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Procurement details

Procurement details: HSSIB Investigations Management System

26

Applications submitted

Not specified

Indicative Budget

Outside scope

Off-payroll status

11 August 2025

Application Closing Date

1. Context and requirements

Pre-market engagement: HSSIB issued a RFI via the DOS6 framework. The results of which confirmed that the project goals, budget and timeframe are achievable.
Work done so far: To date, HSSIB have drawn up the requirements for the new Investigations Management System prior to commencing the procurement process.
Which phase the project is in: Discovery
Existing team: HSSIB has formed a working group to oversee the procurement and implementation of the new Investigations Management System, this group is comprised of; Luke Paton, Project Manager Philippa Styles, Director of Investigations Scott Hislop, Deputy Director of Investigations Kathryn Whitehall, Deputy Director of Investigations Sarah Graham, Board, Governance and Records Manager Sam Dresti, Publications Manager Jonathan Back, Safety Insights Analyst Holly Mitchell, Digital Communications Manager The migration of the data from our current Investigations Management System will require collaboration between the new supplier, working group and current supplier.
Address where the work will be done: All HSSIB staff work remotely and, as such, this project will also be conducted remotely. Work will take place at the supplier's usual place of work.
Working arrangements: All HSSIB staff work remotely and, as such, this project will also be conducted remotely. Meetings will be virtual via MS Teams. When a face-to-face meeting is required, this can be accommodated but the expectation is it would be by exception rather than a regular occurrence. Any face-to face meetings would be at the supplier's premises or a mutual convenient location.
Provide more information about your security requirements: Baseline Personnel Security Standard (BPSS)
Latest start date: 2025-11-03
Enter the expected contract length: 6 months
Write the term or acronym: HSSIB - Health Services Safety Investigations Body
Are you prepared to show your budget details?: No
Provide further information: This project has a budget of up to £500,000 ex. VAT for configuration of MS Dynamics to fulfill the requirements outline. This budget does not need to include the licencing of MS Dynamics.
Confirm if you require a contracted out service or supply of resource: Contracted out service: the off-payroll rules do not apply
Summary of work: "As part of the 10 Year Health Plan, the Government recently announced the intention to transfer the functions of the Health Services Safety Investigations Body (HSSIB) to the Care Quality Commission (CQC) in the future, subject to parliamentary time and primary legislation. In the future, HSSIB will continue to operate as a dedicated and independent investigations function under the umbrella of the CQC." "HSSIB are seeking a partner to design and configure a secure, integrated, Microsoft Dynamics based investigations/case management system to support the delivery of their investigations and long-term strategic goals. The system should meet the specified requirements to support staff to create, collaborate, and manage their investigations, and all related data, effectively and efficiently in a single platform. It is expected the project will be delivered in 5, not necessarily linear, phases including; 1. Discovery and assessment of detailed requirements, including confirmation of case types, milestones, data fields and categories, user roles etc. It is currently anticipated there will be up to 10 investigation types, each containing up to 100 independent data fields (variety of types; date, text, category), and that each case type could have up to 12 'milestones' to progress through. 2. Configuration of MS Dynamics to meet the scoped requirements. The licencing of MS Dynamics is outside of this project's scope and will be procured by the buyer as required. 3. Migration of data from our current case management system. Data format etc. to be determined. 4. User training and the provision of guidance documentation for the various user profiles. 5. User testing and issue resolution."
Where the supplied staff will work: No specific location (for example they can work remotely)
Why the work is being done: The Health Services Safety Investigations Body (HSSIB) is an independent arm’s length body (ALB), of the Department of Health and Social Care (DHSC). HSSIB operates within the legislation set out in the Health & Care Act 2022 and its purpose is to improve patient safety across healthcare, by carrying out expert investigations to determine the causes of serious systemic patient safety. HSSIB investigations do not apportion blame or liability and make safety recommendations, and share safety learning, to help improve patient safety. HSSIB core functions are to: • Conduct Investigations and produce reports that patients, families, carers and staff value, trust and respect. • Generate investigation findings and recommendations which drive action on the reduction and prevention of incident recurrence. • Act as an exemplar for good quality investigation across the NHS. • Share learning that can help healthcare staff improve patient safety in their own organisations. HSSIB has developed a curriculum based on our investigation principles and human factors expertise. This learning is shared across England to embed professional safety investigations in healthcare organisations. We have the opportunity to extend this training to the wider UK healthcare sector and globally. The investigations management system is a vital part of HSSIB's ability to fulfil this mission and it a key contract for the organisation. The launch of the new system should occur on or before 1st February 2026 to ensure the seamless continuation of HSSIB investigations.
The business problem you need to solve: "The day-to-day role of the system will be to be the central repository for all investigation related data from pre-launch to post-report activities. This will include the likes of the progress of each investigation along our investigation pathways, storing numerous data points, fields, associated notes and findings, managing case related documentation, including medical records, and the functionality to dashboard, report and collaborate internally and externally as necessary. The system will be required to store and organise information and operate as a collaborative platform to help all HSSIB staff to manage their work, this will include management of stakeholders and audit tracking. Currently these functions are spread between our existing investigation management system and other software, largely in our Microsoft Suite. The new system will need to tie these strands together to improve efficiency and encompass users needs in one system, integrated with our systems and MS software."
First user type: As an investigator, I need to be able to log case activities, such as phone calls, import emails and keep a journal updated with key decisions and events.
First user type: As a manager, I need to be able assign roles within the case and set involvements such as lead investigator, support investigator, lead analyst, support analyst etc., each with defined roles and permissions at a system and case level.
First user type: As a Safety Insights Analyst, I need to be able to export data in both csv and graph format to fulfil our internal and external reporting requirements. This could include reporting for any data field within the system against a variety of case pararmeters, ie, case type, date, referrer, milestone etc.
First user type: As the Publications Manager, I interact with case specific stakeholders on a case by case basis, I need to be able to input contact details for stakeholders and differentiate between thems through categorisation. e.g. referrer, subject matter expert, team member etc. to facilitate booking meetings and sharing documentation through integration with MS Outlook.
First user type: As an IG user, I need to be able run reports on the data that forms the criteria of the records management audits, the cases that have been audited and the results of the audit. Ths could include the likes of data types that have been uploaded to a case, user access records or case specific email traffic.
First user type: As an administrator, I need to be able to monitor and manage user access, roles and permissions, including creating new user accounts and deactivating old ones without loss of data or access to cases.

