Evidence Hub Centres OJEU Tender

1. Evidence Hub CentresOJEU Tender Supplier Open Day, July 23rd 2010

2. Agenda • Introduction and objectives of the session • Brief introduction to NHS Evidence • The Specialist Collections service today • Drivers of change • Future Evidence Hub service • Tender scope and requirements • Q&A - Service requirements • Procurement process • Q&A – Procurement process

3. Objectives • Introduce the tender, scope and high level requirements • To help potential bidders understand whether and how to be involved going forward • Must recognise broad range of knowledge about the service in the room • Outline and explain the procurement process • PQQ timelines are short. You will need to submit the PQQ if you are to take part in the next steps of the process • Answer your questions, where we can at this point of the process • An opportunity for all bidders to meet • If you wish your contact details to be shared with other providers, please let Pete / Irene know

4. Agenda and Timing • Meet and greet with Tea / Coffee 10.00 – 10.30 • Clinical Hub Centre Tender Presentationincluding Q & A session 10.30 – 12.00 • Procurement Process Presentation including Q&A 12.00 – 12.30 • Individual and Group Discussions with Tea / Coffee 12.30 - 13.30

5. Clarity on the scope of the tender • The development of the new technology platform is not included in the scope of this tender • Activities of the Hub Centres will focus on the practical identification and appraisal of high quality and relevant evidence content • The technology solution to create records, add metadata and publish resources to users will be provided by NHS Evidence to the Hub Centres

6. Agenda • Introduction and objectives of the session • Brief introduction to NHS Evidence • The Specialist Collections service today • Drivers of change • Future Evidence Hub service • Tender scope and requirements • Q&A - Service requirements • Procurement process • Q&A – Procurement process

7. Vision • To be the service that health and social care staff rely on for up-to-date, relevant, high quality, evidence-based local and national information to inform decision making and deliver high quality care.

8. NHS Evidence • Key features: • NHS Evidence Search • Accredited sources of guidance • Personalisation - My Evidence • Browse QIPP and Specialist Collections • NHS Evidence Healthcare Databases Advanced Search via NHS Athens Resources

9. NHS Evidence Search • Search more than 150 key web sources simultaneously including: • Cochrane Library • Map of Medicine • British National Formulary • Clinical Knowledge Summaries • National Institute for Health and Clinical Excellence.

10. Use NHS Evidence Search for: • Commissioning • Clinical • Public health • Social care • Drugs and technologies • QIPP – Quality, Innovation, Productivity, Prevention

11. Agenda • Introduction and objectives of the session • Brief introduction to NHS Evidence • The Specialist Collections service today • Drivers of change • Future Evidence Hub service • Tender scope and requirements • Q&A - Service requirements • Procurement process • Q&A – Procurement process

12. The Specialist Collections service today • 30 collections of specialist evidence content, the ‘Specialist Collections’ • Links to recent, quality-assured clinical and non-clinical information on the key health priority areas • Information Specialists filter a huge quantity of published research for relevance, quality and the extent to which the new information has a bearing on clinical practice • Users can easily identify the latest guidelines and systematic reviews and can research an area of interest • Specialist Collections do not produce any content per se, except for the Evidence Updates (see later)

13. Clinical conditions • Cancer • Cardiovascular • Diabetes • ENT and audiology • Eyes and vision • Gastroenterology and liver diseases • Genetic conditions • Infections • Kidney diseases and male urogenital disorders • Mental health • Musculoskeletal • Neurological conditions • Oral health • Respiratory • Skin disorders • Stroke • Trauma and orthopaedics • Vascular • Patient groups • Child health • Ethnicity and health • Later life • Learning disabilities • Women's health • Aspects of health services • Commissioning • Complementary and alternative medicine • Emergency and urgent care • Health management • Innovation and improvement • Public health • Screening • Supportive and palliative care • Surgery, anaesthesia, perioperative and critical care

