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Procurement details: RM1043.8-1-The Dudley Group NHS Foundation Trust - Master Data Management Services using our Semarchy Tool to develop an IT Asset Management solution

2

Applications submitted

£45000

Indicative Budget

Potentially in scope

Off-payroll status

17 March 2023

Application Closing Date

1. Context and requirements

About adding context and requirements: test
Pre-market engagement: None.
Work done so far: DGFT have invested in a master data management (MDM) platform from Semarchy. This platform is installed and various data sources have been ingested to drive better patient and staff outcomes for other use cases for employees and patients. "
Which phase the project is in: Discovery
Existing team: DGFT has an Analytics and Insight (Informatics) Team that would direct the preferred supplier to deliver the solution with input from IT Operations and IT Governance and Cyber Security as product owners. The Informatics Team also has an MDM apprentice who would work in tandem with delivery of the use case and therefore knowledge transfer to this person on MDM processes will be an important part of the desired outcome.
Address where the work will be done: Remote.
Working arrangements: Remote
Provide more information about your security requirements: No security clearance needed
Latest start date: 2023-03-27
Enter the expected contract length: 3 months
Extension period: 1 month and 15 days
Write the term or acronym: DGFT
Write the term or acronym: IT
Write the term or acronym: MDM
Write the term or acronym: Semarchy
Explain the term or acronym: Dudley Group NHS Foundation Trust
Explain the term or acronym: Information Technology
Explain the term or acronym: Master Data Management
Explain the term or acronym: DGFT Licenced MDM tool
Are you prepared to show your budget details?: Yes
Indicative maximum: 45000
Indicative minimum
Confirm if you require a contracted out service or supply of resource: Supply of resource: the off-payroll rules may apply
Summary of work: Provide an IT Asset Management Data Product by linking data sources from various systems using our existing licenced and installed master data management platform (from partner, Semarchy) to obtain better insight into DGFT's IT Assets between the time of configuration and decommission. Dudley Group Foundation Trust (DGFT) is looking to develop an holistic IT Asset Management solution using our master data management (MDM) system (Semarchy). The Semarchy MDM platform is currently provisioned on-premise and has been used to develop a number of other unrelated data products. DGFT would like to have greater insight into what devices are used, when, where and by whom across the full lifecycle from procurement to disposal. This will include patterns associated with usage. Therefore DGFT would like a supplier to develop an IT Asset Management Data Product by linking data sources from various systems using our existing licenced and installed master data management platform (from partner, Semarchy) that will allow DGFT to obtain better insight into DGFT's IT Assets between the time of configuration and decommission. This will support our IT operational processes to ensure we have an accurate single view of our IT assets to improve financial planning, productivity, cyber posture and audit / governance processes. The following is a list of requirements: 1) Business Analysis - Analyse the accessible data sources for inclusion in the data product. Current expected data sources include: - IT Asset Management - Directory Service - Network Control Solution - IT Service Management software - Patient Administration System - Electronic Patient Record - Radio Frequency Identification 2) Data Modelling; - Produce proposed data model for data product 3) Develop and make live an IT asset management data product on our Semarchy master data management platform 4) Coaching and knowledge transfer to our in-house team on the Semarchy solution and data product"
Where the supplied staff will work: No specific location (for example they can work remotely)
Who the organisation using the products or services is: Dudley Group NHS Foundation Trust
Why the work is being done: Improve financial planning, productivity, cyber posture and audit / governance processes .
The business problem you need to solve: Optimise secure utilisation of IT assets
First user type: Various as detailed
Enter more details about this user type: IT Operations IT Governance and Cyber Security IT Strategy and Design

