Scope
Reference
C373692
Description
Provision of QA services to include Quality Management and Environmental Monitoring for Chelsea and Westminster Hospital NHS Foundation Trust, Pharmacy Division.
Total value (estimated)
- £300,000 excluding VAT
- £360,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2029
- 3 years
Description of possible extension:
1 x 12 months
Options
The right to additional purchases while the contract is valid.
Optional 12 months extension to be agreed in writing by both parties, providing the supplier meets the KPI's and provides a satisfactory service.
Main procurement category
Services
CPV classifications
- 72225000 - System quality assurance assessment and review services
- 72212180 - Medical software development services
Contract locations
- UKI - London
Lot constraints
Maximum number of lots a supplier can bid for: 2
Maximum number of lots a supplier can be awarded: 2
Description of how multiple lots may be awarded:
Suppliers may bid for one or more of the lots.
Lot 1. Quality Management Systems
Description
- Document approval and GMP Audit – One internal audit per year and support with the preparation of the external audit and be available on the day of the audit
- Support with relevant action plans from external audit
- Quality Management Review including specialist advise and clarifications
- Site visits, monthly meetings and specialist information. Monthly review of quality exception reports and change controls
- Review errors and provide advice
- Review of microbiological data reported including microbiological excursions.
- Approval of microbiological excursion investigation reports and advice on appropriate course of action(s) in the event of such excursions.
- Specialist advice and support
- Releasing UMP and Specials, dealing with defects and recalls for all products including imports and specials which come into the pharmacy
Lot value (estimated)
- £100,000 excluding VAT
- £120,000 including VAT
Same for all lots
CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot 2. Environmental Monitoring
Description
For environmental monitoring , work required will cover the following, although this is not an exhaustive list:
- Provision of micro plates, Broth and all required media
- Receipt, incubation, reading. Evaluation and electronic reporting of microbiological environmental monitoring plate results
- Bacterial identification to species level
- Validation samples
- Quarterly visit to complete MEM monitoring
- Annual Broth GPT (Growth Promotion Testing) of broth used for operative or process validations
- Quarterly contract review meetings
- Staff training
- Client audit of Local QC
- Fridge mapping when required
- Transporting samples
- Air sampling
- Particle counts
Lot value (estimated)
- £100,000 excluding VAT
- £120,000 including VAT
Same for all lots
CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot 3. Combined Quality Management Systems and Environmental Monitoring
Description
This lot is for suppliers that can offer the services covered within Lots 1 and 2.
QMS
- Document approval and GMP Audit – One internal audit per year and support with the preparation of the external audit and be available on the day of the audit
- Support with relevant action plans from external audit
- Quality Management Review including specialist advise and clarifications
- Site visits, monthly meetings and specialist information. Monthly review of quality exception reports and change controls
- Review errors and provide advice
- Review of microbiological data reported including microbiological excursions.
- Approval of microbiological excursion investigation reports and advice on appropriate course of action(s) in the event of such excursions.
- Specialist advice and support
- Releasing UMP and Specials, dealing with defects and recalls for all products including imports and specials which come into the pharmacy.
For environmental monitoring, work required will cover the following, although this is not an exhaustive list:
- Provision of micro plates, Broth and all required media
- Receipt, incubation, reading. Evaluation and electronic reporting of microbiological environmental monitoring plate results
- Bacterial identification to species level
- Validation samples
- Quarterly visit to complete MEM monitoring
- Annual Broth GPT (Growth Promotion Testing) of broth used for operative or process validations
- Quarterly contract review meetings
- Staff training
- Client audit of Local QC
- Fridge mapping when required
- Transporting samples
- Air sampling
- Particle counts
Lot value (estimated)
- £100,000 excluding VAT
- £120,000 including VAT
Same for all lots
CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Participation
Particular suitability
Lot 1. Quality Management Systems
Lot 2. Environmental Monitoring
Lot 3. Combined Quality Management Systems and Environmental Monitoring
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
16 February 2026, 12:00pm
Tender submission deadline
23 February 2026, 12:00pm
Submission address and any special instructions
The opportunity will be visible via the tamis tendering portal under ref: C373692. The tender and all
the communication will be managed via this portal link: https://health-family.force.com/s/Welcome
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
16 March 2026
Recurring procurement
Publication date of next tender notice (estimated): 31 August 2028
Award criteria
Lot 1. Quality Management Systems
| Name | Description | Type | Weighting |
|---|---|---|---|
| technical | As per specification document |
Quality | 50.00% |
| Commercial | As per specification |
Cost | 40.00% |
| Social value | As per specification |
Quality | 10.00% |
Lot 2. Environmental Monitoring
Lot 3. Combined Quality Management Systems and Environmental Monitoring
| Name | Description | Type | Weighting |
|---|---|---|---|
| Technical | As per specification |
Quality | 50.00% |
| Commercial | As per specification |
Cost | 40.00% |
| Social Value | As per specification |
Quality | 10.00% |
Other information
Payment terms
30 days upon receipt of invoice
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Reduced tendering period
Yes
State of urgency - minimum 10 days
Contracting authority
Chelsea and Westminster Hospital NHS Foundation Trust
- Public Procurement Organisation Number: PGHW-2767-ZYZT
Unit G3, Harbour Yard, Chelsea Harbour
London
SW10 0XD
United Kingdom
Region: UKI33 - Kensington & Chelsea and Hammersmith & Fulham
Organisation type: Public authority - central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
Central London Community Healthcare NHS Trust
Summary of their role in this procurement: Virtual Host for procurement services - North West London Procurement Services (NWLPS)
- Public Procurement Organisation Number: PJXH-4297-MQQW
Ground Floor, 15 Marylebone Road
London
NW1 5JD
United Kingdom
Region: UKI32 - Westminster
Contact organisation
Contact Chelsea and Westminster Hospital NHS Foundation Trust for any enquiries.