Invitation To Quote. Evaluation Services Date of issue August eahsn.org

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1 Invitation To Quote Evaluation Services Date of issue August 2018

2 About the Eastern Academic Health Science Network Galvanising people to advance health and wealth Eastern Academic Health Science Network is one of 15 Academic Health Science Networks (AHSNs) set up to spread innovation at pace and scale across the healthcare system in order to achieve the ultimate goals of both improving health and generating economic growth. We are the only bodies that connect all partners across sectors: NHS and academic organisations, local authorities, the third sector and industry. We are catalysts that work to create the right conditions to facilitate change across whole health and social care economies, improving outcomes for patients.

3 Introduction Invitation to tender for the provision of evaluation services for a project supported by the Eastern AHSN for the implementation of MedicBleep into West Suffolk NHS Foundation Trust (WSH). The Eastern AHSN is seeking a suitably qualified supplier to provide evaluation services for the full implementation of MedicBleep into WSH. The following table sets out the intended timetable for the submission of bids, their assessment and the conclusion of the contractual arrangements. Eastern AHSN will use its best endeavours to work to this timescale but reserves the right to vary the proposed process if necessary. Date Milestone 3 rd August 2018 ITT issued to known potential suppliers, posted to the Eastern AHSN website, twitter feed and added to the next Newsletter content 17 th August pm deadline for applications to be received 27 th August 2018 Scoring of applications conclude, applicants notified by , preferred supplier/s notified and due diligence begins 3 rd September 2018 Bidder clarification meetings (if required) 7 th September 2018 Due diligence concludes, preferred supplier identified and Eastern AHSN sign contract This document goes onto describe the lot available, the expected criteria suppliers should address in their bids, along with the timescale, methodology and process for submission, scoring and award. Questions regarding this lot can be directed to STPsupport@eahsn.org

4 Medic Bleep Implementation into West Suffolk NHS Foundation Trust Specification 1. About the Project Medic Bleep have secured a contract with WSH for the implementation of their communication system into the main hospital and link this to relevant community services. The aim of the project to evaluate the implementation of MedicBleep across all wards at WSH and the potential benefits that are likely to be achieved through the implementation of such technology. This should build on the initial two-week pilot work previously carried out, in which a time and motion study was completed. A Welch Two Sample t-test on distributions indicated a statistically significant (p < 0.05) reduction in task mean duration for TTO ( to take out medicines given to patient on discharge from hospital stay) and patient review categories. At 95% confidence intervals, Medic Bleep saved nurses 10 minutes per TTO and 11 minutes per patient review a saving of 21 minutes per shift and junior doctors 10 minutes per patient review a saving of 48 minutes per shift. It is expected that evaluation will be mixed methods with some quantitative and qualitative analysis of the impacts delivered. Eastern AHSN would like the evaluation team: a) to work with the key stakeholders for the project to support the creation of a logic model (or alternative methodology to determine project intentions and planned outcomes); b) identify the current evidence base for use of technology such as Medic Bleep; c) to help define the baseline metrics and support the WSH and Medic Bleep to obtain these; d) help to aggregate the quantitative data that supports or otherwise, the logic model hypothesis; and e) support the quantitative data through the provision of qualitative data through focus groups and/ or one to one interviews. Outcome measures will be determined by the logic model but may include measures as per the below: Quality Indicator Patient Safety Workforce impact Operational Efficiency Cost benefit analysis Replicability What are we looking to evaluate? What has been the impact on the quality of patient care? What has the impact been on patient safety metrics? What has the impact been on the workforce because of this project? What has the impact been on staff efficiency and wider operational efficiency What efficiencies have been realised or are likely to be realised and where have they been made as a result of implementing this project? What is the probability of this project being replicated elsewhere? And what are the challenges associated with such an implementation

5 2. About Medic Bleep Medic Bleep is a simple, secure and innovative patient focused solution to the communication challenges that healthcare professionals and the wider team in the NHS face while going about their everyday work. The one-way communication method of pagers is inefficient - the recipient is unaware who is bleeping, why, or the level of urgency. Work is interrupted, patient-facing time is wasted, prioritisation is difficult, and the evidence trail is limited. Medic Bleep is a communication app with tailored healthcare functionality that meets General Data Protection Regulation and NHS information governance standards. Features include: individual and group text and audio messaging audio calls image and file sharing patient information tab audit trail view when a message is sent, delivered and read view role, availability and on-call status of colleagues searchable organisation directory pin/fingerprint protected login mobile, tablet and computer access broadcast messaging business intelligence dashboard for trends and reporting 3. About West Suffolk Hospital NHS Trust West Suffolk NHS Foundation Trust (WSH) is a highly successful, award-winning trust providing hospital and community services to a population of around 280,000 people who live in west Suffolk. The acute hospital has 430-beds an emergency department, obstetrics, maternity and neonatal services, a day surgery unit, eye unit and children s wards and provides the full range of secondary care services. The trust s vision is to pursue quality and excellence for patients, putting their health and wellbeing first. A high performing trust, our most recent CQC results gave us an overall rating of outstanding, one of just seven general hospitals in England, and the only one in the Midlands and East region, to hold the accolade. We aim to be one of the safest and most joined-up healthcare systems in England, working in more integrated ways with those that provide health and social care in our community.

