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Notice Summary

United Kingdom-Cardiff: Once for Wales Concerns Management System
72018-2019
NHS Wales Shared Services Partnership
14 February 2019
14 March 2019
Contract Notice - Open Procedure
Yes

Notice Abstract

The Once for Wales Concerns Management System should be a cloud-based risk and compliance management interface solution and it should help be a step-change in managing quality, health, safety, environment, risk and compliance across the whole of NHS Wales. The key features should include incident management, investigation management, risk and compliance management, audit management, contractor management, controlled-document management, action management and reporting and analysis, with the ability to capture investigations, learn and share information across Wales.

Notice Details

Contract notice

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting Change entity

I.1) Name and addresses

NHS Wales Shared Services Partnership

4–5 Charnwood Court, Heol Billingsley, Parc Nantgarw

Cardiff

CF15 7QZ

UK

Telephone: +44 2920503361

E-mail: richard.allison@wales.nhs.uk

NUTS: UKL

Internet address(es)

Main address: http://www.procurement.wales.nhs.uk

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.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

https://etenderwales.bravosolution.co.uk/web/login.shtml


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

https://etenderwales.bravosolution.co.uk/web/login.shtml


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

Once for Wales Concerns Management System

Reference number: AW010

II.1.2) Main CPV code

48000000

 

II.1.3) Type of contract

Services

II.1.4) Short description

The Once for Wales Concerns Management System should be a cloud-based risk and compliance management interface solution and it should help be a step-change in managing quality, health, safety, environment, risk and compliance across the whole of NHS Wales. The key features should include incident management, investigation management, risk and compliance management, audit management, contractor management, controlled-document management, action management and reporting and analysis, with the ability to capture investigations, learn and share information across Wales.

II.1.5) Estimated total value

Value excluding VAT: 4 400 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: Yes

Tenders may be submitted for all lots

The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

— Lot 1 — Core System,

— Lot 2 — NHS Wales Advocacy Services Case Management System,

— Lot 3 — Risk Management including Strategic Risk Register, Board Assurance Framework and Operational Risks and Issues Log,

— Lot 4 — Service User feedback — collection and presentation.

II.2) Description

Lot No: 1

II.2.1) Title

Core System

II.2.2) Additional CPV code(s)

48000000

II.2.3) Place of performance

NUTS code:

UKL

II.2.4) Description of the procurement

The Once for Wales Concerns Management System should be a cloud-based risk and compliance management interface solution and it should help be a step-change in managing quality, health, safety, environment, risk and compliance across the whole of NHS Wales. The key features should include incident management, investigation management, risk and compliance management, audit management, contractor management, controlled-document management, action management and reporting and analysis, with the ability to capture investigations, learn and share information across Wales.

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 70

Price / Weighting:  30

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

— 1 x 2-year option period and

— 1 x 1-year option period.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

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

Lot No: 2

II.2.1) Title

NHS Wales Advocacy Services Case Management System

II.2.2) Additional CPV code(s)

48000000

II.2.3) Place of performance

NUTS code:

UKL

II.2.4) Description of the procurement

The Once for Wales Concerns Management System should be a cloud-based risk and compliance management interface solution and it should help be a step-change in managing quality, health, safety, environment, risk and compliance across the whole of NHS Wales. The key features should include incident management, investigation management, risk and compliance management, audit management, contractor management, controlled-document management, action management and reporting and analysis, with the ability to capture investigations, learn and share information across Wales.

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 70

Price / Weighting:  30

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

— 1 x 2-year period and

— 1 x 1-year period.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

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

Lot No: 3

II.2.1) Title

Risk Management including Strategic Risk Register, Board Assurance Framework and Operational Risks and Issues Log

II.2.2) Additional CPV code(s)

48000000

II.2.3) Place of performance

NUTS code:

UKL

II.2.4) Description of the procurement

The Once for Wales Concerns Management System should be a cloud-based risk and compliance management interface solution and it should help be a step-change in managing quality, health, safety, environment, risk and compliance across the whole of NHS Wales. The key features should include incident management, investigation management, risk and compliance management, audit management, contractor management, controlled-document management, action management and reporting and analysis, with the ability to capture investigations, learn and share information across Wales.

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 70

Price / Weighting:  30

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

— 1 x 2-year period and

— 1 x 1-year period.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

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

Lot No: 4

II.2.1) Title

Service User feedback — Collection and Presentation

II.2.2) Additional CPV code(s)

48000000

II.2.3) Place of performance

NUTS code:

UKL

II.2.4) Description of the procurement

The Once for Wales Concerns Management System should be a cloud-based risk and compliance management interface solution and it should help be a step-change in managing quality, health, safety, environment, risk and compliance across the whole of NHS Wales. The key features should include incident management, investigation management, risk and compliance management, audit management, contractor management, controlled-document management, action management and reporting and analysis, with the ability to capture investigations, learn and share information across Wales.

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 70

Price / Weighting:  30

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

— 1 x 2 year period and

— 1 x 1 year period.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

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 III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Please refer to terms and Conditions in the Tender documentation.

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents


III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents


III.2) Conditions related to the contract

III.2.2) Contract performance conditions

As per the terms and conditions in the Contract.

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.3) Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement with several operators.

Envisaged maximum number of participants to the framework agreement: 4

Justification for any framework agreement duration exceeding 8 years: Framework is for a duration of 4 years. The call of Contracts can be up to 8 years (including optional periods). A maximum of 4 suppliers can win the framework as one supplier will win each lot.

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 14/03/2019

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 17/06/2019

IV.2.7) Conditions for opening of tenders

Date: 14/03/2019

Local time: 12:00

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

VI.2) Information about electronic workflows

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

Note: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on

Sell2Wales at https://www.sell2wales.gov.wales

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at

https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=86081

Note: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=89638

(WA Ref:89638).

VI.4) Procedures for review

VI.4.1) Review body

NHS Wales Shared Services Partnership

4–5 Charnwood Court, Heol Billingsley, Parc Nantgarw

Cardiff

CF15 7QZ

UK

Telephone: +44 2920503361

Internet address(es)

URL: http://www.procurement.wales.nhs.uk

VI.5) Date of dispatch of this notice

11/02/2019