2. Assessment Criteria
Select your pricing model: Fixed price
Additional assessment methods: None
Create your scoring criteria: 3
How many suppliers to evaluate: 6
Technical competence: 45
Cultural fit: 5
Social value: 10
Price: 40
Essential skills and experience: 25
Technical questions: 75
Describe the essential skill or experience:: Demonstrate recent experience (within the last 3 years) of delivering and configuring a Microsoft Dynamics based case management system to a client's specification. Response could cover: • Brief summary of the project and the suppliers role. • Outcome of the project. • Methodology for delivery and configuration.
Enter a weighting for this skill or experience in whole numbers, for example 30: 20
Describe the essential skill or experience:: Demonstrate recent experience (within the last 3 years) of delivering a Microsoft Dynamics based case management system that integrated with the client's Microsoft suite. Response could cover: • Brief summary of the processes implemented and applications integrated. • Summary of the clients involvement in configuration. • Feedback from users and the overall success of the design.
Enter a weighting for this skill or experience in whole numbers, for example 30: 20
Describe the essential skill or experience:: Outline your experience in migrating and configuring data from a legacy case management system into a Microsoft Dynamics based case management system. Response could cover: • Brief summary of the approach adopted. • Steps taken during the migration process. • Challenges encountered and how they were addressed. • Outcome of the migration and benefits realized by the client.
Enter a weighting for this skill or experience in whole numbers, for example 30: 20
Describe the essential skill or experience:: Demonstrate recent experience (within last 3 years) of meeting the security requirements of a client in developing a Microsoft Dynamics case management system, within a cloud environment, including file management functions. Response could cover: • Brief summary of the processes and features implemented. • Tools and technologies used. • Summary of the client’s involvement in configuration.
Enter a weighting for this skill or experience in whole numbers, for example 30: 20
Describe the essential skill or experience:: Can you provide examples of how a Microsoft Dynamics based case management system could meet accessibility standards and inclusivity for users with diverse needs? Response could cover: • The accessibility options that could be utilised. • Any testing with assistive technologies. • How any user training may be adjusted.
Enter a weighting for this skill or experience in whole numbers, for example 30: 20
Explain the technical question:: Demonstrate recent experience (within the last 3 years) of implementing dashboards and data visualization tools within a Microsoft Dynamics based case management system. Response could cover: • Summary of the project and the supplier’s role. • Technologies and methodologies used. • Outcome of the project and impact on the client's business operations.
Enter a weighting for this technical question in whole numbers, for example 30: 15
Explain the technical question:: Describe your recent experience (within the last 3 years) in providing training and transferring knowledge to a client team as part of a project delivery. Response could cover: • Nature of the training activities. • Methods and tools used for effective training. Client feedback and the impact on their team's capabilities.
Enter a weighting for this technical question in whole numbers, for example 30: 15
Explain the technical question:: Describe your approach, provision and process for providing user support and guidance during the launch and lifecycle of a case management system. Response could cover: • How requests for support are dealt with and escalated. • Technologies used • Changes • Helpdesk response times / availability • Levels of support
Enter a weighting for this technical question in whole numbers, for example 30: 15
Explain the technical question:: Demonstrate how the system's resilience and how it can support business continuity for both the supplier and client. Response could cover; • Brief outline of the supplier's business continuity plans and resilience within the market. • Methods employed to keep project data secure and projects on track.
Enter a weighting for this technical question in whole numbers, for example 30: 10
Explain the technical question:: Demonstrate how a Microsoft Dynamics based system could be used to manage and support interaction with stakeholders and clients. Response could cover; • Brief summary of the functionality used to manage stakeholders. • The ways in which the system can integrate with the MS apps to support stakeholder management • Any feedback from users on this functionality.
