Section one: Contracting authority
one.1) Name and addresses
South Central Ambulance NHS Foundation Trust
7-8 Talisman Business Centre
BICESTER
OX266HR
Contact
Viv Hichens
Telephone
+44 7867449533
Country
United Kingdom
NUTS code
UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Internet address(es)
Main address
Buyer's address
https://supplierlive.proactisp2p.com
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
Workforce Management System
Reference number
DN186
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 to procure a fully
supplier hosted, managed and onward going developed, Software as a Service provided
Workforce Management Software System for use by all UK Ambulance Trusts.
All UK Ambulance Trusts currently use GRS and there is a desire to seek a solution which will
provide a total workforce management solution, incorporating the functionality currently
provided by other interdependent systems.
SCAS, as lead Contracting Authority, is seeking to appoint a Supplier by 6th April 2021 who
will be responsible for developing an all-encompassing system suitable for use by all
Ambulance Trusts for a go live date for SCAS, and potentially at least two other Ambulance
Trusts, of 1st April 2022.
Please see the following link for details of all the Ambulance Trusts who may draw down on
the contract:
https://aace.org.uk/uk-ambulance-service/map-of-nhs-ambulance-services/
The Authority seeks bids from organisations which can demonstrate experience of providing
a complex Workforce Management Software System for use with a wide range of different
personnel and who, whether or not they currently provide services to the NHS, can demonstrate:
i) a clear understanding and appreciation of:
• the complexities of the NHS;
• the Agenda for Change;
• NHS Terms and Conditions;
• The substantial range and complexity of the personnel employed and the differing terms
under which they are employed;
• The interplay within the NHS marketplace and the interaction between the Department of
Health, NHSE, NHSI, Clinical Commissioning Group and many other groups.
ii) High levels of competency in developing and continually updating a system to deliver
100% accurate information in terms of hours worked by differing personnel;
iii) The ability to ensure effective, live and accurate integration between hours worked and
the Authority's payroll system.
iv) Proven methodology for delivering the changing needs of an NHS body which employs a
wide range of different personnel needing to take account of the Working Time Regulations
and the interplay between annual leave, absence, TOIL, overtime, rostering and selfrostering.
v) The expertise to delivery effective and accurate integration with and data feed from the
worked hours data to the Trust's Payroll provider system.
SCAS intend letting a contract for up to 10 years (an initial 5 years from the point of award on
6th April 2021 and then four years from go live on 1st April 2022 with the option thereafter to
extend by multiples of one year up to a further five years).
Other Ambulance Trusts would have the option of drawing down on the ensuing contract
during its lifetime with the intention of a co-terminus date for all those Trusts utilising the
contract opportunity.
SCAS intends that the contract will involve a proactive Ambulance user group who will agree
on the development pathway for each following year in conjunction with the Supplier for the
benefit of all participating Trusts and, ultimately, the Trust's patients.
The system purchased by SCAS will also be made available to Isle of Wight NHS Trust as part
of a co-operation set up between the two public bodies under Regulation 12(7). The procurement of this third-party supplier via a fully compliant OJEU process means that no
private supplier has been placed "at an advantage vis-à-vis its competitors."
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £29,640,000
two.2) Description
two.2.2) Additional CPV code(s)
- 48450000 - Time accounting or human resources software package
two.2.3) Place of performance
NUTS codes
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
two.2.4) Description of the procurement
South Central Ambulance Service NHS Foundation Trust (SCAS) is seeking to procure a fully
supplier hosted, managed and onward going developed, Software as a Service provided
Workforce Management Software System for use by all UK Ambulance Trusts.
All UK Ambulance Trusts currently use GRS and there is a desire to seek a solution which will
provide a total workforce management solution, incorporating the functionality currently
provided by other interdependent systems.
SCAS, as lead Contracting Authority, is seeking to appoint a Supplier by 6th April 2021 who
will be responsible for developing an all-encompassing system suitable for use by all
Ambulance Trusts for a go live date for SCAS, and potentially at least two other Ambulance
Trusts, of 1st April 2022.