2. Assessment Criteria
Select your pricing model: Capped time and materials
Additional assessment methods: None
Describe the question and answer session: Written Response - Scoring as detailed in individual questions.
Create your scoring criteria: 3
How many suppliers to evaluate: 3
Technical competence: 60
Cultural fit: 10
Social value: 10
Price: 20
Essential skills and experience: 0
Nice-to-have skills and experience (optional): 0
Technical questions: 100
Describe the essential skill or experience:: Organisation is Semarchy partnership status (Pass/Fail)
Enter a weighting for this skill or experience in whole numbers, for example 30: 50
Describe the essential skill or experience:: Semarchy certified individuals and/or trained on the Semarchy platform (Pass/Fail)
Enter a weighting for this skill or experience in whole numbers, for example 30: 50
Describe the nice-to-have skill or experience:
Enter a weighting for this skill or experience in whole numbers, for example 30
Explain the technical question:: Can you provide confirmation you have a minimum of ‘standards met’ on NHS Data Security and Protection (DSP) Toolkit? (Pass/Fail); Supplier must achieve 1% to 'Pass', if not then 'Fail'
Enter a weighting for this technical question in whole numbers, for example 30: 1
Explain the technical question:: Can you meet the Dudley timescales; start week commencing 27th March 2023 and complete by end June 2023 (Pass/Fail)
Enter a weighting for this technical question in whole numbers, for example 30: 1
Explain the technical question:: Demonstration of a well thought out specific methodology to address the brief (10% of the 60% Technical Score Available) 0 - no response 1 - limited detail, generic project plan 2 - some detail in plan but relatively high level, may have some inconsistencies 3 - detailed plan demonstrating clear understanding of dependencies and knowledge of local dynamics, to include engagement with local Dudley team where required
Enter a weighting for this technical question in whole numbers, for example 30: 10
Explain the technical question:: Please describe the roles within the team and provide associated individual profiles for these roles within the team that will deliver the IT asset management data solution on the Semarchy master data management platform (33% of the 60% Technical Score Available): 0 - no response 1 - limited detail and credentials 2 - named team with some relevant credentials, may have some inexperienced individuals 3 - named, deeply credentialed team with demonstratable past experience undertaking projects of a similar nature
Enter a weighting for this technical question in whole numbers, for example 30: 33
Explain the technical question:: Please confirm if you are a certified/accredited ISO 27001-Security? Please attach proof of certification/accreditation (15% of the 60% Technical Score Available). 0 - Suppliers not certified/accredited 1 - Suppliers who can demonstrate they are working towards 2 - Not Used 3 - Suppliers who are certified/accredited
Enter a weighting for this technical question in whole numbers, for example 30: 15
Explain the technical question:: Please demonstrate how DGFT would obtain a fully productionised MDM IT Assets data solution to optimise secure utilisation of IT assets and be 'self-sufficient' in ongoing maintenance of the solution. Your response should also note any Trust staff input required throughout the duration of the project; noted as staffing roles/personnel. (25% of the 60% Technical Score Available) 0 - no response 1 - limited detail 2 - detailed request but not clear that supplier has made it specific to the requirements with clear demonstration of Trust staff potential input 3 - request list demonstrates clear understanding of the project requirement and Trust staff potential input and effort involved
Enter a weighting for this technical question in whole numbers, for example 30: 25
Explain the technical question:: Supplier has previous experience of delivering data products by linking and mastering data sources on the Semarchy master data management platform (15% of the 60% Technical Score Available) 0 - Unable to demonstrate previous experience 1 - Private sector experience only (with case study) provided 2 - Public sector experience (with case study) provided 3 - Multiple Public sector organisations supported and demonstrated, with NHS client case study
Enter a weighting for this technical question in whole numbers, for example 30: 15
Your question: How will you take responsibility for the work, ensuring both the supplier and Dudley team are held to account for delivery? (50% of the 10% Cultural Scoring Available). Response to include how difficult conversations (if/where required) will be managed in a pragmatic and sensitive manner to ensure no conflict. 0 - No response 1 - Written explanation provided of 'how' will you take responsibility 2 - As per 1, example reporting documents for use as part of process also advised available (samples beneficial) 3 - As per 2, acceptable response to how difficult conversations will be managed also included
Enter a weighting for this question: 50
Your question: How will you Champion the value of our work; e.g. 'Live and lead by example', teach and enforce the Dudley values as well as reward for staff working in line with the behaviours (50% of the 10% Cultural Scoring Available). A copy of the Trust values can be found by following the attached link - https://www.dgft.nhs.uk/about-us/our-vision-and-values/ 0 - No response 1 - Supplier shows basic understanding of the Trust values 2 - Supplier demonstrates understanding of values and how they will champion them with their team 3 - Supplier demonstrates understanding of values, how they will champion them with their team and reward good staff behaviour (to include how)
Enter a weighting for this question: 50
Explain the social value question: Dudley Group NHS foundation Trust wants a Partner who can add social value to Dudley as opposed to a being a supplier for one of our engagements, Dudley Group NHS foundation Trust wants to understand how your actions will enable this to take place (100% of the 10% Social Value Scoring Available) By way of example, would your organisation (to include how) be willing to support local staff education and/or local region apprenticeship schemes? 0 - No response 1 - Detail provided of how the organisation works towards social value 2 - As per 1, additional detail on how the tenderer could support local education and/or apprenticeship schemes 3 - As per 2, supplier also makes a firm commitment in their response to deliver value add as part of the contract award (and how)
Enter a weighting for this question: 100

3. Timeline
Publication of stage 1: March 3, 2023, 12:00 AM
Clarification period closes: March 9, 2023, 4:00 PM
Deadline for suppliers to submit their stage 1 responses: March 17, 2023, 4:00 PM

Clarification questions and responses

There are 2 questions and clarifications relating to this opportunity.

1. As a SME Specialist Digtal Data and Technology Recruiter we are not a Semarchy Partner, however many of our Contractors have worked with Semarchy Tool, who we can supply into the Trust for the purpose of developing an IT Asset Management solution. Would this allow us to tender or would we have to be Semarchy Partner.

Due to our limited knowledge of Semarchy, we require a Semarchy partner to gain assurance of best practice

Last Updated: 15 March 2023, 09:32

2. For each of the sources below, what is the state of data access. Specifically is access: Already available in the data warehouse, or some other such centralised storage? Directly available, with systematic connections currently in place and in use for data access? Not in use and state of access unknown? - IT Asset Management - Directory Service - Network Control Solution - IT Service Management software - Patient Administration System - Electronic Patient Record - Radio Frequency Identification.

PAS is the only listed data source currently within our warehouse / or other centralised storage.

Last Updated: 15 March 2023, 09:31

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