Scottish Healthcare Supplies

NHS EDUCATION FOR SCOTLAND

INVITATION TO SUBMIT A COMPETITIVE WRITTEN QUOTATION

Quality Improvement Hub Website: Phase 2 Development

CWQ PACK, 20th January 2012 NHS EDUCATION FOR SCOTLAND

COMPETITIVE WRITTEN QUOTATION

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This Competitive Written Quotation (CWQ) Pack contains detailed instructions concerning the submission to be made by parties interested in submitting a competitive written quotation for this project, and details of the criteria that will be used in selecting the successful bidder.

The document consists of four parts:

Part 1: Submission Instructions

Part 2: Specification

Part 3: Evaluation Criteria

Part 4: Format for Response & Equality Questionnaire

CWQs should be submitted in accordance with the instructions detailed within this document. NES will not consider any other form of bid. Any received bids which do not contain all of the requested information may be rejected at NES’ discretion.

Produced by: NES Procurement Department [email protected]

PART 1: SUBMISSION INSTRUCTIONS

1. NHS EDUCATION FOR SCOTLAND (NES) OVERVIEW The NHS Education for Scotland (NES) is a Special Health Board, responsible for supporting NHS services to the people of Scotland through the development and delivery of education and training for all NHSScotland staff.

• everything we do is based on eight fundamental principles: • be open, listen and learn; • work together with others to benefit patients; • look ahead and be creative; • always aim for quality and excellence; • promote equality and value diversity; • understand and respond quickly and confidently; • work to a clear common cause; and • give people power and lead by example

Our vision is “Quality Education for a Healthier Scotland”. Our mission is to provide educational solutions that support excellence in healthcare for the people of Scotland. Headquartered in Edinburgh, NES is a national organisation with regional offices in Edinburgh, Glasgow, Aberdeen, Dundee and Inverness. We have a staff complement of around 700. Additional information on NES’s role is available from our website: www.nes.scot.nhs.uk.

2. SUBMISSION INSTRUCTIONS This Invitation to Submit a Competitive Written Quotation (CWQ) contains details of NES’ background, objectives, detailed instructions concerning the submission to be made by interested parties, and details of the criteria that will be used in selecting the successful bidder. This CWQ pack is accompanied by a detailed specification and core information which must be included in the Response.

2.1 Completion of CWQ • It is the responsibility of bidders to ensure that they have read and understood all documentation included in the package. • Bidders are responsible for ensuring that they have completed the quotation fully and accurately and that prices quoted are arithmetically correct for the units stated. Any corrections/amendments made by the bidder should be initialed by them. Amendments to the quotation will not be permitted after submission, unless requested by NES. • All costs, including travel and associated costs, incurred in relation to this bid are to be borne by the Bidder. • CWQs must be submitted on the basis called for in this document. Additional alternative offers may be considered and should be submitted separately clearly stating which item(s) in the schedule they are offered against or in addition to. • Full details or specification of any items of equipment included in the bid should be provided together with any brochures/product literature. • NES does not undertake to accept the lowest or any offer. Each item in the schedule will be treated separately except as indicated and NES may decide to share awards for any item between several suppliers.

• Facsimile copies will not be accepted. An electronic version may be submitted as back up for the paper copies and should be sent to [email protected]. Both electronic and paper versions must be received by the deadline below, the paper copy will be used in the evaluation process. • A Lead Officer should be identified for the bid and details specified in the submission. • All correspondence must be in English.

2.2 Process for Questions/Clarifications This CWQ process should be viewed as a confidential activity. As such, we ask that you treat NES’ data and this CWQ with full confidentiality. All questions regarding this material should be directed to:

Lynn Caldwell Knowledge Services Group NHS Education for Scotland Clifton House One Clifton Place Glasgow G3 7LD

Please reference CWQ: Quality Improvement Hub Website: Phase 2 Development in all correspondence.

Please do not provide any proprietary information in your questions

In the interests of fairness, all questions and answers will be shared with all Bidders. NES will post a list of questions and answers in response to any queries received on our website at www.nes.scot.nhs.uk/about-us/tenders.aspx and if advertised through it, on Public Contracts Scotland. In order to facilitate this process, please submit questions by 27th January 2012. Responses will be posted on 31st January 2012.

Any contact made directly with any other employee of NES regarding this CWQ is a violation of the terms of the CWQ response criteria and may be cause for disqualifying a Bidder at the sole discretion of the contract manager.