Enter a weighting for this technical question in whole numbers, for example 30: 15
Explain the technical question:: Demonstrate how a Microsoft Dynamics based case management system could be iteratively developed to support changes in the case process over time. Response could cover; • An example of an occasion you have implemented a change to the system following a client request
Enter a weighting for this technical question in whole numbers, for example 30: 15
Explain the technical question:: Demonstrate your ability to meet the project deadlines and proposed launch date of the system. Response could cover; • A high-level delivery plan/roadmap • How configuration and launch is project managed • Risks and issues associated with the delivery timescales • An example of a project completed to a tight timescale
Enter a weighting for this technical question in whole numbers, for example 30: 15
Your question: Demonstrate recent experience (within the last 3 years) of working collaboratively with a client of a comparable size to HSSIB (50 headcount).
Enter a weighting for this question: 50
Your question: Please outline any added value benefits offered by your organisation in addition to delivering and fulfilling customer assignments. Response could cover: • Any systems or technology you offer that could be utilised by HSSIB. • Additional support you could offer HSSIB. • Benchmarking of contract services standards, rates and indicators. • Customer process improvement and implementation.
Enter a weighting for this question: 50
Explain the social value question: MAC 6.1: Demonstrate action to identify and tackle inequality in employment, skills and pay in the contract workforce. Activities that demonstrate and describe the tenderer’s existing or planned: ● Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the tenderer’s own organisation and those of its key sub-contractors. ● Measures to tackle inequality in employment, skills and pay in the contract workforce. Illustrative examples: ○ Inclusive and accessible recruitment practices, and retention-focussed activities. ○ Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships. ○ Working conditions which promote an inclusive working environment and promote retention and progression. ○ Demonstrating how working conditions promote an inclusive working environment and promote retention and progression. ○ A time-bound action plan informed by monitoring to ensure employers have a workforce that proportionately reflects the diversity of the communities in which they operate, at every level. ○ Including multiple women, or others with protected characteristics, in shortlists for recruitment and promotions. ○ Using skill-based assessment tasks in recruitment. ○ Using structured interviews for recruitment and promotions. ○ Introducing transparency to promotion, pay and reward processes. ○ Positive action schemes in place to address under-representation in certain pay grades. ○ Jobs at all levels open to flexible working from day one for all workers. ○ Collection and publication of retention rates, e.g. for pregnant women and new mothers, or for others with protected characteristics. ○ Regular equal pay audits conducted.
Enter a weighting for this question: 50
Explain the social value question: MAC 7.1: Demonstrate action to support health and wellbeing, including physical and mental health, in the contract workforce. Activities that demonstrate and describe the tenderer’s existing or planned: ● Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce. ● Inclusive and accessible recruitment practices, development practices and retention-focussed activities including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition. ● Actions to invest in the physical and mental health9 and wellbeing of the contract workforce. Illustrative examples: ○ implementing the 6 standards in the Mental Health at Work commitment and, where appropriate, the mental health enhanced standards for companies with more than 500 employees in Thriving at Work with respect to the contract workforce, not just ‘following the recommendations’. ○ public reporting by the tenderer and its supply chain on the health and wellbeing of staff comprising the contract workforce, following the recommendations in the Voluntary Reporting Framework. ○ engagement plans to engage the contract workforce in deciding the most important issues to address. ● Methods to measure staff engagement over time and adapt to any changes in the results. ● Processes for acting on issues identified.
Enter a weighting for this question: 50

3. Timeline
Publication of stage 1: July 28, 2025, 4:41 PM
Clarification period closes: August 1, 2025, 4:15 PM
Deadline for suppliers to submit their stage 1 responses: August 11, 2025, 11:15 AM

Clarification questions and responses

There are no questions and clarifications relating to this opportunity.

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