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NHS National Services Scotland

Guidance for using the

Health Board Software Development Framework 2008

Table of Contents:

  1. Introduction
  1. Background of the Health Board DevelopmentFramework2008
  1. Definitions of the Two Routes to access Services on the contract
  1. Instructions for Mini-Tender competition
  1. Appendix 1 – Service ProviderContacts

1.0 Introduction

This document gives guidance for using the Health Board Software DevelopmentFramework 2008. It describes the background of the Framework, defines the two methods of using the contractand lists the Service Providerson the contract and their contact details. Instructions for running a Mini-Tender Process and theevaluation process to be followed are within this guidance.

All these details, Terms and Conditions, menu pricing rankingsand related documents to this Framework can be accessedby contacting Jim Binnie, NISG, Business Advisory Group on 0131 275 6059 or

NISG, Business Advisory Group can provide a comprehensive procurement service to any of the Health Boards able to use this framework contract. Please contact Jim Binnie, Procurement Advisor on 0131 275 6059 or if you require such assistance.

2.0 Background of the Health Board Software DevelopmentFramework 2008

The Common Services Agency (more commonly known as National Services Scotland) (“NSS”) undertook an OJEU procurement forSoftware Development Services on behalf of itself, the Scottish Government Health Department and all Health Boards (both regional and Special Health Boards) in NHS Scotland. Ten Service Providers were selected onto the multi-supplier Framework agreement.NSS established a multi-supplier framework on the basis of Terms and Conditions of the Framework Agreement which was signed by all ten Service Providersin August 2008.

Parties to the Framework Agreement can access services on the contract in one of two ways

  1. in the Invitation to Tender Service Providers were asked to provide day rates against specified IT service categories. Service Providers providing these day rates have been ranked for each of these categories based on the rate they have provided. Service Providers must be offered work as per the rankings in each category if using the Menu Category option. Business Advisory Group can provide the menu category rankings for each IT service category. Any work let in this way must only cover a single category.
  1. the day rates for these IT services will also form the basis when competitions forfixed-price packages of work are required by Participating Authorities. These services will be obtained through mini competitions and the process for undertaking mini competitions (“Mini Tender Process”) aredetailed in the Section 4 of this document and Schedule Part 2 to the Terms and Conditions of the Framework Agreement. Participating Authorities shall determine which Service Category(ies) are required for any particular project which they intend to undertake and any Service Providers in that Service Categorieswill be invited to bid pursuant to the Mini Tender Process.Typically, two or more categories from the Framework will require to be covered as part of the services required.

The Health Board Software Development Framework 2008 will run from August 2008 for four (4) years.

3.0 Definition of the Two Framework Service Delivery Routes

Service delivery

Services required under this Framework Agreement will be delivered in two ways:

  • Menu Call-Offs
  • Mini-tender Call-Offs

Menu Call-offs – overview

Under this arrangement, each Service Provider undertakes, if requested to do so by a Health Board, to provide specified Services to such Health Board on the basis of agreed Standard Service Charges.

Health Boards shall be entitled to call off Services on the basis of the Standard Service Charges. If they wish to do so they shall, in respect of each Project, prepare a Call-Off Agreement and submit it to a Service Provider, all as detailed in Clause 7 of the Framework Agreement.

Any call-off from the menu will be on the basis of the Standard Service Charges otherwise it shall be a mini-tender.If a Service Provider agrees to provide emergency support in a shorter timescale then this timeframe will apply when required for urgent work. If there is any uncertainty regarding whether a menu category covers the type of work you want, NISG’s advice would be to run a Mini-Tender which allows a Health Board to define specifically the requirement.

Menu call-offs will cover the following areas, using the development environment components and toolsets outlined in Invitation to Tender:

  • Bug-fixing and minor enhancements to existing systems
  • Software developments
  • Server management – installation, configuration, maintenance, trouble-shooting.
  • Graphic design of website user interfaces
  • Systems architecture design
  • Usability and accessibility analysis for websites and other online information systems
  • Testing
  • Project Management

Mini-tender call-offs – overview

For certain Projects requirements will be too complex and/or uncertain to allow for the Services to be provided on the basis of the Standard Service Charges. At the discretion of a Health Board, a Health Board may alternatively conduct a Mini Tender Process in respect of its requirements in relation to a particular Project or Projects.