2.3 Proposal Deadline In order to allow appropriate time for analysis, selection, implementation, and communication of the selected Bidders, your cooperation is requested in meeting all of the specified deadlines. It is our intention to respond to all reasonable requests for additional information and to reasonably cooperate with Bidders in the development of their quotation.

Therefore, it is imperative to submit your quotation by 13:00 on 6th February 2012. NES may reject any bid which is late and does not fully comply with the stipulated requirements unless the Bidder can prove that the bid was dispatched in sufficient time to meet the specified deadline.

2.4 Timetable NES intends to follow the schedule below in performing the evaluation and supplier selection process. The timetable below identifies the indicative dates:

Activity Indicative Timescales CWQ issued: 20th January 2012 Questions to be submitted by: 27th January 2012 Question responses from NES by: 31st January 2012 CWQs returned to NES by: 13:00, 6th February 2012 CWQ evaluation by NES Panel: w/b 6th February 2012 Notification of Award: w/b 6th February 2012

NES will notify Bidders whether or not they have been successful. The above dates are subject to change at NES’ discretion.

2.5 Collusion Bidders must not submit an offer in collusion with any other person, company or body, which may have the effect of distorting or increasing the cost of the goods or service provided under the contract.

If in the opinion of NES a bid is submitted on that basis, the bid may be rejected.

2.6 Marketing All marketing or similar activities by the Bidder associated with the bid must cease upon submission of the bid and only resume following notification from NES of the outcome of the CWQ process.

2.7 Confidentiality Any material of a confidential nature submitted by a bidder should be clearly marked. NES will respect the confidentiality of material provided. Similarly, all material provided by NES in relation to this CWQ must be regarded as confidential.

2.8 Inducements NES has a strong belief in propriety and ethics. A Bidder attempting to offer an inducement to any member of staff is likely to be excluded from the CWQ process.

2.9 Offer The offer must be open for acceptance for a period of 90 days, from the date for last receipt of CWQs.

2.10 Prices

Prices and rates quoted within the CWQ should be on a fixed basis for the contract period and must be in Pounds Sterling, exclusive of Value Added Tax. Prices should remain fixed for ninety days from the CWQ close date.

2.11 Agreement Implementation The successful Bidder will be required to enter into a formal contract with NES, under NES’s Terms & Conditions. The final contract will be subject to Scot’s law. NES’s Standard terms and conditions are available from www.nes.scot.nhs.uk/about- us/tenders/templates.aspx

2.12 Delivery of Responses Three copies of the quotation and supporting information must be submitted, together with a covering letter signed by an authorised representative of the Bidder to the address listed below:

Lynn Caldwell Knowledge Services Group NHS Education for Scotland Clifton House One Clifton Place Glasgow G3 7LD

in a plain sealed envelope which should not bear any name or mark indicating the sender, bearing the letters “CWQ” followed by the subject to which it relates, to arrive not later than 13:00 on 6th February 2012.

Bidders are advised to submit CWQs by registered mail, recorded delivery or by hand. Regardless of method chosen, delivery shall be entirely at the bidders’ risk.

It is important that the numbering scheme set out in this CWQ is followed. In addition, please ensure each page of the quotation is numbered in sequence and includes your company name and logo.

3. WITHDRAWAL OF COMPETITIVE WRITTEN QUOTATIONS CWQs may be withdrawn at any time before the award of Contract, providing such intention is expressed in writing to the relevant Officer within NES.

4. COMPETITIVE WRITTEN QUOTATION OPENING CWQs will be securely stored and remain unopened until the closing date specified within this document. Emailed tenders will be stored in a restricted access, secure mailbox and remain unopened until the closing date specified within this document.

CWQs will be opened at the above address, in the presence of authorised officers, as soon as possible after the CWQ submission closing date.

PART 2: COMPETITIVE WRITTEN QUOTATION SPECIFICATION

SPECIFICATION

1. TITLE

Quality Improvement Hub Website: Phase 2 Development

2. CONTEXT

This document invites contractors to submit a Competitive Written Quotation for the Phase 2 development of the Quality Improvement Hub website (http://www.qihub.scot.nhs.uk) as detailed below.

