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Procurement details: RM1043.8-1-The Dudley Group NHS Foundation Trust -Provision of Power BI Premium Service and Power BI Mobile Reporting

5

Applications submitted

£45000

Indicative Budget

Potentially in scope

Off-payroll status

17 March 2023

Application Closing Date

1. Context and requirements

Pre-market engagement: None
Work done so far: DGFT have migrated our two data warehouses to the Azure cloud. The Trust currently hosts a number of Power BI and SSRS reports in Power BI Server and Report Manager respectively. Both reporting platforms reside on-premise.
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, Governance and Cyber Security) and business users.
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
Special terms and conditions: None
Write the term or acronym: DGFT
Write the term or acronym: IT
Explain the term or acronym: Dudley Group NHS Foundation Trust
Explain the term or acronym: Information Technology
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: The Trust is looking to provision a reporting platform in Power BI Premium to host a number of reports to allow desktop and mobile reporting to end-users within the Trust and in the wider NHS. The Trust currently hosts a number of Power BI and SSRS reports in Power BI Server and Report Manager respectively. Both reporting platforms reside on-premise. The following is a list of requirements: 1) Assist in provisioning of the Power BI Premium Service platform - Liaise with the Microsoft Partner to obtain licenses and provision the Power BI Premium platform - Configure all aspects of the Power BI platform to allow for easy administration of content, user management, security - Configure and deploy the required resources within the existing Data Platform in Azure and On-premise, to allow the content deployed to Power BI Service to securely connect and transfer data from a variety of data sources in a timely manner - Advise which Azure Active Directory the Power BI Premium Service would be best suited to be deployed to (Trust’s AAD vs NHS AAD), taking into account the Trust’s accessibility and other systems integration requirements, and deploy the Power BI Premium platform implementing the agreed approach - Advise and implement the appropriate approach to arrange Workspaces and Apps to allow for easy development\testing of new content and to associate the existing content on-premise with Workspaces for end-user access - Advise on the best approach to the full development cycle of the content (Azure DevOps Pipelines, Power BI Automation Tools Extension, etc) and provide real-life examples within the Trust’s existing Azure DevOps Organization - Configure any other aspects of the Power BI Premium Service to ensure successful deployment of the platform in an enterprise setting - Provide training sessions to the Trust members, which cover the following areas: a) Power BI administration, maintenance, monitoring, troubleshooting b) Development and deployment of Power BI content (paginated reports, dashboards, datasets, dataflows) c) Version control of the Power BI content - Provide the documentation for the Platform 2) Deliver a number of Power BI mobile-friendly dashboards - Create a number of new, mobile-friendly dashboards based on existing dashboards, so that the information contained in them is clear and easy to read on mobile devices, taking into account all the principles of visual communication - Create report templates for both desktop and mobile reports for the Trust to reuse in the future developments, according to Trust’s specification - Create shared datasets for the mobile reports
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: Securely provision desktop and mobile reporting to end-users within the Trust and in the wider NHS
The business problem you need to solve: Access to Power BI reports from anywhere on any device at any time by provisioning, configuring secure role based access via active directory, full lifecycle development and testing of mobile friendly dashboards including template set-up for re-use and data modelling .
First user type: Staff detailed below
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: Not Applicable.
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: 01
Nice-to-have skills and experience (optional): 0
Technical questions: 99
Describe the essential skill or experience:: Supplier has previous experience of fully provisioning Power BI Premium Service and delivering Mobile Reporting (including the optimisation of existing code to make queries more efficient) as well as ensuring 'self-sufficiency' in ongoing maintenance of the solution. Supplier must achieve 100% to 'Pass', if not then 'Fail
Enter a weighting for this skill or experience in whole numbers, for example 30: 100
