery phase? Yes we did.
22. 1. This requirement makes mention of an online platform but also takes about a website. Please confirm whether you are looking for a platform or a website? 2. The ad on digital marketplace talks about sharing learning and peer to peer collaboration, however the detail of the requirement doesn't make mention of any learning or learning content. Please provide as much information as possible about what users will be sharing? 3. Would users need to access this platform from other systems via single sign on? Further clarification of the summary outputs from discovery will be included in the tender documents.
The core solution will support project team collaboration within teams and between providers. This will form of document collaboration, planning, project tracking and communications. Learning will be shared with the wider community within providers and across the NHS.
23. Can you provide an indication of the approximate number of users of the system? What level of security would the system need to comply with e.g. https (IL2) The expected user volumes are yet to be fully defined. We would expect a core user based for the current programme members to be in the order of 250 core users who would need to be able to collaborate. However this is expected to expand both in terms of programme participants and also the content would ultimately be assessable to all employees in the organisations involved in the partnership (5 Trusts, plus NHS Improvement and some from Virginia Mason Institute). This could mean read only access would for a majority of the 30,000 users for all the providers.
24. Please could you give further detail on the required working arrangements - is there an agreed percentage of the time that the supplier would be required to work onsite, or could this be managed with a large majority of remote working, supplemented with daily conference calls and face-to-face meetings at key points of the project to keep down cost? Yes, most development work will be able to be done remotely but likely to be some London based meetings to begin with and regular conference calls during the development work. Also with the five Trusts being dispersed it is possible there may need to be a visit to each at some point. Suppliers would be able to work remotely. We would expect suppliers to plan and cost for travel to London base for workshops and to provider locations around the UK. Agree with supplementing remote working with daily standups via phone.