The Quality Improvement Hub is a key enabler to support NHS Boards in delivering the ambitions of the Healthcare Quality Strategy. It is a national collaboration among Healthcare Improvement Scotland (HIS), NHS Education for Scotland (NES), NHS National Services Scotland (NSS) including the Information Services Division (ISD), NHS Health Scotland, and the Scottish Government Quality and Efficiency Support Team (QuEST). Each partner offers a unique contribution to the Hub, and the collaborative approach aims to ensure that their distinct skills are leveraged to maximum effect.

The Hub provides a co-ordinated national resource for quality improvement to healthcare teams and organisations through four workstreams:

 Implementation support that is flexible and responsive;  Education and learning opportunities that are accessible and relevant;  Measurement for quality improvement that is meaningful; and  Facilitation of quality improvement networks for NHS staff.

NES’s support for the Hub currently includes:

 Delivery of the Hub website (http://www.qihub.scot.nhs.uk). This Beta-version of the website is an initial assembling of resources from the various Hub partners, rather than a finished product. It re-uses the content and search engine originally created for the Evidence into Practice website, and incorporates new sections to support the Hub’s four workstreams as outlined above.

 Production of the Quality Improvement Education/Curriculum Framework. This defines a learning journey and learning outcomes for Foundation, Practitioner and Lead roles in quality improvement. The current Hub website contains an initial learning resources area which maps learning resources, courses and tools to the Education Framework.

3. SERVICE TO BE PROVIDED

This section should be considered alongside the draft requirements specification and wireframes which accompanies this CWQ package and provides a more detailed specification of the service to be provided. Suppliers may wish to reference sections of the requirements specification within their submission.

The supplier will enhance the current QI Hub website by addressing the following requirements: a.) Enhancement of the site architecture and design, expanding and organising the quality improvement topics, tools, learning resources, evidence, knowledge management tools, case studies and other resources in order that offer practical support at different stages of the improvement journey. b.) Expanding the dedicated areas and collections of resources and tools to support the six dimensions of quality as defined in the Healthcare Quality Strategy: safe; effective; efficient; person-centred; equitable and timely. c.) Amendments to the designs for the Evidence into Practice and Health Improvement Evidence portals to make them more resonant with the design of the QI Hub.

For information purposes, and to make the picture complete, it is worth noting that there are two other pieces of work that connect to (but are not part of) this CWQ. These have already been awarded via two separate tenders.

 Production of new e-Learning resources and a richer map of online learning resources to support the education curriculum framework.

 Enriching the current Quality Improvement Networks area by creating a new “Networks and Collaboration” section. This will be an interactive communication and collaboration area which engages people in making fuller use of social media, social networking and telecommunication tools (e.g. WebEx) to support the exchange and dissemination of knowledge that helps to generate and spread improvement.

4. TECHNICAL REQUIREMENTS

The existing QI Hub website is an Umbraco website that integrates with NES KSG bespoke widget library to drag and drop the widgets for content, FAST Enterprise search platform for search needs and other existing authentication and security components. As part of this work it is envisaged the following technical tasks might be required:

1.Creation or modifications of new templates. 2.Creation or modifications of document types. 3.Creation of modifications of designs wherever appropriate and CSS changes. 4.Modifications to the existing search features. 5.Creation of SCORM player page within the website. This SCORM player page is a page with integration of a 3rd party javascript SCORM API that renders the SCORM package modules

menu and also plays the SCORM package in the context of the QI Hub website. This page takes a url of the SCORM package to be played which is hosted remotely in a eLearning modules repository on a NES server. The javascript API on the page will invoke the remote SCORM package and parses the manifest XML file to check if there are any subsections in the package to be rendered. If so the subsections should be rendered as a menu on the left hand side of the page and by default the package should be played from the start. The 3 rd javascript API has the functions to be called and only integration is required without writing any code from scratch.

However there might be other technical tasks that would be apparent during the business analysis phase. Any modifications to the QI Hub website should adhere to the technical standards described in The NES Knowledge Services Design and Development Framework document. Any deviation from this framework needs to be outlined and agreed with project team.

5. TASKS TO BE PERFORMED

The supplier will make appropriate enhancements to the QI Hub website. This will involve tasks incorporating the entire development lifecycle:

 Development of a Project Initiation Document (PID)  Requirements Analysis (note: a reasonable amount of analysis and user consultation has already been completed). This will include development of wireframes defining layout and functionality (as agreed during analysis)  Development of design concepts  Development of technical specification  Technical implementation  Systems Testing  Deployment  Handover of documentation and training (as agreed)

5. RESOURCE REQUIREMENTS

There is a maximum budget of £17,500 excluding VAT for this project.

