Section one: Contracting authority
one.1) Name and addresses
South Central Ambulance Service NHS Foundation Trust
Units 7 and 8, Talisman Business Centre
Bicester
OX26 6HR
Contact
Labo Yoosuf
Telephone
+44 7920878653
Country
United Kingdom
NUTS code
UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Internet address(es)
Main address
Buyer's address
https://www.proactisplaza.com/BuyerPortal/
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.proactisplaza.com/BuyerPortal/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.proactisplaza.com/BuyerPortal/
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
Stock Control System
Reference number
DN1335
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 via this Prior Information Notice (PIN) to engage with the market to provide a Stock Control Management System suitable for use by the Trust for a go live date of 1st October 2022.
SCAS intend letting a contract for up to ten years (an initial five years with the option to extend by multiples of one year up to a further five years) via the Open Procedure.
The Prior Information Notice Pack available by registering and expressing an interest at https://www.proactisplaza.com/BuyerPortal/ consists of the following documents:
- Document 1: Invite and Instructions
- Document 2: Engagement Workshop Registration Form
SCAS is looking to engage with the market via a pre-tender Microsoft Teams facilitated virtual workshop from 12:00 to 13:00pm on Thursday 24th March 2022. The intention is to then issue the Contract Notice on 20 April 2022 for a tender deadline of 12 Noon on 26 May 2022.
Please complete and return via the Trust’s Proactis Source to Contract system the Engagement Workshop Registration Form on Friday 18th March.
The objectives are as follows:
- Carry out a procurement exercise to drive change in the current system to meet a system Specification that defines the Trust requirements effectively.
- Develop the Stock Control System to improve the management of consumables effectively and the re-ordering process.
- Integrate a standalone Stock Management System onto the SCAS IT systems at all 20 Ambulance Stations and the Central Logistics Unit (CLU).
- Integrate bar code scanning hardware in the CLU and at all stations.
two.1.5) Estimated total value
Value excluding VAT: £500,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKJ - South East (England)
two.2.4) Description of the procurement
South Central Ambulance Service NHS Foundation Trust (SCAS) is seeking via this Prior Information Notice (PIN) to engage with the market to provide a Stock Control Management System suitable for use by the Trust for a go live date of 1st October 2022.
SCAS intend letting a contract for up to ten years (an initial five years with the option to extend by multiples of one year up to a further five years) via the Open Procedure.
The Prior Information Notice Pack is available by registering and expressing an interest at https://www.proactisplaza.com/BuyerPortal/ consists of the following documents:
- Document 1: Invite and Instructions
- Document 2: Engagement Workshop Registration Form
SCAS is looking to engage with the market via a pre-tender Microsoft Teams facilitated virtual workshop from 12:00 to 13:00pm on Thursday 24th March 2022. The intention is to then issue the Contract Notice on 20 April 2022 for a tender deadline of 12 Noon on 26 May 2022.
Please complete and return via the Trust’s Proactis Source to Contract system the Engagement Workshop Registration Form on Friday 18th March.
The objectives are as follows:
- Carry out a procurement exercise to drive change in the current system to meet a system Specification that defines the Trust requirements effectively.
- Develop the Stock Control System to improve the management of consumables effectively and the re-ordering process.
- Integrate a standalone Stock Management System onto the SCAS IT systems at all 20 Ambulance Stations and the Central Logistics Unit (CLU).
- Integrate bar code scanning hardware in the CLU and at all stations.
The Trust’s Logistics distribution is currently conducted using a very archaic system for stock flow accounting, whereby a generic Microsoft Access inventory system is used to account for the quantity of Medical Consumables that are stored and that flow through the Central Logistics Unit (CLU) only.
Once stock is issued from the warehouse to stations, its accountability and final disposal cannot be assured as the current Stock Inventory system is limited. The Make Ready Supervisors and/or Team leaders at each station are required to order their perceived amount of stock from the CLU every week.
This process, and with the current systems employed, makes it hard to conduct credible audit of the Trust’s Logistical movement and use of stock. The limited ability to monitor stock and the uncertain nature of consumable item usage within the Trust, has led to stock unnecessarily expiring, stations running out of stock, mainly due to incorrect ordering, and stations over ordering leading to overstocking and the risk of degradation and loss.
The knock-on effect is that this causes disorganisation and inadvertently creates pressure on the logistics department, as it must conduct many ad hoc deliveries which increases the demand on the already limited resources and raises the annual mileage of transport vehicles, thus increasing our Carbon Footprint. Ultimately the Trust is losing revenue because of its limited ability to manage consumable stock.
The Trust requirements is to engage with the market and drive the required change in the current system to meet a system specification that defines Trust needs effectively.
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: £500,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
3 August 2022
End date
2 August 2027
This contract is subject to renewal
Yes
Description of renewals
Initial contract period of 60 months can be extended by up to 60 months in 12 month increments to be agreed with the successful supplier.
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.3) Estimated date of publication of contract notice
20 April 2022
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section six. Complementary information
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
As detailed above, this PIN is issued with the intention of holding a potential supplier engagement event at 12:00 to 13:00 on 24th March.
A copy of the recording of the event and all information shared, including the presentation document and follow-up questions and answers will be made available via the Proactis Source to Contract project page.
Please register your interest at https://www.proactisplaza.com/BuyerPortal/
If you have any difficulties, please use the email address and contact details at the beginning of this notice.
six.4) Procedures for review
six.4.1) Review body
South Central Ambulance Service NHS Foundation Trust
Units 7 and 8, Talisman Business Centre
Bicester
OX26 6HR
Country
United Kingdom