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Electronic Clocking-In System PoC

  • NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)

UK5: Transparency notice - Procurement Act 2023 - view information about notice types

Notice identifier: 2025/S 000-020453

Procurement identifier (OCID): ocds-h6vhtk-0510d6

Published 12 May 2025, 12:59pm



Scope

Reference

CAV VEA (25-26) 17

Description

As part of the CEF Service Board's ongoing service modernisation efforts, the Senior team have been looking into introducing an electronic clocking-in system to replace the existing paper-based process. This initiative will commence in the Patient Catering department at Llandough hospital, with plans for a wider rollout across the Estates and Facilities Service Division.

The Allocate system integrates directly with HealthRoster, streamlining rostering, sickness and annual leave management for admin teams, supervisors, and management teams. This seamless link will reduce administrative burdens, improve payroll accuracy and ensure real-time visibility of workforce data. By automating attendance tracking and 'clocking in', the system enhances workforce efficiency, reduces errors, and provides valuable insights to support operational planning. This is a significant step forward in modernising our workforce management processes, ensuring greater accuracy and efficiency across the division.


Contract 1. Electronic Clocking-In System

Supplier

Contract value

  • £33,014 excluding VAT
  • £39,616.80 including VAT

Below the relevant threshold

Earliest date the contract will be signed

22 May 2025

Contract dates (estimated)

  • 23 May 2025 to 23 May 2026
  • 1 year, 1 day

Main procurement category

Services

CPV classifications

  • 72000000 - IT services: consulting, software development, Internet and support

Contract locations

  • UKL22 - Cardiff and Vale of Glamorgan

Participation

Particular suitability

Small and medium-sized enterprises (SME)


Procedure

Procedure type

Below threshold - without competition


Supplier

Allocate Software Limited

  • Public Procurement Organisation Number: PMDT-3379-BBLR

2nd Floor 1 Church Road

Richmond

TW9 2QE

United Kingdom

Region: UKI75 - Hounslow and Richmond upon Thames

Small or medium-sized enterprise (SME): Yes

Voluntary, community or social enterprise (VCSE): No

Contract 1. Electronic Clocking-In System


Contracting authority

NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)

  • Public Procurement Organisation Number: PXWV-6492-CGMN

4-5 Charnwood Court,

Cardiff

CF14 3UZ

United Kingdom

Contact name: Illiass Dadda

Telephone: +44 29 2150 1382

Email: illiass.dadda@wales.nhs.uk

Website: http://nwssp.nhs.wales/ourservices/procurement-services/

Region: UKL22 - Cardiff and Vale of Glamorgan

Organisation type: Public authority - central government

Devolved regulations that apply: Wales