Describe the nice-to-have skill or experience:: A Single stage process will be undertaken within this Procurment, please complete and return 'Essential skills and experience', 'Technical questions', 'Cultural Fit' & 'Social Value' Questions. Price will also need to be responded to where appropriate. A document has been appended to this advert for completion, you can still also submit via the DOS 6 return template if you prefer.
Enter a weighting for this skill or experience in whole numbers, for example 30: 100
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:: Demonstration of a well thought out specific methodology to address the brief. (20% of the 60% Technical Score Available) This question is set to allow Dudley Group NHS Foundation Trust to understand how you will manage and govern the project. Some key considerations are likely to include: - Management framework methodology that includes understanding our existing and future capabilities - Project plan - Critical success factors 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
Enter a weighting for this technical question in whole numbers, for example 30: 20
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 provisioning of Power BI Premium Service and Power BI Mobile Reporting (29% of the 60% Technical Score Available) This question is set to allow Dudley Group NHS Foundation Trust to understand names of key people who will provide the service and evidence that they have the knowledge, skills and experience. 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: 29
Explain the technical question:: Please confirm if you are a certified/accredited Microsoft Cloud Service Provider. Please attach proof of certification/accreditation. (10% of the 60% Technical Score Available) This question is set to allow Dudley Group NHS Foundation Trust to understand if the organisation has been accredited and therefore has the skills to deliver the requirement 0 - Suppliers not certified/accredited will be scored 1 - Suppliers who do not directly hold this accreditation in house but a partner does (who is planned to support the requirement if successful) 2 - Not Used 3 - Suppliers who are certified/accredited will be scored
Enter a weighting for this technical question in whole numbers, for example 30: 10
Explain the technical question:: Please confirm if you are a certified/accredited Microsoft Gold in data related areas. Please attach proof of certification/accreditation (10% of the 60% Technical Score Available) This question is set to allow Dudley Group NHS Foundation Trust to understand if the organisation has been accredited and therefore has the skills to deliver the requirement 0 - Suppliers not certified/accredited will be scored 1 - Suppliers who do not directly hold this accreditation in house but a partner does (who is planned to support the requirement if successful) 2 -Not Used 3 - Suppliers who are certified/accredited will be scored
Enter a weighting for this technical question in whole numbers, for example 30: 10
Explain the technical question:: Please confirm if you are a certified/accredited ISO 27001-Security? Please attach proof of certification/accreditation (10% of the 60% Technical Score Available) Given the sensitive nature of asset data, evidence of adherence to appropriate cyber security standards 0 - Suppliers not certified/accredited will be scored 1 - Suppliers who can demonstrate they are working towards 2 - Not Used 3 - Suppliers who are certified/accredited will be scored
Enter a weighting for this technical question in whole numbers, for example 30: 10
Explain the technical question:: Please demonstrate how DGFT would obtain a fully provisioned Power BI Premium Service and Mobile Reporting for 20 existing key reports (including the optimisation of existing code to make queries more efficient) and ensure DGFT are 'self-sufficient' in ongoing maintenance of the solution. (20% of the 60% Technical Score Available) Your response should also note any Trust staff input required throughout the duration of the project; noted as staffing roles/personnel. This question is set to allow Dudley Group NHS Foundation Trust to understand your expertise in provisioning PowerBI, optimise existing reports before making them mobile ready and then ensure DGFT is self-sufficient to deliver future mobile reports 0 - no response 1 - limited detail 2 - detailed demonstration but not clear that supplier has made it specific to the requirements with clear demonstration of Trust staff potential input 3 - detailed demonstration that demonstrates clear understanding of the project requirement and how the outcomes will be achieved with summary of Trust staff potential input and effort involved.
Enter a weighting for this technical question in whole numbers, for example 30: 20
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
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
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 16 questions and clarifications relating to this opportunity.

