THE WELSH AMBULANCE SERVICE NHS TRUST

WAST SAFEGUARDING REFERRAL PROCESS

Incomplete applications

6
Incomplete applications
5 SME, 1 large

Completed applications

4
Completed applications
3 SME, 1 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Monday 4 February 2019
Deadline for asking questions Monday 11 February 2019 at 11:59pm GMT
Closing date for applications Monday 18 February 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work "Provide a secure, auditable, electronic safeguarding referral system that is capable of processing referrals from fax, paper, computer and mobile devices that are both online and offline.
The referrals need to be able to be delivered automatically to predefined recipients based on the patients address and provide confirmation of delivery.
Latest start date Monday 1 April 2019
Expected contract length Minimum 3 years, Maximum 5
Location Wales
Organisation the work is for THE WELSH AMBULANCE SERVICE NHS TRUST
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Team’s priority on behalf of the organisation is to ensure that staff are able to identify safeguarding concerns and provide safe and effective care which protects people at risk of abuse and neglect. This includes reporting concerns appropriately to the agencies , utilising appropriate pathways that further support victims of domestic abuse and sexual violence following contact with our service. The current process does not always enable the organisation to comply with the current referral guidance Handling Individual cases Vol 5 (child) and 6 (adult) of the Working Together to Safeguard People from the Social Services and Well-Being Act .
Problem to be solved The Trust is looking to digitise and automate I's safeguarding process to meet current referral guidelines
Who the users are and what they need to do As an member of the Trust I need to enter safeguarding referrals electronically into a system that will ensure that it is passed to the respective authority
Early market engagement
Any work that’s already been done
Existing team The supplier will work with the National WAST Safeguarding team and the WAST ICT team to deliver and install the system.
Current phase Beta

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place The system is to be installed at WAST HQ, Vantage Point House, Ty Coch Way, Cwmbran, NP44 7HF.
Working arrangements "Training for super-users is to be facilitated in the South Wales area (Cwmbran/Swansea).
It is expected that first line support will be undertaken in-house by WAST ICT department with second/third line support provided by the supplier."
Security clearance

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
  • • Capable of capturing and processing computer based referrals.
  • Capable of processing paper based referrals.
  • Capable of processing referrals from mobile devices (phone / tablet).
  • Ability to input referrals offline from mobile devices and synchronise once network connection becomes available
  • Provide a full audit trail for each record
  • Ability to automatically deliver to defined recipients within a given time period.
  • Automatically define the correct local authority to receive the referral based on the patient’s address.
  • All electronic transmissions to be secure.
  • Read confirmation of forwarded referrals to other agencies
  • Management interface that allows secure access for approved users
  • Administration console for system configuration and maintenance.
  • Ability for safeguarding team to manually intervene if records are not delivered correctly.
  • Convert all referrals into a common format for creation of a standard output, eg PDF
  • Where required, the common format referral should then be reviewed by a central team
  • Then delivered in a controlled, secure and audited fashion to the external parties (Safeguarding Teams, Police and Fire Services)
  • Output should be configurable for each external party to allow for fax or email depending on the preferences of the external party
  • Admin users should be able to access and manage the outbound referrals with the ability to change target external party and resend forms more than once
  • Ability for admin users to create their own reports and tailor existing ones.
  • Ability to undertake consultation and training.
Nice-to-have skills and experience
  • Ability for Forms to be easily changed to meet any new requirements with little effort and cost.
  • Ability to search for any trends and flag up any predefined ones that occur.
  • Standard reports available.
  • • All records to be centrally stored
  • Ability to archive records to backup media.
  • For collection via Browser and App, Integration with CAD should be possible to include basic patient information - Incident/Job Number and Date
  • Feedback provided from authority on actions taken/outcome – tied to referral.
  • User to view their individual referral record (not document) & access feedback
  • Integration with Trust CAD / NHSDW / 111 / NEPTS systems, as required
  • Integration with Active Directory (LDAP)
  • Future integration with ePCR system
  • Target system availability of 99.5% per annum

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Technical solution - Solution that meets the trust requirements
  • Approach and methodology - How the approach or solution meets user needs - How the approach or solution meets your organisation's policy or goal
  • Timescales - Ability to meet Trust timescales of 1 April 2019
  • Value for money
Cultural fit criteria
  • Work as a team with our organisation and other suppliers
  • Take responsibility for their work
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

55%

Cultural fit

5%

Price

40%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Has a budget range been identified for this opportunity? No fixed budget but estimated at circa £16k per annum
2. Have you done any previous work on this? Trust staff have visited a number of other Ambulance trusts to see their safeguarding referal processes. Attempts have been made to build a system internally with current ICT tool but this has not provided a robust solution that meets user requirements
3. Do you really mean £16k per year? Yes £16k per year excluding VAT
4. What budget have you set aside for development please? Trust has limited budget for bespoke development and would see this included in any implementation costs.
5. What budget has been set aside for the implementation phase? No fixed budget but estimated at no more than £8k
6. Hi, we provide the kind of service to CAMHS services in England on a 24x7 basis. We would struggle to provide the level of service you require and to deliver within acceptable risk levels for the £16k+VAT. Can you confirm if the £16k + VAT budget is all that's available? Budget seems at odds to what we are reading in the requirements The Trust estimated its budget and would consider a bid outside of this budget from supplier whilst recognising the competitive aspect of this procurement
7. Management interface that allows secure access for approved users Is this the interface used by the WAST Safeguarding team to view/re-process referrals? Yes your understanding is correct, it is to provide the Safeguarding management team with access and oversight of all referrals
8. Do you expect a compliant safeguarding referral system to be provided ie designed, built, implement device software and web services, integrate with 3rd party systems, include a reporting database, provide training and support 24/7 for £16k per year? The Trust is looking for a variation to an exiting system as opposed to a bespoke development to support its referral process via e-forms. The budget for annual support is circa £16k with implementation budget is circa £8k but these are just estimates. The Trust would consider bids outside of these budgets whilst recognising the competitive aspects of this procurement.
9. Is the WAST target operating model defined and agreed to support the business and usual activities to be supported by this toolset? The Trust referral process is defined and the ICT support model is agreed where the Trust ICT department will undertake first line support following handover from the successful supplier.
10. Is the WAST target operating model defined and agreed to support the business and usual activities to be supported by this toolset? The Trust referral process is defined and the ICT support model is agreed where the Trust ICT department will undertake first line support following handover from the successful supplier.
11. Does the system need to be in English and Welsh as per Welsh Government's previous Directives ? The Trust initial requirement is for the whole system to be in English and may require elements of the system to be available in Welsh in the future