Section one: Contracting authority
one.1) Name and addresses
NHS Wales Shared Services Partnership
Cardiff and Vale University Health Board, 2nd Floor Woodland House, Maes Y Coed Road, Heath
Cardiff
CF14 4HH
Telephone
+44 02921834657
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
http://www.procurement.wales.nhs.uk
Buyer's address
http://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0221
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
Upgrade of existing Enquiry Management Database
Reference number
CAV-STA (22-23) 34 CR643
two.1.2) Main CPV code
- 72540000 - Computer upgrade services
two.1.3) Type of contract
Services
two.1.4) Short description
The Cardiff and Vale University Health Board have an urgent requirement to upgrade the existing Medicines Information database (MiDatabank) so that it is more fit for purpose and reflects the changing landscape of the MI service across Wales and the UK. The purpose is to allow the database to be cloud based rather than hosted on individual organisation servers as it is currently. This would allow a single database to access, rather than multiple ones. This would also allow the Mi workforce to access the database from various locations allowing an integrated/agile approach to working. It would also provide the individual MI services to share learning from the services to drive efficiencies with a Do Once approach for Wales. The work will be delivered in phases depending on the priorities.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £106,651.06
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKL22 - Cardiff and Vale of Glamorgan
two.2.4) Description of the procurement
aim is to support the safe, effective and efficient use of medicines by the provision of evidence-based information and advice on their therapeutic use. Professional pharmaceutical advice is provided in response to specific questions raised by healthcare providers involved in the management of patients and their medication. Questions are currently received via telephone, email, web portal etc. and originate from all healthcare professionals involved in a patients care from care givers to consultant doctors. In addition, at a national level the Welsh government, and other national organisations, request support from the service to facilitate development and implementation of policies and guidance at national level. As part of UKMi, the Welsh Medicines Information Centre (WMIC) is a well-established service based in the Pharmacy Department at the University Hospital of Wales. WMIC is the national MI centre for Wales, representing Welsh interests as part of the UKMI network; it functions as a local Medicines Information and Advice service to the C&VUHB, and supports the work of other local MIA centres across Wales. The centre provides UK wide specialist advice on complementary medicines and drugs in porphyria and provides a national MI role to the Neonatal and Paediatric Pharmacist group (NPPG). WMIC also supports the local formulary service and works closely with Yellow Card Centre Wales with the ability to report to the MHRA Yellow Card Scheme from its existing enquiry management system. There are ten local MIA centres in Wales, including the WMIC, who have different environments in which they deliver their service, but their function is broadly the same as the regional centre, delivering to their local health board, based within hospitals across Wales. All of the hospital sites in Wales have a patient help line (telephone, email) where patients and their carers can obtain advice about their medicines, some are managed by the dispensary with support from the local centre but most are managed exclusively by the local centre.
The MI centres delivering an MI service currently record the enquiries received on a database called MiDatabank. The intention is to upgrade the database so that:
- The improved database provides a more efficient process for handling of enquiries thereby potentially releasing time across the service.
- The improved database supports an agile, mixed model workforce so that the service can be delivered irrespective of location across Wales and the rest of the UK.
- The improved database would meet the needs of a national enquiry management system that the current system does not deliver.
- The improved database would have the potential to strategically link in with a separate omnichannel digital solution to improve efficiency of the service.
- The improved database would have the potential to support Artificial intelligence, generating content from enquiries easily.
Delivery of these improvements is critical for this financial year and to ensure continuity of service and partnership with the current provider
The limited timescale and budget to incorporate the technology required into an already existing database will deliver essential savings compared to designing one from scratch. The existing provider designed and developed Midatabank in partnership with UKMi and they are very experienced and knowledgeable of our core service priorities
CoAcs have good relationships with all MI centres across the UK and their response to previous requests for improvements have been met with positivity, however, requests for more substantial improvements have been hindered by lack of resource and the recent pandemic
A timely delivery can be achieved because a database already exists, a beta version (online solution) is available and the specification has been agreed and the relationship is already established.
two.2.5) Award criteria
Price
two.2.11) Information about options
Options: No
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 four. Procedure
four.1) Description
four.1.1) Type of procedure
Award of a contract without prior publication of a call for competition in the cases listed below
- The procurement falls outside the scope of application of the regulations
Explanation:
Delivery of these improvements is critical for this financial year and to ensure continuity of service and partnership with the current provider
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.2.1) Previous publication concerning this procedure
Notice number: 2022/S 000-028783
Section five. Award of contract
Contract No
CAV-DCO (22-23) 34 CR643
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
21 December 2022
five.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 0
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
CoAcS Ltd
2 Mount Beacon, Lansdown
Bath
BA15QP
Telephone
+44 1225312992
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £106,651.06
Section six. Complementary information
six.3) Additional information
(WA Ref:127699)
six.4) Procedures for review
six.4.1) Review body
Public Procurement Review Service
Cabinet Office
London
publicprocurementreview@cabinetoffice.gov.uk
Telephone
+44 3450103503
Country
United Kingdom
Internet address
https://www.gov.uk/government/publications/public-procurement-review-service-scope-and-remit
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The Authority will allow a minimum 10 calendar day standstill period between notifying the award decision and awarding the contract. Should additional information be required from the addressee in section 1.1 Aggrieved parties who have been harmed or are at risk of harm by breach of the procurement rules have the right to take action in the High Court (England and Wales). Any such action is subject to strict time limits in accordance with the Public Contracts (Amendments) Regulations 2015.