6. MONITORING

Phase 2 development of the QI Hub website is being delivered on behalf of the QI Hub core group and will be monitored through the appropriate governance channels – see list of stakeholders in section 2 above. The project will be managed by a project team from NES Knowledge Services, who will provide the main points of contact for the supplier. The supplier will be expected to create and maintain a project plan within which key milestones will be identified. The supplier will report weekly to the project lead when progress against milestones will be monitored. Reporting may be by phone, email or in person as required.

7. TIMESCALES FOR COMPLETION OF OBJECTIVES

The starting point for the project is the briefing of the contractor by the Project Team to clarify the purpose, requirements and deliverables of the project. Following this meeting a Project Initiation Document (PID) including project plan should be produced by the supplier outlining the key milestones and agreed deliverables. The work needs to be completed by 31st March 2012.

8. REFERENCES FOR BACKGROUND READING

 Quality Improvement Hub Website - http://www.qihub.scot.nhs.uk/home.aspx  Evidence into Practice - http://www.evidenceintopractice.scot.nhs.uk/Default.aspx

PART 3: EVALUATION CRITERIA

SCORING CRITERIA AND EVALUATION

Proposals will be evaluated against each other in an objective manner. Each category of questions and all business requirements have been carefully determined by NES. The evaluation team will score each Bidder’s response using the criteria shown in the following table. Please note that they are not ranked in any particular order that would reflect degree of importance or weighting.

NES reserves the right to accept any CWQ, in whole or part, or to negotiate further with one or more Bidder. The Bidder(s) selected will be chosen on the basis of best value for money. This means suitable quality, delivery, level of risk and response to customer needs at best price. Any respondent who submits an incomplete response or who does not respond to this CWQ within the requested guidelines and formats may be eliminated.

SCORING: 0 Question not answered. No evidence provided 1 Significantly fails to meet requirements. Inadequate evidence provided 2 Fails to meet requirements in some respects. Limited evidence. 3 Meets requirements in some respects. Moderate evidence provided. 4 Meets requirements in full with good supporting evidence 5 Superior proposal exceeding required standards. Exceptional evidence

Fraction scores shall not be used.

Criteria Description

Experience and reputation in Proposal demonstrates evidence of previous work undertaken in the past 3 undertaking years relevant to this project including the names(s) of clients who can be similar work approached for comments. Testimonials may be provided where relevant. Adequate qualifications and The proposal contains details of the educational and professional qualifications, experience of the skills and experience relevant to this project of the person(s) who team would be responsible for providing the service. Understanding the purpose of the work, context and background The proposal clearly demonstrates understanding of the context of NES’s work and proposes a and of this particular requirement e.g. background or legislative requirements or methodology that divers. Proposal demonstrates that all the requirements of the specification meets all the have been addressed and understood and that the proposed methodology is requirements of appropriate and capable of successfully delivering the project. the tender specification The proposal provides details of the organisational structure of the Tenderer, as well as average annual manpower and number of managerial staff Organisational stability of the over the past 2 years. Any major organisational changes in the bidder organisation over the last 2 years are explained. Other evidence includes bank references; evidence of professional indemnity insurance; abridged financial accounts for the past 2 years Reasonable timetabled schedule of work to ensure dates The proposal provides a detailed timetable of events to ensure that deadlines requested are can be met and explicitly identifies any contingency. ready by due deadlines Risk Management and Quality The proposal provides evidence that the main risks involved with the project Assurance. Have have been identified and adequately addressed. Details of the main risks been bidder’s risk management and quality assurance methodology are identified and also outlined. adequately addressed? The proposal is competitively priced and represents good value in the context of the goods/services to be delivered over the life of the contract. Offers value for money Costs are clearly demonstrated and justified. Best value bids will demonstrate an appropriate combination of cost + quality. The proposal demonstrates compliance with relevant legislation. Where Equality & Diversity, appropriate, policies are in place for Equality and Diversity and Compliance with Health & Safety. Please note that, where appropriate, it is a legislation prerequisite that all NES suppliers are registered under the Data Protection Act. 06e0fe4a6fe76ff95ead3bb662b2e132.doc Page 17 of 21 NHS EDUCATION FOR SCOTLAND

PART 4: CWQ RESPONSE & EQUALITY QUESTIONNAIRE

1. PROPOSAL LAYOUT Bidders are invited to submit a response to this CWQ in the format detailed below. It is important that the standard numbering scheme laid out in this document is followed. In addition, please ensure that each page of your quotation is numbered in sequence and includes your company name and logo.

