Section one: Contracting authority
one.1) Name and addresses
South Central Ambulance Service NHS Foundation Trust
Units 7 and 8 Talisman Business Centre, Talisman Road
Bicester
OX26 6HR
Contact
Viv Hichens
Telephone
+44 7867449533
Country
United Kingdom
NUTS code
UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
National registration number
N/A
Internet address(es)
Main address
Buyer's address
https://supplierlive.proactisp2p.com
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://supplierlive.proactisp2p.com
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://supplierlive.proactisp2p.com
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Health
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Workforce Management System
Reference number
DN186
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
South Central Ambulance Service NHS Foundation Trust (SCAS) is seeking to procure a fully supplier hosted, managed and onward going developed, Software as a Service provided Workforce Management Software System for use by all UK Ambulance Trusts.
All UK Ambulance Trusts currently use GRS and there is a desire to seek a solution which will provide a total workforce management solution, incorporating the functionality currently provided by other interdependent systems.
SCAS, as lead Contracting Authority, is seeking to appoint a Supplier by 6th April 2021 who will be responsible for developing an all-encompassing system suitable for use by all Ambulance Trusts for a go live date for SCAS, and potentially at least two other Ambulance Trusts, of 1st April 2022.
Please see the following link for details of all the Ambulance Trusts who may draw down on the contract:
https://aace.org.uk/uk-ambulance-service/map-of-nhs-ambulance-services/
The Authority seeks bids from organisations which can demonstrate experience of providing a complex Workforce Management Software System for use with a wide range of different personnel and who, whether or not they currently provide services to the NHS, can demonstrate:
i) a clear understanding and appreciation of:
• the complexities of the NHS;
• the Agenda for Change;
• NHS Terms and Conditions;
• The substantial range and complexity of the personnel employed and the differing terms under which they are employed;
• The interplay within the NHS marketplace and the interaction between the Department of Health, NHSE, NHSI, Clinical Commissioning Group and many other groups.
ii) High levels of competency in developing and continually updating a system to deliver 100% accurate information in terms of hours worked by differing personnel;
iii) The ability to ensure effective, live and accurate integration between hours worked and the Authority’s payroll system.
iv) Proven methodology for delivering the changing needs of an NHS body which employs a wide range of different personnel needing to take account of the Working Time Regulations and the interplay between annual leave, absence, TOIL, overtime, rostering and self-rostering.
v) The expertise to delivery effective and accurate integration with and data feed from the worked hours data to the Trust’s Payroll provider system.
SCAS intend letting a contract for up to 10 years (an initial 5 years from the point of award on 6th April 2021 and then four years from go live on 1st April 2022 with the option thereafter to extend by multiples of one year up to a further five years).
Other Ambulance Trusts would have the option of drawing down on the ensuing contract during its lifetime with the intention of a co-terminus date for all those Trusts utilising the contract opportunity.
SCAS intends that the contract will involve a proactive Ambulance user group who will agree on the development pathway for each following year in conjunction with the Supplier for the benefit of all participating Trusts and, ultimately, the Trust’s patients.
The system purchased by SCAS will also be made available to Isle of Wight NHS Trust as part of a co-operation set up between the two public bodies under Regulation 12(7). The procurement of this third-party supplier via a fully compliant OJEU process means that no private supplier has been placed "at an advantage vis-à-vis its competitors.”
two.1.5) Estimated total value
Value excluding VAT: £29,640,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48450000 - Time accounting or human resources software package
two.2.3) Place of performance
NUTS codes
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
two.2.4) Description of the procurement
South Central Ambulance Service NHS Foundation Trust (SCAS) is seeking to procure a fully supplier hosted, managed and onward going developed, Software as a Service provided Workforce Management Software System for use by all UK Ambulance Trusts.
All UK Ambulance Trusts currently use GRS and there is a desire to seek a solution which will provide a total workforce management solution, incorporating the functionality currently provided by other interdependent systems.