1. It is exceptionally difficult to price the actual implementation without first performing a Discovery phase and analysing the existing reports. May suppliers submit estimated costings, based upon information within this pack, with this cost being validated via a Discovery phase?

Last Updated: 15 March 2023, 09:17

2. Please confirm what potential suppliers must respond to. It is usual with DOS to respond to the "Essential" and "Nice-To-Have" requirements with an example upto 750 characters following which shortlisting occurs. Under Nice-to-have is states that this is a single stage process. Therefore do you require potential suppliers to respond to all of the elements at this stage.

Yes, respond to all questions for a single stage process

Last Updated: 15 March 2023, 09:16

3. Please confirm what potential suppliers must respond to. It is usual with DOS to respond to the "Essential" and "Nice-To-Have" requirements with an example upto 750 characters following which shortlisting occurs. Under Nice-to-have is states that this is a single stage process. Therefore do you require potential suppliers to respond to all of the elements at this stage.

Yes, respond to all questions for a single stage process

Last Updated: 15 March 2023, 09:16

4. The current phase is listed as Discovery and the indicative budget is £45k. Please can you confirm if this is the budget for the Discovery phase only or the implementation as well ?

Budget includes full implementation of scope

Last Updated: 15 March 2023, 09:15

5. Are you able to provide an approximate list of these 20 reports and how many pages are contained within each one?

Mix of acute and community services, cyber, and digital, data and technology. Nu, of pages will be determined during final selection of 20 reports and how they would be best optimised for mobile."

Last Updated: 14 March 2023, 17:38

6. How many new Power BI reports are required to be built? Of these new Power BI reports to be built - how many will need to be optimised and have a mobile friendly UI/Layout? Question 7 in Technical Criteria ‘Please demonstrate how DGFT would obtain a fully provisioned Power BI Premium Service and Mobile Reporting for 20 existing key reports’ ¬– these reports would be migrated to the Premium capacity workspace(s) would all these 20 reports require mobile device optimisation or just a select few?

20 of which most already exist Of these new Power BI reports to be built - how many will need to be optimised and have a mobile friendly UI/Layout? All 20. Note that optimisation of existing code for these 20 dashboards to make queries more efficient is also specified. "these reports would be migrated to the Premium capacity workspace(s) would all these 20 reports require mobile device optimisation or just a select few? All 20. Note that optimisation of existing code for these 20 dashboards to make queries more efficient is also specified."

Last Updated: 14 March 2023, 17:37

7. What is the expected refresh schedule/rate of the above data sources in Power BI?

To be confirmed as part of implementation

Last Updated: 14 March 2023, 17:36

8. Where are the existing data sources (On premises/cloud/both)?

Both.

Last Updated: 14 March 2023, 17:35

9. How many Pro licenses will be required on top of the Premium subscription? (Pro licenses would be required for report authors/curators to publish new/amend Power BI Reports on the Premium capacity – at an additional monthly cost per user (beyond the monthly Premium subscription) What are the data sources currently used by Dudley Group? (Can you list or say how many) What are the data sizes of the datasets to be included?

Not needed for response.DGFT will cover costs of premium subscription.

Last Updated: 14 March 2023, 17:34

10. What is the monthly budget allocated by Dudley for a Premium subscription?

DGFT will cover costs of premium subscription

Last Updated: 14 March 2023, 17:32

11. Power BI Premium is based on a dedicated capacity nodes that differ in price by core/GB spec - Does Dudley know which SKU (stock keeping unit) of P1, P2, P3 they would like to utilise at this present time?

Not yet and not needed for response

Last Updated: 14 March 2023, 17:31

12. Will all these users be in internal? Or a mix of internal and some external to the Dudley Group?

Mix of internal and external

Last Updated: 14 March 2023, 17:26

13. What is the total number of expected users that will need access to Power BI Service?

Initial phase will be up to 250.

Last Updated: 14 March 2023, 17:24

14. Can we submit an additional document with further information on please?

Yes , as long as the documentations is supported a question/answer response.

Last Updated: 14 March 2023, 17:23

15. In the attachment 3, there is a nice to have section but there is no space allocated to answer this question within the spreadsheet. Can you advise if this needs to be completed at this stage? Additionally, it refers to pricing in this section but there is no question allocated to pricing in the spreadsheet, is this required at this stage or can we add this into the spreadsheet?

The nice to have section is for information only. We have informed you of the price cap ie the total budget which is £45k + VAT, Suppliers can submit a proposal in your own format. Please donot include any Terms or Conditions which would conflict with the framework.Bids will automatically be rejected if over stated budget.

Last Updated: 14 March 2023, 17:22

16. Can you please advise on the below clarification questions: Can you please advise if the only questions which are required to be filled out are the ones listed in the spreadsheet?

All questions are in the Techinical Spreadhseet which you need to fill on the portal.

Last Updated: 14 March 2023, 17:20

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