14. Within each collection, an opportunity to browse selected content Browse by topic area

15. Key feature of the Collections are evidence awareness services

16. In 2010, Specialist Collections will produce over 70 Annual Evidence Updates

17. Contribution to the UK DUETs DUETs slide?

18. Organisational and contractual structure underpinning the current service • Fully contracted out service • 21 contracts to 19 organisations • At minimum, a Specialist Collection team typically includes • An Information Specialist • A Clinical Lead who provides clinical steer on content and promotes the Collection to the speciality area community • 85 headcount, of which 28 Clinical Leads • About 40 FTEs in total • Plus a small internal team in Manchester focusing on account management and day-to-day support

19. Agenda • Introduction and objectives of the session • Brief introduction to NHS Evidence • The Specialist Collections service today • Drivers of change • Future Evidence Hub service • Tender scope and requirements • Q&A - Service requirements • Procurement process • Q&A – Procurement process

20. New Evidence Hub Model: Drivers of change • Expiring contracts, necessitating new tenders • Opportunities for improved user experience • Need for greater access to a broader range of topics • Need for better integration of content • Need for improved quality assurance • Need for standardisation of outputs and visual consistency • Transition to a new technology platform which will fundamentally transform the way the specialist content is managed and made available to users • Financial pressures: There are opportunities to make efficiency savings on the current model. Scaling up the current model would not be affordable

21. Agenda • Introduction and objectives of the session • Brief introduction to NHS Evidence • The Specialist Collections service today • Drivers of change • Future Evidence Hub service • Tender scope and requirements • Q&A - Service requirements • Procurement process • Q&A – Procurement process

22. Future Evidence Hub service – key features • The new service will provide greater consistency and quality assurance • More clinical topics will be covered • Content will be much more integrated across NHS Evidence services and across specialist topics • Key products will continue to include: • Identification of specialist evidence • Evidence Updates • Identification of DUETs uncertainties • The new Evidence Hub model will increasingly focus on documenting and facilitating access to evidence on ‘Key Topics’

23. Future Evidence Hub service - a new user interface is being developed internally • Shots from current development

24. Organisational and contractual structure underpinning the future Clinical Hub Service From... ... To Manchester ? ? • 21 contracts, 19 organisations • Contracted out service with small internal central team in Manchester • Only 3 physical office locations • 3 ‘hub centres’ - the ‘content collection’ engines of the Evidence Hub model (1 in-house, 2 external contracts) • Larger central team also based in Manchester • Clinical Leads working directly with Central Team

25. Significant support from a central NHS Evidence team in future • Integrated communication • Topic and development strategy • Quality assurance and audits • Procedure manuals • Structured training and team development • Publishing support for Evidence Updates • Taxonomy and controlled vocabularies • Technical development • User engagement Strategic Leadership & Alignment with NHS Evidence Functional support teams Manchester Contract 1 Contract 2

26. Clinical Leads will work directly for NICE • In the future, all Clinical Leads will be employed directly by NICE • Clinical Hub Centres will have access to this resource and will work with the Clinical Leads • Clinical Hub Centres will not need to provide specialist clinical expertise as part of their service

27. Agenda • Introduction and objectives of the session • Brief introduction to NHS Evidence • The Specialist Collections service today • Drivers of change • Future Evidence Hub service • Tender scope and requirements • Scope of tender • Activities of the future Centres • Other requirements • Your response • Q&A - Service requirements • Procurement process • Q&A – Procurement process

28. Scope of tender in context of the Evidence Hub Model • The purpose of this tender is the provision of the service of the two contracted-out Hub Centres from April 1st 2011 • Each contracted out hub will cover about 10 speciality areas • Service for 3 years, extendable by 1 or 2 years Clinical* Evidence Hub Management & Governance Manchester Functional Teams Clinical Leads Manchester Hub Centre Hub Centre 1 Contracted-out Hub Centre 2 Contracted-out * & Health Management

29. Topic allocation to the three hub centres Competitive Dialogue process will provide some flexibility in the scope of Topics Areas being covered by each hub

