Awarded to Armakuni Limited

Start date: Monday 23 January 2023
Value: £267,000
Company size: SME
Public Health Wales

Disease Registers Discovery

3 Incomplete applications

2 SME, 1 large

8 Completed applications

5 SME, 3 large

Important dates

Published
Friday 2 December 2022
Deadline for asking questions
Friday 9 December 2022 at 11:59pm GMT
Closing date for applications
Friday 16 December 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
An architectural review and discovery on a mixed set of assets to consider the feasibility of developing a single, linkable register of disease for Public Health Wales.
Latest start date
Monday 19 December 2022
Expected contract length
Location
Wales
Organisation the work is for
Public Health Wales
Budget range

About the work

Why the work is being done
Public Health Wales is responsible for understanding and sharing information about the health and wellbeing of the population of Wales, to inform and improve both prevention and care. It maintains Wales population level surveillance registries for cancer, congenital anomalies, rare diseases, child measurements, suspected suicides and child death review. There are other disease specific registries that have been developed and hosted across NHS Wales, such as the Liver disease register.

We would like to explore whether user needs would be better served by creating a single register of disease or public health that could act as a resource to provide timely information to inform service providers and policy makers, whilst also providing a research platform. The overall aims of such a registry would be to improve care provision and further our understanding of the relationship between disease, people and place in Wales.

Using the discovery model, we would like to work with a skilled partner to identify key user needs and describe a minimum viable product for disease register in Wales.

We would also like to perform an architectural review of technical and data assets, documenting applications and sources in a systematic way.
Problem to be solved
Registers use much of the same information, but store them separately.
Registration officers in Public Health Wales must enter most information manually, and quality assurance is manual as well, which is time consuming.
There may be considerable duplication within the systems.
We do not have an automated method of ensuring that records are equally complete for all data sets.
PHW does multiple manual accessing of the same data sets
People can’t see if they are part of a disease register. Registers aren’t updated in real or near-real time, preventing them from being useful as a planning or operational decision-making tool.
Is there value in having a continuum of uncertainty within a registration?
There has not been consistent documentation of architecture and systems within Public Health Wales, and the recent pandemic has not provided the space necessary for our internal services to lodge complete plans. We would like to review and document the current technical and data systems and flows within the organisation in order to consolidate and prepare for the implementation of the National Data Resource.
Who the users are and what they need to do
As a registration officer I need to ensure that all new cases of a disease are registered so that I can provide an accurate register for all users.
As a person in Wales I need to be comfortable that my data on a register it is correct and will improve my care and the care of others but opt out if I wish
As a researcher I need to access disease information so that I can find patterns that might lead to better care.
As a Minister I need timely information about disease in Wales so that I can make the best policy decisions.
As a GP I need relevant details of my patients’ diseases so that I can provide the best treatment for my patients in the time I have.
As a public health consultant I need to understand the scale and effect of a disease in Wales so that I can direct the focus of prevention, protection and education efforts.
As a data engineer I need to know where data are coming from outside PHW so I can improve data quality and flow.
As a technical lead I need to know the architecture to design appropriate improvements.
Early market engagement
None
Any work that’s already been done
A series of three workshops with register owners and some users has highlighted a significant variation in the maturity and architecture of the existing registers.
There is also variation in the quantity of documentation available.
Existing team
The team leads for the register discovery are the owners of the primary extant registers in Public Health Wales, including senior clinical consultants and register managers. The leads for the architectural review are the Head of Digital Services and the head of data.
There are several teams representing each of the registers. They are different sizes and methodologies are at different levels of maturity. The teams are not experienced in Agile approaches and would welcome opportunities to shadow and work with a partner who shares skills while delivering. There will be support from data and digital services.
Current phase
Not applicable

Work setup

Address where the work will take place
Cardiff
Working arrangements
Daily virtual standups would be preferable, though not all members of the team work every day. Close working will help us to understand each other and foster a trusting partnership, helping us to get the most out of the sprints. We welcome work in Welsh or English and are happy to provide information and responses in Welsh if requested.
Security clearance
Cyber Essentials Plus and ISO 27001 are required

Additional information

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.

Essential skills and experience
  • Have experience of delivering in NHS Wales
  • Have experience of reverse engineering architecture
  • Have delivered agile projects for Welsh Government
  • Have reviewed and documented data architecture in UK public sector organisations
  • Have reviewed and documented technical architecture in the UK public sector
  • Demonstrate understanding the complexities of working in NHS Wales
  • Understand the National Data Resource environment
Nice-to-have skills and experience
Work easily in Welsh and in English