If a Health Board elects to conduct a Mini Tender Process in respect of its requirements in relation to a particular Project or Projects it shall invite each Service Provider to submit a tender for the supply of the required Services. It is not mandatory for each Service Provider to submit a tender in respect of every Mini Tender Process for which it is invited.

Mini-tender call-offs will operate in the development environments outlined above and will require the same range of tools and skillsets as for the menu-based call-offs. In addition, Service Providers will be expected to provide evidence of experience and expertise in requirements gathering, systems analysis and production of technical specifications.

Service providers will be expected to document work when carrying out work under Mini-Tender call-offs as part of knowledge transfer which will allow the Client Organisations to reuse and further develop products in the future.

4.0 Instructions for Mini-Tender Competition

In the event that a Health Board wishes to run a Mini-Tender competition such Health Board may invite the Service Providers to bid to provide such Services.

In such circumstances the Health Board shall issue a mini tender pack to each of the Service Providers.

The mini tender pack shall reference the Framework Agreement and shall confirm Services delivered pursuant to a mini tender shall be delivered on the basis of the Call Off Agreement. The mini tender pack shall provide the following information to Service Providers:-

(a)The scope and extent of Services to be provided, including timescales and reporting requirements;

(b)The Service Levels and Service Deductions regime which will apply if necessary;

(c)Details of how the Health Board wishes pricing for provision of such Services to be presented (e.g. fixed price, milestones, day rates etc.);

(d)Timescales for submission of mini tenders;

(e)The mechanism and evaluation approach which will be applied by the Health Board to select the winning mini tender. This shall be based on consideration of the following:-

Award of mini-tender call-offs will be on the basis of the most economically advantageous bid, and will be based on a selection of the following criteria:

  • Price
  • Cost-effectiveness
  • Running costs
  • Technical merit
  • Functional and aesthetic characteristics of proposed solution.
  • Relevant technical skills and experience
  • After-sales support
  • Approach to partnership working
  • Understanding of purpose of the work
  • Technical assistance in transfer of knowledge to Client Organisation
  • Delivery schedule, including final delivery date and delivery on milestones within the Project

The Health Board shall select from the list above the criteria relevant to their project. The weighting of these criteria will be determined as appropriate for each individual mini-tender.

The mechanism and evaluation approach which will be applied by the Participating Authority to select the winning mini tender shall be outlined in the Mini-Tender Invitation to Tender documentation sent to each Service Provider as part of the mini-tender pack.

Following selection of a Service Provider pursuant to a Mini-Tender Competition such Service Providerand the relevant Participating Authority shall enter into a Call Off Contract pursuant to which the IT Services shall be delivered as described in the Terms and Conditions of the Framework Agreement.

The Health Board shall advise each Service Provider which submitted a tender in response to issue of the mini tender pack of the outcome of the Mini Tender Process, as soon as reasonably practicable after a decision in relation thereto has been made.Each unsuccessful Service Provider shall be informed by way of debrief the reasons they were unsuccessful and the relative merits of the winning Service Provider’s mini-tender.

Appendix 1 – The Service Providers

Computer Application Services Limited
Mercury House
HeriotWattResearchPark
Riccarton
Edinburgh
EH15 4AP / Storm ID Limited
13-15 Circus Lane
Edinburgh
EH3 6SU
Conscia Enterprise Systems Limited
280 St Vincent Street
Glasgow
G2 5RL / The Solution Works
Strathclyde Business Centre
20 Pottery Street
Greenock
PA152UH
Mastek (UK) Limited
Crown House
1A High Street
Theale
Reading
RG7 5AH / Tron Systems Limited
Tron House
Quarrywood Court,
Livingston,
EH54 6AX
Pulsion Technology Limited
5 Eagle Street
CraighallBusinessPark
Glasgow
G4 9XA / User Vision Limited
55 North Castle Street
Edinburgh
EH2 3QA
Sword Business Technology Solutions Limited
Academy House
AcademyPark
Gower Street
Glasgow
G51 1PR / SOPRA Group Limited
Middlesex House Medway
TechnologyPark Rutherford Close
Stevenage
Hertfordshire
SG1 2EF

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