Section one: Contracting authority
one.1) Name and addresses
NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)
4-5 Charnwood Court,, Heol Billingsley, Parc Nantgarw
Cardiff
CF15 7QZ
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0221
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://etenderwales.bravosolution.co.uk/web/login.shtml
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://etenderwales.bravosolution.co.uk/web/login.shtml
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
Student Award System
Reference number
AW049
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
The purpose of the Student Awards System is to manage the processing of student bursary applications. The Student Awards Service Team process circa 9,600 student applications a year and receive circa 12,000 phones call a year.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKL - Wales
two.2.4) Description of the procurement
The purpose of the Student Awards System is to manage the processing of student bursary applications. The Student Awards Service Team process circa 9,600 student applications a year and receive circa 12,000 phones call a year.
The project scope will focus on the Students Awards Service and Student Streamlining Service within the Employment Services Division of NWSSP and will engage with key stakeholders such as Students, Higher Education Institutes and Commissioning body Health Education and Improvement Wales (HEIW).
The overall project scope is to provide a procured framework for Shared Services to draw down a Student Bursary Application solution to support the management of bursary applications and contribute to improving the bursary application experience for Healthcare Students. In addition to that, the solution is required to support a number of additional service efficiencies that have been identified and present timely opportunities to align with other key initiatives such as Student Streamlining. The solution will also be required to support the delivery of our entire services for Healthcare Students and stakeholders in both Welsh & English throughout each stage of the solution.
DELIVERABLES
The key deliverables for the Student Awards Bursary System will be bilingual & based on the following:
1. Implement, test & go live achieved before 31st March 2022 – Bursary solution.
2. Implement, test & go live Student Streamlining module – Autumn 2022. Interface will be required for this module.
3. Receive online student applications.
4. Request evidence to support the student application.
5. Enable assessment of the application and evidence by the service.
6. Adhere to Information Governance policies and procedures where applicable and maintains confidentiality.
7. Communicate application outcomes to students.
8. Provide knowledge management to students via solution.
9. The solution must be able to function in Welsh and English for students and operational stakeholders applying the same functionality principles at each stage of the solution and comply with Welsh Language Measure Act 2011 & Welsh Language Standards 2018.
10. Ability to monitor progress & performance through stages of student bursary pathway.
11. Digital dashboard that is interoperable for key end user & stakeholder.
i. Student dashboard
ii. Team dashboard
iii. Manager dashboard
iv. Stakeholder view
12. Suite of standard & customisable reporting based on business rules highlighting for example performance delays / bottlenecks within pathway with an ability to directly link with non-compliance records (drill down).This function would be available to the administrator licence.
13. Ability to interface with other NHS organisational systems (details of systems below).
14. Document management functionality & sharing across stakeholder group.
15. The solution must be the source of all communication and multi - faceted in respect of managing notifications, email, intelligent FAQ system.
16. Functionality to sign up to terms & conditions to an identifiable category of students. This function will also need to support multiple versions of the terms and conditions.
17. Push workload. For example re-assigning workload.
18. Solution must maximise use of technology to validate evidence.
19. Chatbot technology with AI.
20. Cloud based solution.
21. Compatible with Microsoft 365.
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 70
Cost criterion - Name: Cost / Weighting: 30
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
Extension periods of 12 months and 12 months available.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
See tender documentation for optional extras which may or may not be utilised during the contract duration.
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.2.2) Time limit for receipt of tenders or requests to participate
Date
16 September 2021
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English, Welsh
four.2.7) Conditions for opening of tenders
Date
17 September 2021
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
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=113254
(WA Ref:113254)
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom