Section one: Contracting authority
one.1) Name and addresses
Torbay and South Devon NHS Foundation Trust
Torbay Hospital Lowes Bridge
Torquay
TQ2 7AA
Contact
Chris Chalk
Telephone
+44 1803653365
Country
United Kingdom
NUTS code
UKK42 - Torbay
Internet address(es)
Main address
https://www.torbayandsouthdevon.nhs.uk/
Buyer's address
https://www.torbayandsouthdevon.nhs.uk/
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://health-family.force.com/s/Welcome
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://health-family.force.com/s/Welcome
Tenders or requests to participate must be submitted to the above-mentioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://health-family.force.com/s/Welcome
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
Health
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
The supply of an Audit Management System On behalf of ASW Assurance
Reference number
TSDFT331
two.1.2) Main CPV code
- 72800000 - Computer audit and testing services
two.1.3) Type of contract
Services
two.1.4) Short description
1.6 ASW Assurance is the largest provider of specialist internal audit, assurance and consultancy services to NHS healthcare organisations in the South West. We are dedicated to helping improve governance and ultimately the quality and safety of patient care.
two.1.5) Estimated total value
Value excluding VAT: £420,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 72800000 - Computer audit and testing services
two.2.3) Place of performance
NUTS codes
- UKK42 - Torbay
Main site or place of performance
Regent House
Regent Close
Torquay, TQ2 7AN
two.2.4) Description of the procurement
ASW Assurance is the largest provider of specialist internal audit, assurance and consultancy services to NHS healthcare organisations in the South West. We are dedicated to helping improve governance and ultimately the quality and safety of patient care. What sets us apart is that everything we do is geared towards developing and improving the governance arrangements of the organisations we work with. In addition to core audits, high level assurance and cross organisational work is included as standard in our workplans:
Specialised assurance services
Cross organisational reviews of integration of services and partnerships
Health Economy shared assurance reviews e.g. STP assurance in Bristol, Devon and Cornwall
We deliver assurance that adds value and enables our clients to better focus on outcomes. Our clients regularly tell us that our services are well established and valued.
1.1 The Authority is looking for a comprehensive cloud based Audit Management System (AMS). The AMS should include, at a minimum, the following functionality:
Produce working papers – document management and tracking.
Allow us to record time inside the AMS, rather than outside – linking time/audit progress/performance in one place.
Automated audit planning and scheduling, so we can plan audit work in terms of prioritisation, allocation and value.
Easy data extraction, and performance information, as well as analytics to provide insight on audit data.
Present live, interactive dashboards for real-time reporting (dashboards to include audit coverage, plan position, assurance ratings etc.).
Flexibility, enabling us to develop functionality so that we remain fit for the future.
A quality review process.
Integration with Microsoft applications – so we can download/upload information from Microsoft to the AMS and vice versa.
Be accessible to our clients, ideally with a range of customisable views and the ability for clients to upload evidence/submit documentation on request, set by multi-layer access privileges.
The scope would include requisite training and implementation support. We are looking for a system to eliminate our current manual processes to improve productivity, bring a disciplined approach to the audit processes, track staff time, evaluate risks, improve reporting capabilities, and enhance follow up of audit recommendations. The AMS should be a Commercial off the shelf (COTS) solution, but include the flexibility for us to develop the functionality ensuring we remain fit for the future.
1.2 The Authority is looking to contract with an established supplier of AMS with a proven track record of providing these systems to internal audit services and to have maintenance and support resources available.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £350,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 June 2024
End date
31 May 2031
This contract is subject to renewal
Yes
Description of renewals
Two (2) Years
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
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
15 March 2024
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
Tender must be valid until: 31 October 2024
four.2.7) Conditions for opening of tenders
Date
14 February 2024
Local time
12:00am
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Torbay & South Devon NHS Foundation Trust
Wilkins Drive
Paignton
EX4 7FG
Country
United Kingdom
Internet address
https://www.torbaypharmaceuticals.nhs.uk
six.4.2) Body responsible for mediation procedures
Torbay and South Devon NHS Foundation Trust
Torbay Hospital Lowes Bridge
Torquay
TQ2 7AA
Country
United Kingdom