30. Agenda • Introduction and objectives of the session • Brief introduction to NHS Evidence • The Specialist Collections service today • Drivers of change • Future Evidence Hub service • Tender scope and requirements • Scope of tender • Activities of the future Centres • Other requirements • Your response • Q&A - Service requirements • Procurement process • Q&A – Procurement process

31. Identifying evidence • Hand-pick content from routinely ingested sources (following agreed incl./excl. criteria) • Search and hand-pick content from specialist sources (following agreed collection development strategy) • Tag resources (in line with agreed metadata application profile) and allocate to a single taxonomy (developed by NHS Evidence) • In completing the above, identify minimum set of resources for ‘Key Topics’ • Responsibility for all Speciality Areas, Cross-Cutting Themes and ‘Key Topics’ in the Hub Centre

32. Evidence Updates • Programme manage the production of Evidence Updates on selected ‘Key Topics’ within the hub’s remit • Number of Evidence Updates likely to double over the next few years (currently 70) • At the start of process: identify new evidence, critically appraise some content for inclusion, group search results into themes, collate shortlisted content (including full text articles), package for hand-over to NICE / Clinical Lead • A publishing team will be created centrally to support the editorial and peer review process of Evidence Updates and other clinical content produced by the hubs • At the end of the process: compile Evidence Update from Commentary provided, add reference list, publish and make available to target community

33. Treatment uncertainties and UK DUETs • Systematically search for and identify treatment uncertainties for an agreed set of topics, aligning with Evidence Update topics • Provide liaison and advice to Priority Setting Partnership – one or two each year, per Hub Centres

34. Awareness services • Set up and maintain RSS feeds for all specialty areas and possibly at ‘Key Topics’ level • Highlight key content via “Editor’s pick” for all speciality areas and possibly ‘Key Topics’ • Provide links to latest relevant journal articles from selected core journals or contents pages of specialist journals • Provide links to high profile ‘Journalistic News’ around ‘Key Topics’

35. Community engagement • Contribute core content to monthly community newsletters for all topic areas covered by the Hub Centre (Newsletters coordinated centrally). Maintain and grow list of registered subscribers • Represent NHS Evidence at specialist conferences relevant to the specialist areas in the remit of the Hub Centre and co-ordinate attendance with the NHS Evidence Communications team (2 per year per specialty area) • Under supervision of the Communications Team, represent NHS Evidence at road shows, for example training events, and other informal dissemination and awareness activities (up to 5 per year per specialty area) • Maintain contact lists of all formal stakeholders groups in each speciality areas within the Hub Centre • Prepare all communications contribution in accordance with guidelines (on content, style, etc.) developed by NHS Evidence Communications team • Contribute to feature articles about the work of NHS Evidence and its content within specialist media • Support the NHS Evidence Enquiry Handling team in answering queries from users

36. Programme management • Manage activities of the Hub Centre’s team on time and on budget (across potential organisation boundaries in the event of a consortium) • Provide NHS Evidence with one single point of contact for management purposes • Oversee the implementation of the procedures and frameworks provided by NHS Evidence • Manage and quality assure the activities of each Hub Centre • Engage and interface with Clinical Leads to deliver activities • Clinical Leads will have a ‘contact point’ Information Specialist • 3 Hub Centres will be expected to coordinate their activities and work closely, under the supervision of NHS Evidence

37. Reporting requirements (to be further detailed) • Annual work plan and budget • Minimum of one Review Meeting with NICE per year • Quarterly activity and performance reports • Payment in arrears • Authority to retain payment if services are not delivered to a satisfactory level

38. Example of central procedures and standards which the Hub Centres will be guided by • Adding/editing NHS Evidence resources manual • Evidence Update procedure manual • UK DUETs identification and recording process • Editor’s pick guidance • Article publication guidance • Leaflet, newsletters publication manual and style guide • Guidance for managing mailing list, contacts Some of these processes / procedures will be submitted for Public Consultation

39. Agenda • Introduction and objectives of the session • Brief introduction to NHS Evidence • The Specialist Collections service today • Drivers of change • Future Evidence Hub service • Tender scope and requirements • Scope of tender • Activities of the future Centres • Other requirements • Your response • Q&A - Service requirements • Procurement process • Q&A – Procurement process

