Section one: Contracting authority
one.1) Name and addresses
University of Bristol
4th Floor, Augustine's Courtyard, Orchard Lane
Bristol
BS1 5DS
Telephone
+44 01179289000
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
Buyer's address
https://tenders.bris.ac.uk/web/login.html
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://tenders.bris.ac.uk/web/login.html
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://tenders.bris.ac.uk/web/login.html
Tenders or requests to participate must be submitted to the above-mentioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://tenders.bris.ac.uk/web/login.html
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Dental School Clinical Governance
Reference number
ITT_861 and ITT_862
two.1.2) Main CPV code
- 48100000 - Industry specific software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
The University’s new Dental School is aiming to open by September 2022. The Bristol Dental School is currently integrated and collocated with the Bristol Dental Hospital, which is run by the Universities Hospitals Bristol & Weston NHS Foundation Trust. As such, the IT systems currently used by the Dental School to facilitate clinical practice are those used by, and provided by, the NHS Trust.
The intention of the New Dental School project is to separate the University’s Dental School both physically and operationally from the Dental Hospital and the NHS Trust, creating a separate and independent Dental School and clinical facility based at a new dedicated location within Bristol.
In conjunction with this move, the Dental School’s operating model will be redefined to deliver enhancements to the quality of clinical education along with significant improvements to student, staff and patient experience.
By separating from the NHS Trust, and the Dental Hospital, the New Dental School will need to procure a number of new IT systems to support the clinical practice elements of the school. This procurement ( itt_861 and itt_862) is specifically for the provision of a Clinical Incident Management System software and Clinical Compliance System software, collectively known as Dental School Clinical Governance.
two.1.5) Estimated total value
Value excluding VAT: £255,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 2
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
Lot 1: Clinical Incident Management System (CIMS)
Lot 2: Clinical Compliance System (CCS)
two.2) Description
two.2.1) Title
Lot No
Lot 1: Clinical Incident Management System (CIMS)
two.2.2) Additional CPV code(s)
- 48100000 - Industry specific software package
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
University of Bristol
two.2.4) Description of the procurement
To support the operation of the Dental School it is a requirement to have a Clinical Incident Management System, available to any member of staff or student based in the Dental School building (approximately 700 students and staff). The implementation of an appropriate incident management system is a pre-requisite for Care Quality Commission (CQC) registration, that has to be in place before the new dental school can open.
The system is currently managed by the NHS Trust, where the Dental School’s main involvement is receiving actions and tasks relating to incidents and reporting back to the Trust with updates; this is achieved using prescribed document templates and emails.
The new system must ensure that the Dental School can manage all incidents that impact patient safety in a manner that is compliant with CQC (legislative) regulations. This will include:
· Capturing details of patient-safety incidents
· Automated workflows to ensure correct and timely response to incidents
· Tracking progress of incidents and investigations
· Alerts and emails to users (tasks, actions, notifications)
· Reporting and monitoring for compliance & quality
· A record of all communications sent to the patient or their representative
In addition to incidents, this system may also include the data, rules and workflows that support management of the following:
· Complaints
· Root cause analysis
· Recommendations & action plans
· Risks & risk register
· Audit & compliance
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £215,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
To be re-tendered before the end of the contract duration
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
Initial contract duration will be 2 years with 2 further option years (2+1+1)
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Contract Value is estimated over 48 month duration
two.2) Description
two.2.1) Title
Lot No
Lot 2: Clinical Compliance System (CCS)
two.2.2) Additional CPV code(s)
- 48100000 - Industry specific software package
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
The University’s new Dental School is aiming to open by September 2022. To support the operation of the Dental School it requires a system to manage compliance with industry standards and regulations such as the Care Quality Commission (CQC) and General Dental Council (GDC). The system will ensure students and staff use the correct document templates, perform the requisite routine reviews and other compliance tasks.
Although many Clinical Incident Management systems provide the mechanism to manage compliance (e.g. document repository, task management) the New Dental School may require a service on top of this, which will supply the latest up-to-date document templates and compliance tasks / requirements as well as general compliance support. (By comparison, without this additional service, the Dental School would need to employ a person to perform this function on an ongoing basis).
This particular item for procurement will support the Dental School in maintaining compliance with CQC, GDC and other industry regulations and standards, as well as their own internal quality standards / policy.
A system for managing clinical compliance will comprise of 2 main features:
1. The IT System to record, manage, track and evidence all compliance activities
2. The 'content' i.e. the tasks and activities that a Dental Practice needs to complete, when and how often, in order to be compliant with the latest legislation, regulations, CQC and General Dental Council (GDC) requirements, as applicable.
It may be that a number of 'Clinical Incident Management' systems also provide the first requirement, i.e. the ability to record, manage, track and evidence compliance, however, the second element is equally important, as it will effectively outsource the responsibility of keeping compliant with the latest rules and regulations.
As such, the system will need to fulfil the following:
· Document templates: pre-defined (and customizable) and user-defined / user-uploaded
· Pre-defined compliance tasks (to meet legislation, regulations, CQC & GDC requirements)
· Organization management (i.e. organizations, departments, groups etc.)
· Task management & scheduling (incl. ad hoc tasks)
· Rules, workflows & email notifications
· Regular, timely updates (& alerts) covering the latest changes to requirements
· Compliance support (possibly including an audit service)
· Reports & dashboards
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £40,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
Contract will be re-tendered prior to end of duration
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
Initial contract duration will be 2 years with 2 further option years (2+1+1)
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Contract Value is estimated over 48 month duration
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: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
11 October 2021
Local time
2:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
11 October 2021
Local time
11:01am
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.4) Procedures for review
six.4.1) Review body
Royal Courts of Justice
Strand, London WC2A 2LL
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Bidders have the right to appeal as set out in the Public Contracts Regulations 2015. Proceedings under the Public Contracts Regulations 2015 are time limited and any such proceedings must be brought in the High Court of England and Wales.