Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
NHS Wales Shared Services Partnership
Cardiff and Vale University Local Health Board, Procurement Services, Woodlands House, Maes-Y-Coed Road
Cardiff
CF14 4HH
UK
Contact person: Emma Lane
Telephone: +44 02921508264
E-mail: emma.lane@wales.nhs.uk
NUTS: UK
Internet address(es)
Main address: http://nwssp.nhs.wales/ourservices/procurement-services/
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0221
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Health
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Medical Workforce Electronic Systems
Reference number: CAV-OJEU-55524
II.1.2) Main CPV code
72222200
II.1.3) Type of contract
Services
II.1.4) Short description
NHS Wales Shared Services Partnership (NWSSP), hosted by Velindre NHS Trust are acting on behalf of Cardiff and Vale University Local Health Board who require a Medical Workforce Electronic System.
The Health Board’s Workforce team have a vision of an aligned medical and dental workforce to the right place, at right time to deliver the best quality service for the patients in the most cost effective manner. In order to achieve this vision, there is an aim to support capacity and demand planning of medical workforce through live staff level data which will provide a transparent picture of the Health Board’s real time medical capacity.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.3) Place of performance
NUTS code:
UKL22
II.2.4) Description of the procurement
The Health Board require a Medical and Dental Workforce Electronic System that can sustain the size of the Health Board and provides some if not all (but not limited to) the following criteria/functions;
a) allows live Health Board wide coordination of the workforce and real time changes to rota
b) roster for both junior and senior clinicians
c) allows rota of all on-calls, post on-call, ward cover and hot weeks
d) flexible system that can include outpatients, theatres and other elective activity
e) simple to complete
f) allows for record swaps (either via a coordinator or directly by clinicians)
g) direct click through to contact details for the clinicians so that they can be called on their mobile and other devices
h) able to book all types of leave and able to highlight potential clashes or lack of cover in advance
i) incorporates rules including WTD, excessive hours, shifts patterns etc.
j) links with entire workforce which includes substantive to bank workforce
k) dedicated app
l) Links to internal system for example, Electronic Staff Record (ESR)
m) interacts with job plans on external systems that are utilised by the Health Board
n) interacts with claim forms for extra shifts
o) capacity to access hospital pathways or interoperability with a hospital pathways app
p) access to Health Board wide rota
q) cloud based system accessible on both PC as well as ipad
r) reports are included or configurable to extract data to provide KPI’s.
s) ability to configure different user accounts/profiles and and levels of access/roles
t) potential ability for the rostering system to use AI and current algorithmic technology to ‘auto design’ rotas based on pre-set departmental or organisations principles with minimal human intervention or manipulation with the ability for automated rostering requests and swap processing.”
u) Open source format API for example, the ability to link in with existing and future IT interfaces particularly the NDR (National Data Resource) which would enable future workforce and healthcare research and digital improvement.
It should also be noted that the Health Board must maintain full control over all data inputted into any rostering system in light of GDPR considerations and restrictions will be required on the ability of any provider to use rota and personal data or the sharing of such data with third parties.
II.2.5) Award criteria
Quality criterion: as per procurement docs
/ Weighting: 100
Price
/ Weighting:
0
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2024/S 000-008709
Section V: Award of contract
Contract No: CAV-OJEU-55524
A contract/lot is awarded:
No
V.1 Information on non-award
The contract/lot is not awarded
Other reasons (discontinuation of procedure)
Section VI: Complementary information
VI.3) Additional information
Please note additional information on this procurement:
1. The Contracting Authority reserves the right to award the contract in whole, in part, per lot or annul the tendering process and not award any contract.
2. Bidders should note that they will be required to enter into terms and conditions of contract as set out in the tender and that save for matters of clarification or consistency the Contracting Authority will not negotiate the terms.
3. The Contracting Authority will not accept completed tenders after the stated closing date.
4. All documents to be priced (where applicable) in sterling and all payments made in sterling.
5. All tender costs and liabilities incurred by bidders shall be the sole responsibility of the bidders.
6. Prospective suppliers should note that NHS Shared Services Partnership - Procurement Services is acting on behalf of Cardiff and Vale University Local Health Board.
7. Bidders wishing to participate should visit the Bravo e-tenderwales portal and access the itt_108648 for all tender documentation.
(WA Ref:146687)
VI.4) Procedures for review
VI.4.1) Review body
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
NHS Wales Shared Services Partnership on behalf of Cardiff and Vale University Local Health Board will allow a minimum 10 calendar day standstill period between notifying the award decision and awarding the contract.
Unsuccessful tenderers and applicants are entitled to receive reasons for the decision, including the characteristics and relative advantages of the winning bid and the reasons why the tenderer/applicant was unsuccessful. Should additional information be required it should be requested of the addressee in section I.1. Aggrieved parties who have been harmed or are at risk of harm by breach of the procurement rules have the right to take action in the High Court (England and Wales). Any such action is subject to strict time limits in accordance with the Public Contracts (Amendments) Regulations 2015.
VI.5) Date of dispatch of this notice
11/12/2024