40. Organisational requirements • Providers of the Hub Centre service must demonstrate that they can: • Provide staff with career progression opportunities • Establish and promote a strong learning and knowledge sharing environment where staff can learn from each other on an on-going and daily basis • As much as possible, co-locate staff so as to promote knowledge sharing and development of a common Hub Centre culture, aligned to NHS Evidence strategy • Cover for staff absence – with clear processes and sharing of knowledge • Work with other Hub Centres e.g. ability to host occasional meetings for NICE, and team members from other hubs for training or cross-working purposes

41. Synergy and efficiency requirements • Providers of the Hub Centre service must demonstrate that they are delivering a service which represents excellent value for money • NHS Evidence will seek evidence that the delivery model will: • Leverage most experienced staff by delegating activities to junior technical staff and administrators • Create synergies across topics areas where possible • Put in place streamlined processes which avoid duplication and maximise opportunities for re-purposing of content • Identify synergistic ways to work with NHS Evidence Central functions, NICE or the other Hub Centres

42. Technical requirements • Providers of the Hub Centre service must agree to: • Use the centrally provided common technical infrastructure for adding content to the centrally hosted NHS Evidence platform • Provide staff with broadband internet connections and the latest versions of web-browsing software

43. Information services requirements • The Supplier shall be solely responsible for the sourcing of all evidence based clinical and non-clinical knowledge and information necessary for delivering the service • This includes the cost of obtaining the full text of articles for the purpose of the Evidence Updates

44. Transition requirements: between award and contract going live • Providers of the Hub Centre service must demonstrate that they can: • Project manage the transition to the new contract between award of contract and contract going live • Provide the required training to staff • Work with existing suppliers of service to explore staff transfer opportunities where appropriate and address TUPE if applicable Further detailed requirements will be provided in the final specifications

45. Expected skills set within each Hub Centre • Information science skills including senior expertise in health information science • Critical appraisal and systematic review skills • Strong management skills • Programme management, activity planning and tracking • Performance management and reporting • Governance and quality assurance • Communication and relationship management, working with the NHS and clinicians • Administration support

46. Agenda • Introduction and objectives of the session • Brief introduction to NHS Evidence • The Specialist Collections service today • Drivers of change • Future Evidence Hub service • Tender scope and requirements • Scope of tender • Activities of the future Centres • Other requirements • Your response • Q&A - Service requirements • Procurement process • Q&A – Procurement process

47. What your bid will cover (initial views) • Your organisation - your credentials in this domain of work • Vision for working with NICE and NHS Evidence, and other key stakeholders • Your understanding of the challenges and critical success factors of service • Your approach to delivering the service • Management approach and performance management system • Governance model and quality assurance approach • Organisation structure: staffing profile, skills sets, job descriptions • Processes for delivering key activities and other core internal processes • Who is doing what • Approach for working across topic areas, with other hub centres and with NHS Evidence • Physical set up, location of staff • Transition plan • Production timeline for the duration of the contract • Cost (3 year breakdown) • All assumptions • Confirmation of scope or variant bid

48. How we will assess your bids (initial views) • Value for money • Your understanding of the service objectives and challenges • Your experience and expertise in this field of work – searching and appraising clinical and non-clinical evidence • Evidence of your commitment to quality assurance • Methodology for delivering a service which is fit for purpose • Your approach to building strong team dynamics and attracting the best • Your ability to demonstrate organisational cohesiveness • Rigorous management and tailored reporting

49. Agenda • Introduction and objectives of the session • Brief introduction to NHS Evidence • The Specialist Collections service today • Drivers of change • Future Evidence Hub service • Tender scope and requirements • Q&A - Service requirements • Procurement process • Q&A – Procurement process

50. Agenda • Introduction and objectives of the session • Brief introduction to NHS Evidence • The Specialist Collections service today • Drivers of change • Future Evidence Hub service • Tender scope and requirements • Q&A - Service requirements • Procurement process • Q&A – Procurement process