Please see the following link for details of all the Ambulance Trusts who may draw down on
the contract:
https://aace.org.uk/uk-ambulance-service/map-of-nhs-ambulance-services/
The Authority seeks bids from organisations which can demonstrate experience of providing a complex Workforce Management Software System for use with a wide range of different
personnel and who, whether or not they currently provide services to the NHS, can
demonstrate:
i) a clear understanding and appreciation of:
• the complexities of the NHS;
• the Agenda for Change;
• NHS Terms and Conditions;
• The substantial range and complexity of the personnel employed and the differing terms
under which they are employed;
• The interplay within the NHS marketplace and the interaction between the Department of
Health, NHSE, NHSI, Clinical Commissioning Group and many other groups.
ii) High levels of competency in developing and continually updating a system to deliver
100% accurate information in terms of hours worked by differing personnel;
iii) The ability to ensure effective, live and accurate integration between hours worked and
the Authority's payroll system.
iv) Proven methodology for delivering the changing needs of an NHS body which employs a
wide range of different personnel needing to take account of the Working Time Regulations
and the interplay between annual leave, absence, TOIL, overtime, rostering and selfrostering.
v) The expertise to delivery effective and accurate integration with and data feed from the
worked hours data to the Trust's Payroll provider system.
SCAS intend letting a contract for up to 10 years (an initial 5 years from the point of award on
6th April 2021 and then four years from go live on 1st April 2022 with the option thereafter to
extend by multiples of one year up to a further five years).
Other Ambulance Trusts would have the option of drawing down on the ensuing contract
during its lifetime with the intention of a co-terminus date for all those Trusts utilising the
contract opportunity.
SCAS intends that the contract will involve a proactive Ambulance user group who will agree
on the development pathway for each following year in conjunction with the Supplier for the
benefit of all participating Trusts and, ultimately, the Trust's patients.
The system purchased by SCAS will also be made available to Isle of Wight NHS Trust as part
of a co-operation set up between the two public bodies under Regulation 12(7). The
procurement of this third-party supplier via a fully compliant OJEU process means that no
private supplier has been placed "at an advantage vis-à-vis its competitors."
At this stage there is no definite commitment from the other Ambulance Trusts to draw down
under the Contract being let by SCAS, but a number of Trusts have expressed direct interest
with at least one other Trust with a current Contract that is due to expire on 31 March 2022,
enabling them to utilise the Contract scheduled to start on 1 April 2022.
The estimated value is based upon all thirteen Ambulance Trusts drawing down on the
ensuing contract.
two.2.5) Award criteria
Quality criterion - Name: E-Rostering / Weighting: 15
Quality criterion - Name: Software Integration / Weighting: 15
Quality criterion - Name: Additional Functionality from current capabilities / Weighting: 10
Quality criterion - Name: Implementation plan / Weighting: 5
Quality criterion - Name: After Sales Service/Support / Weighting: 5
Quality criterion - Name: SaaS Managed Service and Customer Roadmap Delivery / Weighting: 10
Quality criterion - Name: Technical Requirements / Weighting: 10
Price - Weighting: 30
two.2.11) Information about options
Options: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
Accelerated procedure
Justification:
Prior Information Notice issued a minimum of 35 days before this Contract Notice via
reference: 2020/S 243-603134
The Contracting Authority has engaged effectively with the market, providing prior
information and engaging with a large number of interested parties. All of this information is
made available as part of the ITT pack.
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 000-000852
Section five. Award of contract
Contract No
SCAS000723
Title
Workforce Management System
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
6 May 2021
five.2.2) Information about tenders
Number of tenders received: 5
Number of tenders received by electronic means: 5
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Allocate Software Limited
1 Church Road
Richmond
TW9 2QE
Country
United Kingdom
NUTS code
- UKI - London
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £29,640,000
Lowest offer: £3,000,000 / Highest offer: £29,640,000 taken into consideration
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
South Central Ambulance Service NHS Foundation Trust
Units 7 & 8, Talisman Business Centre, Talisman Road
Bicester
OX26 6HR
Telephone
+44 7867449533
Country
United Kingdom