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
Telephone
+44 1443848585
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
http://nwssp.nhs.wales/ourservices/procurement-services/
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
Additional information can be obtained from the above-mentioned address
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
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
NHS Wales Student Healthcare Bursary in Wales is delivered by NHS Wales Shared Services Partnership (NWSSP) on behalf of Welsh Government. This arrangement has been in place since 2015 and has successfully supported the bursary application process.
The Student Streamlining Matching Scheme is also managed by NHS Wales Shared Services Partnership (NWSSP) within the Employment Services Division and is responsible for matching healthcare graduates to profession specific vacancies in NHS Wales Health Boards & Trusts. The existing software for the Matching Scheme has been in place for several years.
In line with Procurement regulations NWSSP are exploring market service offerings with the aim of going to tender in 2022. NWSSP are looking to contract on a student centric single digital solution and integration of these two business pathways .
Interested suppliers are invited to attend a virtual engagement day on Thursday 20th January 2022. Further details can be obtained from Michael.Veasey@wales.nhs.uk
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
Stage 1: Gateway to Student Services and application process is as follows:
1. Student registers account
2. Student completes online bursary application.
3. Student application and supporting evidence is submitted and received by service.
4. Supporting evidence is validated by Service.
5. Manual assessment of the bursary application is undertaken by the Bursary Assessor.
6. Student account updated with application outcome and communicated to students.
7. Knowledge management provided to students via Student Awards Call Centre.
The following key features will need to form part of the final solution.
1. Fully automated bursary application and system calculated assessment based on evidence provided by student).
2. Tracking functionality & visibility for all stakeholders on student bursary pathway.
3. Ability to monitor progress & team performance through stages of bursary pathway.
4. Automated document management functionality across stakeholder group.
5. The solution must be multi -faceted in respect of integrated communication eg system notifications, email, chat intelligent FAQ system with an integrated business system – AI functionality.
6. Functionality to sign up to terms & conditions.
7. Solution must maximise use of technology to validate evidence. Ie Passport, driving licence verification.
8. Bursary calculator eligibility functionality.
Stage 2: Gateway Application into Student Matching Scheme manages the process by:
1. Receiving Health Board vacancies from the NHS Recruitment System.
2. Enabling the student to complete an online application form & rank their vacancy preferences.
3. Allowing students to book interviews according to their profession.
4. Enabling Health Board Recruiting Manager to review & rank student applications.
5. System enabled matching of students to their preferred vacancy & link into NHS Recruitment system.
Stage 3: Administrator Gateway to reassign students not matched in stage two to re-apply indicating new preferences to remaining stage two vacancies. Repeating Steps 4-5 outlined below & link into NHS Recruitment system.
The following key features will need to form part of the final solution.
1. Ability to interface with NHS Recruitment system & import data to standardised format.
2. Manage user access & apply user access restrictions within solution.
a. Health Board Recruiting Manager access managed via administrator.
b. User access restriction for both Health Board, profession specific vacancies & application rankings.
c. Sponsored students access restricted to certain vacancies.
3. Ability to allocate each profession with distinct value based questions. This will form part of the application and based on profession selected by student in application stage.
4. Ability for student to rank preferred vacancies (flexibility up to 6)
5. Ability for recruiting manager to rank all applications within solution.
6. Multi – faceted integrated communication. Eg system notifications, intelligent FAQs, student feedback via student account, chat.
7. Functionality to opt out of Matching Scheme upon approval by Service.
8. Administrator functionality that enables updates, amend number of vacancies, closing dates, tailor scheme to different healthcare professions
9. Provide unique reference number eg Student/University/Health Board codes.
All stages within the solution will require the following functionality:
10. Bilingual – English & Welsh capability.
11. Reporting functionality that enables champion end user to customise reporting to support business needs. Eg customise drag & drop solution.
12. Suite of standard reporting & dashboard solution highlighting performance delays / bottlenecks within pathway with an ability to directly link with non- compliant records.
13. Comprehensive search functionality.
14. Intuitive solution across multiple platforms.
15. Ability to interface with other NHS organisational systems.
16. Compatible with Microsoft 365.
17. Annual validation/declaration stage.
two.3) Estimated date of publication of contract notice
11 February 2022
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section six. Complementary information
six.3) Additional information
(WA Ref:116803)