Medical Workforce Electronic Systems

  • NHS Wales Shared Services Partnership

F02: Contract notice

Notice reference: 2024/S 000-008709

Published 18 March 2024, 4:22pm

Section one: Contracting authority

one.1) Name and addresses

NHS Wales Shared Services Partnership

Cardiff and Vale University Local Health Board, Procurement Services, Woodlands House, Maes-Y-Coed Road


CF14 4HH


Emma Lane




+44 02921508264


United Kingdom

NUTS code

UK - United Kingdom

Internet address(es)

Main address


Buyer's address


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


Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via


one.4) Type of the contracting authority

Body governed by public law

one.5) Main activity


Section two: Object

two.1) Scope of the procurement

two.1.1) Title

Medical Workforce Electronic Systems

Reference number


two.1.2) Main CPV code

  • 72222200 - Information systems or technology planning services

two.1.3) Type of contract


two.1.4) Short description

NHS Wales Shared Services Partnership (NWSSP), hosted by Velindre NHS Trust are acting on behalf of Cardiff and Vale University Local Health Board who require a Medical Workforce Electronic System.

The Health Board’s Workforce team have a vision of an aligned medical and dental workforce to the right place, at right time to deliver the best quality service for the patients in the most cost effective manner. In order to achieve this vision, there is an aim to support capacity and demand planning of medical workforce through live staff level data which will provide a transparent picture of the Health Board’s real time medical capacity.

two.1.5) Estimated total value

Value excluding VAT: £900,000

two.1.6) Information about lots

This contract is divided into lots: No

two.2) Description

two.2.3) Place of performance

NUTS codes
  • UKL22 - Cardiff and Vale of Glamorgan

two.2.4) Description of the procurement

The Health Board require a Medical and Dental Workforce Electronic System that can sustain the size of the Health Board and provides some if not all (but not limited to) the following criteria/functions;

a) allows live Health Board wide coordination of the workforce and real time changes to rota

b) roster for both junior and senior clinicians

c) allows rota of all on-calls, post on-call, ward cover and hot weeks

d) flexible system that can include outpatients, theatres and other elective activity

e) simple to complete

f) allows for record swaps (either via a coordinator or directly by clinicians)

g) direct click through to contact details for the clinicians so that they can be called on their mobile and other devices

h) able to book all types of leave and able to highlight potential clashes or lack of cover in advance

i) incorporates rules including WTD, excessive hours, shifts patterns etc.

j) links with entire workforce which includes substantive to bank workforce

k) dedicated app

l) Links to internal system for example, Electronic Staff Record (ESR)

m) interacts with job plans on external systems that are utilised by the Health Board

n) interacts with claim forms for extra shifts

o) capacity to access hospital pathways or interoperability with a hospital pathways app

p) access to Health Board wide rota

q) cloud based system accessible on both PC as well as ipad

r) reports are included or configurable to extract data to provide KPI’s.

s) ability to configure different user accounts/profiles and and levels of access/roles

t) potential ability for the rostering system to use AI and current algorithmic technology to ‘auto design’ rotas based on pre-set departmental or organisations principles with minimal human intervention or manipulation with the ability for automated rostering requests and swap processing.”

u) Open source format API for example, the ability to link in with existing and future IT interfaces particularly the NDR (National Data Resource) which would enable future workforce and healthcare research and digital improvement.

It should also be noted that the Health Board must maintain full control over all data inputted into any rostering system in light of GDPR considerations and restrictions will be required on the ability of any provider to use rota and personal data or the sharing of such data with third parties.

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

Duration in months


This contract is subject to renewal


Description of renewals

Within the 84 months stated above, there is an option to extend for up to twenty four months at the Health Board's sole discretion.

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 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

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: Yes

four.2) Administrative information

four.2.1) Previous publication concerning this procedure

Notice number: 2022/S 000-009231

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


17 April 2024

Local time


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

English, Welsh

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

Duration in months: 190 (from the date stated for receipt of tender)

four.2.7) Conditions for opening of tenders


17 April 2024

Local time



Electronic system

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

Please note additional information on this procurement:

1. The Contracting Authority reserves the right to award the contract in whole, in part, per lot or annul the tendering process and not award any contract.

2. Bidders should note that they will be required to enter into terms and conditions of contract as set out in the tender and that save for matters of clarification or consistency the Contracting Authority will not negotiate the terms.

3. The Contracting Authority will not accept completed tenders after the stated closing date.

4. All documents to be priced (where applicable) in sterling and all payments made in sterling.

5. All tender costs and liabilities incurred by bidders shall be the sole responsibility of the bidders.

6. Prospective suppliers should note that NHS Shared Services Partnership - Procurement Services is acting on behalf of Cardiff and Vale University Local Health Board.

7. Bidders wishing to participate should visit the Bravo e-tenderwales portal and access the itt_108648 for all tender documentation.

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=138962

(WA Ref:138962)

The buyer considers that this contract is suitable for consortia.

six.4) Procedures for review

six.4.1) Review body

High Court



United Kingdom

six.4.3) Review procedure

Precise information on deadline(s) for review procedures

NHS Wales Shared Services Partnership on behalf of Cardiff and Vale University Local Health Board will allow a minimum 10 calendar day standstill period between notifying the award decision and awarding the contract.

Unsuccessful tenderers and applicants are entitled to receive reasons for the decision, including the characteristics and relative advantages of the winning bid and the reasons why the tenderer/applicant was unsuccessful. Should additional information be required it should be requested of the addressee in section I.1. Aggrieved parties who have been harmed or are at risk of harm by breach of the procurement rules have the right to take action in the High Court (England and Wales). Any such action is subject to strict time limits in accordance with the Public Contracts (Amendments) Regulations 2015.