2. HEADINGS Your proposal should adopt the following format:

SECTION 1 BACKGROUND AND HISTORY OF ORGANISATION

SECTION 2 ORGANISATIONAL STRUCTURE

SECTION 3 EXPERIENCE IN UNDERTAKING SIMILAR WORK (REFERENCES)

SECTION 4 PROPOSED APPROACH TO SATISFY THE SPECIFICATION

SECTION 5 DETAILED TIMETABLE

SECTION 6 STAFFING TEAM TO BE INVOLVED IN DELIVERY

SECTION 7 QUALITY ASSURANCE PROCEDURES IDENTIFIED RISKS ASSOCIATED WITH THE PROJECT AND RISK SECTION 8 MANAGEMENT PROCESSES TO ADDRESS THEM SECTION 9 PRICE TO BE CHARGED INCLUDING FULL DETAILS OF COSTINGS

SECTION 10 FINANCIAL STANDING INCLUDING INSURANCE COVER

SECTION 11 COMPLIANCE WITH LEGISLATION (H&S, DPA*)

SECTION 12 E&D QUESTIONNAIRE

*nb, Where appropriate, NES requires that all contractors/suppliers be DPA registered. To check whether this is applicable for your organisation please refer to: http://www.ico.gov.uk/for_organisations.aspx

If you consider that DPA registration is not a requirement, please include a statement indicating why you believe this to be so.

3. EQUALITY AND DIVERSITY QUESTIONNAIRE NES will use your answer to the following questionnaire to evaluate how your organisation deals with equality, taking into account the scale of the proposed contract, the degree of relevance the contract has to NES’s duty to promote equality and the size and capacity of your organisation. NES are looking to ensure that suppliers do not discriminate unlawfully and are able to meet the quality standards of the contract.

Please answer every question fully, providing sufficient information to enable NES to make a fair and accurate assessment. A finding of unlawful discrimination against your organisation by an employment tribunal or court will not be taken as grounds for disqualification if it can evidenced that steps have been taken to prevent discrimination recurring, eg, by improving policies and practices.

Please supply evidence to support your answers to questions, evidence could include examples or copies of documents such as: • equal opportunities policy; • documents containing instructions to staff or outlining arrangements for advertisements, recruitment, selection, access to training and opportunities for promotion; • copies of recruitment advertisements; • extracts from staff handbooks or other materials that demonstrate your organisation’s commitment to equality.

More information about Equality & Diversity within NES is available on the NES website at: www.nes.scot.nhs.uk/about-us/equality-and-diversity.aspx

What is the size of your firm? Please state total number of: a) a) Partners or directors 1. b) Employees (including all full-time and part-time employees, apprentices, and other b) trainees): In the last three years, has any finding of unlawful discrimination on the grounds of age, disability, gender reassignment, marital or civil partnership status, pregnancy or 2. maternity, race, colour, religion or belief, sex or sexual orientation in the employment YES / NO field been made against your organisation by the employment tribunal, the employment appeal tribunal, or any court, or in comparable proceedings in any other jurisdiction? In the last three years, has any finding of unlawful discrimination in relation to non- 3. employment matters been made against your organisation by any UK court, or in YES / NO comparable proceedings in any other jurisdiction? In the last three years, has your organisation been the subject of formal investigation 4. by the Equality and Human Rights Commission (EHRC) on the grounds of alleged YES / NO unlawful discrimination or failure to comply with any relevant equality duties? If the answer to questions 3 or 4 is yes or, in relation to question 4, the EHRC made a finding adverse to your organisation, what steps have been taken as a result of that finding? 5.

In the last three years has any contract with your organisation been terminated on grounds of failure to comply with: 6. YES / NO a) Legislation prohibiting discrimination; or b) Contract conditions relating to equal opportunities in the provision of services? If the answer to question 6 a) or b) is yes, what steps have been taken as a result of that termination of contract? 7.

Briefly explain what steps have been taken to prevent discrimination and promote equality in your employment function and the delivery of your services. You may wish to refer to policies, procedures, staff training, working processes, abiding by codes of conduct, etc. as relevant to the size and function of your organisation. 8.

Please enclose a copy of your Equal Opportunities Policy/Equal Opportunities Statement.

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