Scope
Reference
VEL-STA (2025-26) 13
Description
The Migration and configuration of Prometheus (databases, applications and custom developed interfaces) from DHCW onto a WBS-hosted on-premise service.
Contract 1. Stem Cell Donor Registry Software
Supplier
Contract value
- £164,990.58 excluding VAT
- £197,988.70 including VAT
Above the relevant threshold
Earliest date the contract will be signed
16 June 2025
Contract dates (estimated)
- 23 June 2025 to 30 June 2028
- 3 years, 8 days
Main procurement category
Services
CPV classifications
- 72200000 - Software programming and consultancy services
Contract locations
- UK - United Kingdom
Other information
Description of risks to contract performance
imely migration from DHCW to a WBS-hosted environment is essential to avoid service disruption; this is mitigated by scheduling the migration for Q1 2025/26 with Steiner, the original system developer. As Prometheus is critical to WBMDR's donor-matching operations, any interruption poses serious clinical risks; this is addressed by securing ongoing support post-LIMS1.0. Technical risks related to bespoke interfaces are minimised by Steiner's unique knowledge of the system. While single-supplier contracting may raise value-for-money concerns, the arrangement delivers minor cost savings and improved transparency by removing third-party layers. Provisions will also be included to support knowledge transfer and long-term resilience.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Direct award
Direct award justification
Single supplier - technical reasons
Prometheus links the WBMDR to the international stem cell registry community. It allows two-way communication between international stem cell registries to search the WBMDR donor database for donors that are matches for their patients and it also manages the communication of messages and documents between the WBMDR and UK and international registries to facilitate the matching of patients with potential donors.
Prometheus was initially deployed under the current national LIMS1.0 contract with InterSystems (ISC), which subcontracted the WBMDR component to Steiner.
Under the forthcoming LIMS2.0 contract, ISC will no longer support third-party contracts. The agreement between ISC and DHCW comes to an end in June 2025. Consequently, we plan to assume management of the Prometheus solution from DHCW, who are supportive of this initiative and will need to migrate the solution by June 2025.
This transition will terminate our relationship with Steiner under the national LIMS1.0 agreement between DHCW and ISC and establish a new direct contract between WBS and Steiner.
There are no alternative solutions available on the market. The cost and time to investigate an option of building an in-house alternative is not feasible at this time.
Supplier
Steiner
- Public Procurement Organisation Number: PDGD-3396-BMVM
Jevanská 2423/10
Strašnice Czechia
100 00 Prague 10
Czechia
Email: mustafin@steiner.cz
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Contract 1. Stem Cell Donor Registry Software
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: Gemma Roscrow
Email: Gemma.Roscrow@wales.nhs.uk
Website: http://nwssp.nhs.wales/ourservices/procurement-services/
Region: UKL22 - Cardiff and Vale of Glamorgan
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales