Awarded to CGI IT UK Limited

Start date: Wednesday 17 January 2018
Value: £72,000
Company size: large
Public Health England

PHE Case and Incident Management System (Phase 1) Scheme Design

3 Incomplete applications

2 SME, 1 large

6 Completed applications

2 SME, 4 large

Important dates

Published
Thursday 24 August 2017
Deadline for asking questions
Thursday 31 August 2017 at 11:59pm GMT
Closing date for applications
Thursday 7 September 2017 at 11:59pm GMT

Overview

Summary of the work
The work will involve collaborating with a team within PHE to:
refine high level business requirements that have been developed and produce user stories
To-be systems architecture design
To-be Data/process flows
Proposed development road-map
Skillsets required are a Solutions Architect, Business Analyst, Database Analyst and appropriate Project/Account Management.
Latest start date
Wednesday 4 October 2017
Expected contract length
6 - 8 weeks
Location
No specific location, eg they can work remotely
Organisation the work is for
Public Health England
Budget range

About the work

Why the work is being done
PHE is replacing its incumbent national case management system that was inherited from the Health Protection Agency (HPA).

Subsequent to the formation of PHE in 2013, it became clear that the incumbent system no longer supported the needs of PHE, due to inflexibility, lack of scalability, compromised system extensibility, outdated search technology, bespoke file format and lengthy development times.

Therefore, PHE are looking to develop a new system that provides greater in-house system management capabilities, flexible work-flows, and significant reductions in development time thereby enabling continuous improvement.
Problem to be solved
Users have identified a number of areas of inflexibility and usability issues that have become problematic since the system transition from the HPA to PHE.
Key themes:
• Poor access to data
• Scalability
• Extensibility
• Reliability
• Interconnectivity
• Poor user experience, iIntuitive navigation & usability

Workshops have been conducted to help elicit requirements for a system to support contemporary ways of working.
The resultant high-level business requirements need to be refined, prioritised and expressed in a level of detail that would allow a supplier to propose a solution design and deliverables identified in “Summary of the work”.
Who the users are and what they need to do
The business requirements that need refining come from a number of areas across PHE. Users of the system will include the following user groups:

Front-line staff based at PHE Centres (Consultants, Health protection practitioners, administrative staff)

Staff based within Centre for Radiation, Chemical and Environmental Hazards (CRCE) (chemical, radiological, environmental)

Field Epidemiology staff (automated data feeds to perform analysis)

Specialist Registrars (trainees)

Screening and Immunisation staff (incident tracking)

National incident & emergency response teams

Staff embedded in NHS organisations who perform duties for PHE – honorary contracts

Environmental Health Officers – (accessing relevant reports and data)

MoD-Public Health protection staff
Early market engagement
Following the publication of a Prior Information Notice (PIN), pre-tender market engagement sessions were held to further understand what potential solutions existed.

As a result of that exercise, it became clear there is significant interest in the marketplace from suppliers to work with PHE in developing the CIMS solution whose business models are a fit with PHE requirements.

Phase 1 and 2 will provide the high-level scheme and detailed solution design to allow for a tender exercise for development.
Any work that’s already been done
Due to the nature and complexity of the eventual system, the project is being run in accordance with 4 phases:

1 High-level Scheme Design
2 Detailed Solution Design
3 Development
4 Transition

PHE has conducted user workshops to define the business requirement of CIMS.

The following deliverables were produced: -

• High level business requirement document (shared with short-listed suppliers)

• Draft requirement catalogue – with raw requirements to be structured and prioritised. (shared with short-listed suppliers)

• Completed user feedback forms
Existing team
The supplier will be working with a core project management team and an in-house development team.

The supplier will liaise primarily with the programme manager Cliff Lake (project lead) and project manager Geoff Mullings

The project management team will facilitate and manage access to Subject Matter Experts and others at relevant points during phase 1 scheme design.
Current phase
Alpha

Work setup

Address where the work will take place
The CIMS team base is Blenheim House, Duncombe St, Leeds, West Yorkshire, LS1 4PL.

Following contractual discussions, we anticipate an engagement & team building meeting will take place, then work will proceed as outlined in the section below:
Working arrangements
The supplier will work remotely with, face to face meetings (at convenient PHE sites around the country–mainly Central London, Colindale and Salisbury) where necessary.

It is expected that web conferencing and web-based collaborative tools will be used.
Security clearance
DBS checks may be required, compliance with standard non-disclosure, Information Governance & Caldecott principals is essential

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
  • In addition to the specific skill and experience areas listed below, suppliers must demonstrate an understanding of the role and remit of PHE.
  • Experience of delivering projects that model a proposed high-level system architecture (15)
  • Experience of working with subject matter experts and system users to obtain, validate and develop requirements to create user stories (15)
  • Experience of scoping, feasibility studies and service design planning (15)
  • Experience of IT Infrastructure Library service management (15)
  • Experience of system architecture modelling (15)
  • Experience of logical database design (15)
  • Experience of creation of To-Be data and process flows (15)
  • Experience of remote working (10)
  • Experience of working with customer side Project Managers and design and development teams (10)
  • Suppliers shall provide evidence that they comply with the UK Cabinet Office Security Policy Framework or equivalent for data confidentiality, integrity and availability. This is based on ISO 27001. (10)
  • Suppliers will be required to provide a minimum of 2 relevant case studies to demonstrate that they are experienced and capacity of providing similar-sized or equivalent services (10)
  • Experience of working with customer subject matter experts (10)
  • NHS Information Governance toolkit compliant at least level 2 (10)
Nice-to-have skills and experience
  • NHS Interoperability Toolkit (ITK) accreditation or working towards accreditation (10)
  • Experience of working in an iterative manner (10)

How suppliers will be evaluated

How many suppliers to evaluate
5
Proposal criteria
  • How the proposed approach meets our business and project requirements (70)
  • The level of detail that the proposer has included in the description of deliverables and how this meets the requirements (50)
  • How the proposer will apply skills gained in different business sectors to this project (50)
  • Estimated timeframes for the work (50)
  • How proposer has identified risks and dependencies and offered approaches to manage them (50)
  • Innovation and flexibility (30)
  • Plan for transfer of knowledge to PHE on completion (50)
  • Team skills and experience (50)
Cultural fit criteria
  • Work as a team with our organisation (20)
  • Transparent and collaborative when making decisions (20)
  • Have a no-blame culture and encourage people to learn from their mistakes (20)
  • Application of iterative principles (20)
  • Ability to add value (20)
Payment approach
Capped time and materials
Assessment methods
Written proposal
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. Is it possible to release a copy or a link to the High level requirements document you refer to?
High Level Requirements shall be released to shortlisted providers. At this stage suppliers' responses to Essential and Nice to have skills only are required.
2. Good Morning, Would the supplier engaged in this piece of work be prevented from bidding for the eventual system replacement bid due later this year? Thank you
The supplier will not be prevented from bidding for further phases of work.
3. During the pre market engagement supplier day, was the following shared? The following deliverables were produced: - • High level business requirement document (shared with short-listed suppliers) • Draft requirement catalogue – with raw requirements to be structured and prioritised. (shared with short-listed suppliers) • Completed user feedback forms and if so, can they be shared to prospective suppliers now?
These documents were not shared at the pre market engagement supplier day. The high level business requirement document and draft requirement catalogue will be provided to short-listed suppliers.
4. During the pre market engagement supplier day, was the following shared? The following deliverables were produced: - • High level business requirement document (shared with short-listed suppliers) • Draft requirement catalogue – with raw requirements to be structured and prioritised. (shared with short-listed suppliers) • Completed user feedback forms and if so, can they be shared to prospective suppliers now?
These documents were not shared at the pre market engagement supplier day. The high level business requirement document and draft requirement catalogue will be provided to short-listed suppliers.
5. You refer to the provision of similar sized project experience. Can you please advise of budget for this project in order for us to ascertain suitable projects to reference?
For sizing similar pieces of work please base costs on 8 weeks of elapsed time for the roles specified ( Business Analyst, Solution Architect, Database Analyst )at your standard day rate, with an overhead of project/account management deemed appropriate based on your professional experience.
6. What are your plans for implementation of the proposed solution? Do you have a preferred technology stack that the supplier of this phase should keep in mind or are you platform agnostic?
We have not committed to any particular technology stack for the proposed solution. We are platform agnostic at this point, but do expect the proposals to outline solutions that utilise Open Standards.
7. Can you please confirm that there is no conflict of interest arising should the supplier of the Alpha also choose to compete for the implementation of the proposed solution in the future?
Suppliers engaged in any phase of the work may tender for any other phase of the work just so long as they adhere to standard ethical walls processes when tendering.
8. Would the supplier engaged in this piece of work be prevented from bidding for the eventual system replacement bid due later this year?
Suppliers engaged in any phase of the work may tender for any other phase of the work just so long as they adhere to standard ethical walls processes when tendering.