SCAS, as lead Contracting Authority, is seeking to appoint a Supplier by 6th April 2021 who will be responsible for developing an all-encompassing system suitable for use by all Ambulance Trusts for a go live date for SCAS, and potentially at least two other Ambulance Trusts, of 1st April 2022.
Please see the following link for details of all the Ambulance Trusts who may draw down on the contract:
https://aace.org.uk/uk-ambulance-service/map-of-nhs-ambulance-services/
The Authority seeks bids from organisations which can demonstrate experience of providing a complex Workforce Management Software System for use with a wide range of different personnel and who, whether or not they currently provide services to the NHS, can demonstrate:
i) a clear understanding and appreciation of:
• the complexities of the NHS;
• the Agenda for Change;
• NHS Terms and Conditions;
• The substantial range and complexity of the personnel employed and the differing terms under which they are employed;
• The interplay within the NHS marketplace and the interaction between the Department of Health, NHSE, NHSI, Clinical Commissioning Group and many other groups.
ii) High levels of competency in developing and continually updating a system to deliver 100% accurate information in terms of hours worked by differing personnel;
iii) The ability to ensure effective, live and accurate integration between hours worked and the Authority’s payroll system.
iv) Proven methodology for delivering the changing needs of an NHS body which employs a wide range of different personnel needing to take account of the Working Time Regulations and the interplay between annual leave, absence, TOIL, overtime, rostering and self-rostering.
v) The expertise to delivery effective and accurate integration with and data feed from the worked hours data to the Trust’s Payroll provider system.
SCAS intend letting a contract for up to 10 years (an initial 5 years from the point of award on 6th April 2021 and then four years from go live on 1st April 2022 with the option thereafter to extend by multiples of one year up to a further five years).
Other Ambulance Trusts would have the option of drawing down on the ensuing contract during its lifetime with the intention of a co-terminus date for all those Trusts utilising the contract opportunity.
SCAS intends that the contract will involve a proactive Ambulance user group who will agree on the development pathway for each following year in conjunction with the Supplier for the benefit of all participating Trusts and, ultimately, the Trust’s patients.
The system purchased by SCAS will also be made available to Isle of Wight NHS Trust as part of a co-operation set up between the two public bodies under Regulation 12(7). The procurement of this third-party supplier via a fully compliant OJEU process means that no private supplier has been placed "at an advantage vis-à-vis its competitors.”
At this stage there is no definite commitment from the other Ambulance Trusts to draw down under the Contract being let by SCAS, but a number of Trusts have expressed direct interest with at least one other Trust with a current Contract that is due to expire on 31 March 2022, enabling them to utilise the Contract scheduled to start on 1 April 2022.
The estimated value is based upon all thirteen Ambulance Trusts drawing down on the ensuing contract.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
6 April 2021
End date
31 March 2026
This contract is subject to renewal
Yes
Description of renewals
The Contract may be extended by up to a further 60 months in increments of 12 months to be agreed with the successful supplier.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Suppliers instructions in how to express an interest in the tender:
1) The eSourcing Proactis portal can be found via the following URL: https://supplierlive.proactisp2p.com
2) Click on the Opportunities column to the right of the page.
3) Filter on the customer name column using 'South' and 'Central'
4) Click 'Show Me' and then download the documents.
5) Register for the opportunity following the instructions.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As detailed within the Invitation to Tender documents.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
Accelerated procedure
Justification:
Prior Information Notice issued a minimum of 35 days before this Contract Notice via reference: 2020/S 243-603134
The Contracting Authority has engaged effectively with the market, providing prior information and engaging with a large number of interested parties. All of this information is made available as part of the ITT pack.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2020/S 243-603134
four.2.2) Time limit for receipt of tenders or requests to participate
Date
1 February 2021
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
1 February 2021
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
South Central Ambulance Service NHS Foundation Trust
Units 7 and 8 Talisman Business Centre, Talisman Road
Bicester
OX6 6HR
Telephone
+44 7867449533
Country
United Kingdom