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Mitigations for the major risks and dependencies
  • Appropriate timeframe for the work
  • Value for money of the proposal
  • Approach to legacy systems
  • Technical flexibility
  • Integration with anonymous linkage in Wales
  • Integration with national data resource
  • Teaching continuous documentation delivery
Cultural fit criteria
  • work as a team with our organisation and other suppliers
  • be transparent and collaborative when making decisions
  • share knowledge and experience with other team members
  • share the values and principles of the organisation
  • be diplomatic in integration with specialist teams
  • demonstrate growth on all sides in a working partnership
  • effectively operate with DHCW and Welsh Government
Payment approach
Fixed price
Additional assessment methods
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. What’s the budget range please?
Up to £300,000
2. Is there a target date for when this activity must be completed?
Yes, 31 March 2023
3. Can you explain why ISO27001 and Cyber Essentials Plus is required, as this may exclude smaller SME suppliers – what element of the work requires that accreditation?
Working with Public Health Registers and NHS systems includes working with public health data which is both sensitive and protected. We consider these accreditations to be an appropriate assurance for partners who would work with public systems and private data.
4. The start date for this work is listed as 19th December. Is this an error, are further procurement steps intended (e.g proposal and presentation)? If so when would the start date be?
Yes, apologies - the tender was delayed being put up. We now aim to assess the applications and shortlist by the 19th. The proposal should use the G Cloud proposal template, no more than 2000 words. Since the completion date is 31 March 2023, we would like to begin as soon as possible. The discovery may be closer to 10 weeks and the architectural review may be close to 12 weeks. We would prefer to have proposals by the 22nd, so that evaluation can be completed before Christmas, but will work with shortlisted suppliers to agree a mutually acceptable date.
5. Is there an incumbent for this type of work, or who have delivered similar projects for you before?
There is no incumbent.
6. Can you confirm if only NHS or Government experience in Wales will be adequate to score maximum points in responses to questions 1,3,5,6 or whether wider UK government and NHS experience will be scored the same.
Experience in the public sector in Wales, and ideally the NHS in Wales is needed for maximum points.
7. DOS usage guidelines indicate that favour cannot be given to suppliers who have worked for the buyer’s organisation before. Whilst not strictly mentioning PHW itself, the ‘essential experience’ questions of delivering in NHS Wales and with the Welsh Government may well exclude a lot of potential bidders with relevant experience in the wider public and/or health sector, and wider UK. How do you expect to ensure a level playing field for suppliers you have not used before?
When using the digital marketplace PHW works hard to remove all elements of bias from tender acceptance. Many small, medium and large organisations have worked within the NHS in Wales and the Welsh public sector, and experience and understanding of the specifics of the Welsh NHS data architecture and bilingual requirements are considered important for a successful delivery.
8. A series of three workshops with register owners and some users has been completed. Has this work provided any evidence which indicates what duration of initial Discovery phase might be required?
The indication from the workshops is that the discovery may require a slightly longer discovery. 8-10 weeks would be very believable
9. how many legacy systems & external integrations are currently in operation and therefore in scope for the discovery review?
There are 4-7 legacy systems, and two that may need integration. the smallest is a single spreadsheet with a few hundred entries. The largest is a database that adds around 26,000 entries a year from around 1.75 million pieces of data.
10. The ‘why the work is being done’ section talks about identifying key user needs and how they can be delivered through a revised product/service, yet the clarifications questions focus purely on a data/tech architecture as-is analysis of the current system. Are you expecting the supplier to also do a user needs discovery? Which of the essential requirements questions is expected to identify supplier’s capability to deliver that?
Since there are two aspects being required, an architecture review and a discovery, we needed to compress the requirements so that we could meet the text limitations.
We would expect that suppliers who had successfully delivered Agile projects would have the capacity to undertake user needs work. User needs and user needs reviews are an essential part of every phase of a strong agile development.
11. For the avoidance of doubt, are we correct in understanding that the combined budget for both Discovery and Architectural Review is up to £300,000?
Yes
12. Public-Health-Wales risks receiving poor solutions from all suppliers, with a proposal submission deadline of 22nd December. An 11th January proposal deadline will assure Public-Health-Wales avoids introducing risk before the project even starts, since you will receive high-quality solutions/proposals to select between (and still have time to make a good evaluation decision). Working backwards (dates): 6: Competent suppliers should be able to complete Discovery/Architectural review (by 31st March) in parallel over 10-weeks. 5: Latest project start: 23rd Jan. 4. Contract signed: 20th Jan. 3: Winning supplier selected/notified: 18th Jan. 2: Presentations: 16th/17th Jan. 1: Latest proposal submission: 11th Jan.
We would very much like enough latency to see a successful delivery of both the discovery and architectural review in the time we have. We will work with the shortlisted applicants to find a mutually agreeable timeline.
13. Will the 2,000 word proposals be required to answer the 8 questions in Proposal Criteria section? Will there be a presentation to answer the Cultural Fit Criteria?
The written proposal should cover all criteria. There will be a presentation
14. Will suppliers who qualify through the initial evaluation stage, be provided with additional information about the requirement, in order to produce the 2,000 word proposal?
Yes
15. Are current registers managed by PHW or third parties?
Is there any prior documentation for these platforms?
Are there NHS SMEs that can expand on the needs?
Do existing platforms do more than data collection?
Will we be able to get sizing of the complexity of these systems?
Will all existing platforms need to migrate to the single register?
Please confirm that the architectural review should consist of not only data ingestion and standardization of data but also discovery of this data? Does any of this data discovery aspect happen from current platforms?
Further information will be provided to shortlisted providers. Some of the answers are already answered fully or partially above.