6 The trust is also supported by NHS England to become a Global Digital Exemplar site in the next two and half to three years. 2. Value An indicative budget of between 35,000-40,000 (excluding VAT and expenses) is available for this work. Precise funding agreements will be determined based on evaluation of the initial bid, and agreement of outcomes and deliverables. 3. Timetable Below is an outline timetable for this programme. Please note that exact dates will be dependent on the local projects chosen and their proposed timelines for delivery. Where amendments are made, it is expected that the total timeframe for this piece of work does not exceed 18 months. Date Milestone Project start 10 th September 2018 Evaluation criteria agreed 21 st September 2018 Baseline activity completed 01 st October 2018 Data collection methods finalised and in place 08 th October 2018 Progress report 31 st March 2019 Initial evaluation report 30 th July 2019 Final evaluation report 10 st September Assumptions Eastern AHSN, WSH and Medic Bleep will provide data into the project on time and members of the team will be available to answer questions. Local project teams will provide performance data into the project on time, working closely with the supplier. 5. Reporting During the project, the bidder will be required to report on the following areas: Spend to date against projected spend; Risk reporting; and, Progress reporting against anticipated milestones and key deliverables.

7 6. Deliverables expected No Major deliverable Description 1 Logic Model or equivalent A logic model developed with the WSH and Medic Bleep to define and clarify the inputs, activities, outputs and desired outcomes. 2 Evaluation criteria A document which outlines the agreed evaluation criteria by which the success of the Medic Bleep implementation will be measured. These should be based on the outcomes of the logic model and provide the Eastern AHSN, WSH and MedicBleep the metrics they desire 3 An initial evaluation report A draft report that outlines evaluation findings from the implementation of Medic Bleep into WSH. The report should provide some background information from the published and/or grey literature about similar implementation projects, and how the current project fits into this. It should also provide answers to the questions propose by the logic model. 4 A final evaluation report As above but ready for publication. The document will be available on the Eastern AHSN website so should be prepared with full references and in language that makes the report accessible to health and care professionals.

8 Evaluation Criteria You are required to respond to all of the quality criteria below using the response to tender form. 70% of the marks will be assigned against the quality criteria with the remaining 30% allocated against the financial proposal. Criteria Proposal Bidders should evidence their approach to delivering the services as set out in the ITQ; How they will deliver each element of the required deliverables; and, Bidders should evidence their experience and understanding of delivering the same or comparable service, as well as their understanding of the topic areas as appropriate. Project management and delivery Weighting 40% 20% Bidders should evidence their methodology for contract implementation and why this approach is effective based on experience. Your response must include: a detailed project plan demonstrating your ability to meet our mobilisation timescales. how you will meet our required service levels and any additional services. your proposals for maintaining quality and providing management and reporting information. Resources Provide an overview of key personnel, the quality and technical skills of the team members who you propose to undertake this contract is successful, providing assurance that these individuals have the necessary skills and availability to provide the service to a high standard. Full financial proposal for delivery of the services as set out in the ITT. Financial proposal should exclude expenses and VAT. 40% (10%) (30%)

9 Responses We invite interested bidders to submit their response describing how they would deliver the described requirements within the timeframe and cost envelope, using the response form provided. Bidders should also provide a completed pre-qualification questionnaire. Both forms can be found on our website Completed responses should be sent by to STPsupport@eahsn.org by noon on 17th August If you have any questions on the invitation document or the deliverables, please contact sarah.nolasco@eahsn.org by 14 th August We will circulate all questions raised (without disclosing the source of the enquiry) and all responses to all bidders unless it considers the information commercially sensitive. Our view on the issue of commercially sensitivity shall be final, the bidder raising the question will be asked to withdraw it if it does not agree with this assessment. We reserve the right to carry out clarifications if necessary; these may be carried out via or by inviting bidders to attend a clarification meeting. In order to ensure that both the Eastern AHSN and bidders resources are used appropriately, we will only invite up to three (the ultimate number will depend on the closeness of scores) highest scoring bidders to attend a clarification meeting, should a clarification meeting be required. Scores will be moderated based on any clarifications provided during this meeting. You are responsible for all your expenses when attending such meetings. Eastern AHSN reserves the right to vary all dates in this Invitation to quote, to terminate this procurement process and/or decide not to award a contract. eahsn.org Eastern Academic Health Science Network (Eastern AHSN) Unit C, Magog Court, Great Shelford, CB22 3AD Telephone: +44 (0) Company registration number: