Section one: Contracting authority
one.1) Name and addresses
Mental Welfare Commission
Thistle House, 91 Haymarket Terrace
Edinburgh
EH12 5HE
Contact
Paul McKinney
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00333
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk
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
Mental Welfare Commission - Case Management System
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
A case management system is sought to replace MWC’s core IT system, which, is complex system that enables management of forms, checks, alerts and automation of sequences of tasks to accomplish business processes that safeguard that we are able to monitor the use of mental health and incapacity legislation in Scotland, to ensure is being applied appropriately and lawfully. A high level of configurability to enable us to manage changes to legislative forms and processes and that enables direct and ad-hoc reporting is sought. MWC receive forms and documentation that is scanned and information captured directly into the system.
The system must allow the appropriate logic to manage each different form type, identify if it relates to an existing service user, if the form is a valid successor to a previous form, if the form is starting, extending or closing an episode, and be able to manage complex rules to test the legality of the information. Forms must be received in a specific sequence and within a timescale outlined in the various acts. The solution must enable alerts and messages for end users to be configured to indicate non-compliance with the legislation. Some forms may be digitised as part of the delivery of a new system, whilst other need to remain in pdf format. A Service User or Individual can be detained under several acts, which means there is a need for the system to manage concurrent episodes under different acts. The system should also be capable of managing and automating many business processes and tasks including email and document management, handling and recording of contacts made to and by the Commission, automation of the process for second opinion visits, investigations and various types of visits. The system should be capable of document storage and management of documentation relating to cases, visits, investigations. The supplier must be able to migrate all data including legacy data from our core IT system. Please refer to the SPD Instructions for Bidders document for a description of how to complete the SPD.
two.1.5) Estimated total value
Value excluding VAT: £4,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
Main site or place of performance
Edinburgh
two.2.4) Description of the procurement
The Mental Welfare Commission (MWC) is an independent statutory body funded by Scottish Government and charged with protecting and promoting the human rights of people with mental illness, learning disabilities, dementia, and related conditions in Scotland. Its key role is to protect the welfare of people who are vulnerable through mental disorder and one of the ways we do this is to monitor the use of the Mental Health legislation. MWC receive all notifications of detentions and other associated orders for the MHA and all welfare guardianship applications – over 40,000 notifications or forms per year.
The Commission’s powers and statutory duties are outlined in the following legislation:
the Mental Health (Care and Treatment) (Scotland) Act 2003
the Adults with Incapacity (Scotland) Act 2000
the Criminal Procedures (Scotland) Act 1995
We carry out our statutory duties by focussing on five key areas of work:
Influencing and empowering
Visiting individuals
Monitoring the law
Investigation and casework
Information and advice
When someone is detained, they can be deprived of their liberty and treated without their consent. This care and treatment must be regulated carefully through legislation. As part of its monitoring of how the law is being used throughout Scotland the Commission receives over 40,000 notifications, forms, and associated paperwork each year for any of the following
Detentions and other associated orders for the MHA and CPSA,
All welfare guardianship and intervention order applications,
Treatment and compulsion orders under these acts
Due to the diversity of the work carried out by the Commission, there is a wide range of stakeholders who contribute to the completion or processing of the forms e.g.
Health boards (medical records)
Health and social care partnerships, specifically social work departments
Mental Health Tribunal for Scotland (MHTS)
Courts
Solicitors
Office of the Public Guardian
the Service User ( we do not use the term “patient” as not everyone who uses the services of the Commission is a patient)
The new system should enable:
1.Support of all business processes which support the monitoring of the application of:
The Mental Health (Care and Treatment) (Scotland) Act 2003 (MHA 2003)
The Adults with Incapacity (Scotland) Act 2000 (AWIA 2000)
The Criminal Procedures (Scotland) Act 1995
2.Processing forms and episodes for all mental health and incapacity legislation
Opportunities for automation will be considered on a form-by-form basis, as long as it does not adversely impact project budget or timescales
3.Future business process re-engineering e.g.
Automation, where possible, of the handling and recording of contact made to and by the Commission e.g. email, Royal Mail, phone calls, visits, Advice Line.
Automation, where possible, of the process for managing Designated Medical Practitioners (DMPs). Includes:
Directory maintenance
Availability monitoring
Managing appointments
Payment of fees
Where possible:
Process automation for managing visits; and,
Process automation for managing investigation
4.Management of processes, tasks & resource allocation
For an individual
For a group of individuals
For the organisation
5.Management Information reporting
Regular & ad-hoc reports
On screen and physical reports for MWC staff, managers and Executive Leadership Team.
Reports for external publication on the MWC website
6.Document storage & management of documentation relating to cases, visits, investigations stored On IMP database and In folders on the shared FS1 drive
7.A comprehensive case management solution
8. Migration of data from core IT system to the [New System], includes legacy data from v5, as well as v6 & v7 form data and any forms implemented subsequent to this requirements report
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £4,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
72
This contract is subject to renewal
Yes
Description of renewals
2 x 24 month extension periods. 4million GBP represents an estimated contract spend over the first 6 years of the term.
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.12) Information about electronic catalogues
Tenders must be presented in the form of electronic catalogues or include an electronic catalogue
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
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
ESPD Part.4B: Bidders are required to provide statement of accounts or extracts relating to their business for the previous 3 years.
Where any are risks identified by the Authority as part of the due diligence carried out on the above information the Authority may require
bidders to provide additional information to demonstrate financial standing. Additional information can include but not be limited to:
- parent company accounts (if applicable)
- deeds of guarantee
- bankers statements and references
- accountants’ references
- management accounts
- financial projections, including cash flow forecasts
- details and evidence of previous contracts, including contract values
- capital availability.
Bidders who cannot provide suitable evidence of a secure financial standing may be excluded from the procurement.
Q.4B.5.1 and Q.4B.5.2: It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any
subsequently awarded contract, the types and levels of insurance indicated below:
Employers liability insurance: 5 000 000 GBP;
Public liability insurance: 10 000 000 GBP;
Professional indemnity insurance: 5 000 000 GBP.
three.1.3) Technical and professional ability
List and brief description of selection criteria
Please reference the SPD Instructions to Bidders document which is located within the attachments area of PCS-T for this project. This document provides details of the scored questions and their respective weightings.
three.2) Conditions related to the contract
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Competitive procedure with negotiation
four.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
four.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
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: 2021/S 000-024490
four.2.2) Time limit for receipt of tenders or requests to participate
Date
11 April 2023
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
26 May 2023
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: 1 July 2024
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.3) Additional information
The award criteria questions and weightings will be published in the ITT.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 23738. For more information see:
http://www.publiccontractsscotland.gov.uk.
A sub-contract clause has been included in this contract. For more information see:
http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see:
http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows:
The Public Sector in Scotland is committed to the delivery of high quality public services, and recognises that this is critically dependent on
a workforce that is well-rewarded, well-motivated, well-led, has access to appropriate opportunities for training and skills development,
diverse and engaged in decision making. These factors are also important for workforce recruitment and retention, and thus continuity of
service.
Public Bodies in Scotland are adopting fair work practices, which include:
— a fair and equal pay policy that includes a commitment to supporting the living wage, including, for example being a living wage
accredited employer;
— clear managerial responsibility to nurture talent and help individuals fulfil their potential, including for example, a strong commitment
to modern apprenticeships and the development of Scotland's young workforce;
— promoting equality of opportunity and developing a workforce which reflects the population of Scotland in terms of characteristics such
as age, gender, religion or belief, race, sexual orientation and disability;
— support for learning and development;
— stability of employment and hours of work, and avoiding exploitative employment practices, including for example no inappropriate use
of zero-hours contracts;
— flexible working (including for example practices such as flexi-time and career breaks) and support for family friendly working and
wider work life balance;
— support progressive workforce engagement, for example Trade Union recognition and representation where possible, otherwise
alternative arrangements to give staff an effective voice.
In order to ensure the highest standards of service quality in this contract we expect contractors to take a similarly positive approach to fair work practices as part of a fair and equitable employment and reward package.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 23738. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Your proposal must address the following Community Benefit themes:
-Modern Apprenticeships, and address minimum requirements as outlined in para 19.7 of Schedule 1
-Work with schools, colleges offering educational support for those who are young / out of work.
-how you will encourage the participation of SMEs via sub-contracting opportunities.
You must detail any specific actions, deliverables and resources to be utilised, along with accompanying timescales for delivery and a description of who will benefit from the proposal. Your response should include but not be limited to:
- How you will arrange the support
- Where this will take place
- Who will benefit from the support
- How many hours per month you will offer
- The services you will offer
(SC Ref:725550)
six.4) Procedures for review
six.4.1) Review body
Sheriff Court House
27 Chambers Street
Edinburgh
EH1 1LB
Fax
+44 1312252525
Country
United Kingdom