Mental Welfare Commission - Case Management System

Concepts

• mental welfare commission
• edinburgh
• information technology
• scotland
• management of forms
• case management system
• mwc’s core it system
• use of mental health
• mental health (care and treatment
• complex system

Location

Scotland: Edinburgh

Description

A case management system is sought to replace MWC’s core IT system, which, is complex system that enables management of forms, checks, alerts and automation of sequences of tasks to accomplish business processes that safeguard that we are able to monitor the use of mental health and incapacity legislation in Scotland, to ensure is being applied appropriately and lawfully. A high level of configurability to enable us to manage changes to legislative forms and processes and that enables direct and ad-hoc reporting is sought. MWC receive forms and documentation that is scanned and information captured directly into the system. The system must allow the appropriate logic to manage each different form type, identify if it relates to an existing service user, if the form is a valid successor to a previous form, if the form is starting, extending or closing an episode, and be able to manage complex rules to test the legality of the information. Forms must be received in a specific sequence and within a timescale outlined in the various acts. The solution must enable alerts and messages for end users to be configured to indicate non-compliance with the legislation. Some forms may be digitised as part of the delivery of a new system, whilst other need to remain in pdf format. A Service User or Individual can be detained under several acts, which means there is a need for the system to manage concurrent episodes under different acts. The system should also be capable of managing and automating many business processes and tasks including email and document management, handling and recording of contacts made to and by the Commission, automation of the process for second opinion visits, investigations and various types of visits. The system should be capable of document storage and management of documentation relating to cases, visits, investigations.

Total Quantity or Scope

The Mental Welfare Commission (MWC) is an independent statutory body funded by Scottish Government and charged with protecting and promoting the human rights of people with mental illness, learning disabilities, dementia, and related conditions in Scotland. Its key role is to protect the welfare of people who are vulnerable through mental disorder and one of the ways we do this is to monitor the use of the Mental Health legislation. MWC receive all notifications of detentions and other associated orders for the MHA and all welfare guardianship applications – over 40,000 notifications or forms per year. The Commission’s powers and statutory duties are outlined in the following legislation: the Mental Health (Care and Treatment) (Scotland) Act 2003 the Adults with Incapacity (Scotland) Act 2000 the Criminal Procedures (Scotland) Act 1995 We carry out our statutory duties by focussing on five key areas of work: Influencing and empowering Visiting individuals Monitoring the law Investigation and casework Information and advice When someone is detained, they can be deprived of their liberty and treated without their consent. This care and treatment must be regulated carefully through legislation. As part of its monitoring of how the law is being used throughout Scotland the Commission receives over 40,000 notifications, forms, and associated paperwork each year for any of the following Detentions and other associated orders for the MHA and CPSA, All welfare guardianship and intervention order applications, Treatment and compulsion orders under these acts Due to the diversity of the work carried out by the Commission, there is a wide range of stakeholders who contribute to the completion or processing of the forms e.g. Health boards (medical records) Health and social care partnerships, specifically social work departments Mental Health Tribunal for Scotland (MHTS) Courts Solicitors Office of the Public Guardian the Service User ( we do not use the term “patient” as not everyone who uses the services of the Commission is a patient) The new system should enable: 1.Support of all business processes which support the monitoring of the application of: The Mental Health (Care and Treatment) (Scotland) Act 2003 (MHA 2003) The Adults with Incapacity (Scotland) Act 2000 (AWIA 2000) The Criminal Procedures (Scotland) Act 1995 2.Processing forms and episodes for all mental health and incapacity legislation Opportunities for automation will be considered on a form-by-form basis, as long as it does not adversely impact project budget or timescales 3.Future business process re-engineering e.g. Automation, where possible, of the handling and recording of contact made to and by the Commission e.g. email, Royal Mail, phone calls, visits, Advice Line. Automation, where possible, of the process for managing Designated Medical Practitioners (DMPs). Includes: Directory maintenance Availability monitoring Managing appointments Payment of fees Where possible: Process automation for managing visits; and, Process automation for managing investigation 4.Management of processes, tasks & resource allocation For an individual For a group of individuals For the organisation 5.Management Information reporting Regular & ad-hoc reports On screen and physical reports for MWC staff, managers and Executive Leadership Team. Reports for external publication on the MWC website 6.Document storage & management of documentation relating to cases, visits, investigations stored On IMP database and In folders on the shared FS1 drive 7.A comprehensive case management solution 8. Migration of data from core IT system to the [New System], includes legacy data from v5, as well as v6 & v7 form data and any forms implemented subsequent to this requirements report Additional information: Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015

Renewal Options

2 x 24 month extension periods. 4million GBP represents an estimated contract spend over the first 6 years of the term.

Award Criteria

CPV Codes

• 72000000 - IT services: consulting, software development, Internet and support

Indicators

• An E-Catalogue is required.
• This is a one-off contract (no recurrence)
• Renewals are available.
• Financial restrictions apply.
• Staff qualifications are relevant.
• Technical restrictions apply.

Other Information

The supplier must be able to migrate all data including legacy data from our core IT system. Please refer to the SPD Instructions for Bidders document for a description of how to complete the SPD. ** PREVIEW NOTICE, please check Find a Tender for full details. ** The award criteria questions and weightings will be published in the ITT. The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 23738. For more information see: http://www.publiccontractsscotland.gov.uk. A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363 Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361 A summary of the expected community benefits has been provided as follows: The Public Sector in Scotland is committed to the delivery of high quality public services, and recognises that this is critically dependent on a workforce that is well-rewarded, well-motivated, well-led, has access to appropriate opportunities for training and skills development, diverse and engaged in decision making. These factors are also important for workforce recruitment and retention, and thus continuity of service. Public Bodies in Scotland are adopting fair work practices, which include: — a fair and equal pay policy that includes a commitment to supporting the living wage, including, for example being a living wage accredited employer; — clear managerial responsibility to nurture talent and help individuals fulfil their potential, including for example, a strong commitment to modern apprenticeships and the development of Scotland's young workforce; — promoting equality of opportunity and developing a workforce which reflects the population of Scotland in terms of characteristics such as age, gender, religion or belief, race, sexual orientation and disability; — support for learning and development; — stability of employment and hours of work, and avoiding exploitative employment practices, including for example no inappropriate use of zero-hours contracts; — flexible working (including for example practices such as flexi-time and career breaks) and support for family friendly working and wider work life balance; — support progressive workforce engagement, for example Trade Union recognition and representation where possible, otherwise alternative arrangements to give staff an effective voice. In order to ensure the highest standards of service quality in this contract we expect contractors to take a similarly positive approach to fair work practices as part of a fair and equitable employment and reward package. The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 23738. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343 A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363 Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-pr... A summary of the expected community benefits has been provided as follows: Your proposal must address the following Community Benefit themes: -Modern Apprenticeships, and address minimum requirements as outlined in para 19.7 of Schedule 1 -Work with schools, colleges offering educational support for those who are young / out of work. -how you will encourage the participation of SMEs via sub-contracting opportunities. You must detail any specific actions, deliverables and resources to be utilised, along with accompanying timescales for delivery and a description of who will benefit from the proposal. Your response should include but not be limited to: - How you will arrange the support - Where this will take place - Who will benefit from the support - How many hours per month you will offer - The services you will offer (SC Ref:725550)