Section one: Contracting authority
one.1) Name and addresses
HAMPSHIRE COUNTY COUNCIL
The Castle
WINCHESTER
SO238UJ
Country
United Kingdom
Region code
UKJ3 - Hampshire and Isle of Wight
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/hampshire
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/hampshire
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/hampshire
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
E-Rostering System for Care Homes
Reference number
AS20997
two.1.2) Main CPV code
- 85000000 - Health and social work services
- JA02 - For computer software
- RC05 - In information technology
two.1.3) Type of contract
Services
two.1.4) Short description
E Rostering System for Care Homes within Hampshire.
Hampshire County Council Adults Health and Care Directorate is currently seeking the views of the market for an upcoming tender for the supply of an E-Rostering (Work Scheduling) System / Application for its Care Homes within Hampshire and or operated by Hampshire County Council.
HCC Care is formed of 7 areas within Hampshire County Council, Older Adults; Nursing, Residential, Younger Adults; Respite, Residential, Crisis & Day opportunities. Total of 37 Services. 15 of which are already using existing E-Rostering system.
The aim is to get all 37 units using the same system to ensure we have clear and concise data across the whole portfolio. Therefore the expectation is that 1550 allocated licences will be required rising and flexing to 2000 during the course of the contract to allow for further engagement and flexibility as the Care Homes increase and decrease.
Our current system is due four renewal and we are looking to source a new provider that will cover our requirements for time, attendances and rosters.
As part of Hampshire County Council's strategic vision for e-services, all departments looking to adopt / introduce electronic systems such as Rostering / Work Scheduling to enhance efficient delivery are encouraged to review existing procured e-services for suitability and utilise where applicable.
two.1.5) Estimated total value
Value excluding VAT: £800,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
- 85000000 - Health and social work services
- JA02 - For computer software
- RC05 - In information technology
two.2.3) Place of performance
NUTS codes
- UKJ3 - Hampshire and Isle of Wight
Main site or place of performance
Care Homes in Hampshire owned and / or operated by Hampshire County Council, including new Care Homes built within the term of the contract and the removal of Care Homes as they become decommissioned and replaced with new facilities.
two.2.4) Description of the procurement
E-Rostering System for Care Units within Hampshire.
Hampshire County Council have been managing and operating Care Homes for a number of years, and are in need of a Rostering Work Scheduling System to assist with the efficient operation of the Care Homes via the rostering of support staff.
The Council intends to appoint a single supplier to provide this rostering system across Hampshire under a single contract.
The Council is proposing an initial contract term of 2 years, with optional extension periods of up to 2 years at a time to a maximum of 10 years.
The Council intends to have a contract in place by early April 2024, via a successful user acceptance testing process and then an initial Pilot Scheme at one Care Home within Hampshire and then the requirement to roll out the system to other care homes by the middle of November-2024.
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: £800,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
This contract is subject to renewal
Yes
Description of renewals
The Council is proposing an initial contract term of 2 years (24 Months), with optional extension periods of up to 2 years at a time to a maximum of 10 years.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.14) Additional information
Interested suppliers should update their details on In-Tend or register on In-Tend if not already registered by using the following link:
https://in-tendhost.co.uk/hampshire
Registration is free and only takes 10 minutes and guidance is provided on the website.
We recommend that you refer to the e-tendering guidance for suppliers which can be found by clicking on
'Information for Suppliers' at the top of the In-Tend home page.
If your organisation is not registered on the Hampshire In-tend portal, please go to the website stated above and
click on the 'Register' tab - registration is free.
Logging into In-Tend (once registered)
- To view this opportunity please click on 'Tenders' then 'Current' and then scroll down to the project - 'E-Rostering System for Care Units' or search via the project reference 'AS20997'.
- Selecting 'View Details' on the relevant opportunity.
- Clicking the 'Express Interest' tab.
- Following the on-screen instructions.
Receiving Notification Emails - To ensure you receive email alerts and notifications from our system, please add the email domain '@intend.co.uk' to your Safe Senders list.
Opting in and out:
Please note you are required to 'Opt In' before you can access the 'My tender Return' to start populating your response.
The 'Opt Out' functionality will also be available throughout the duration of the tender process. Opting out will give you the option to declaring you no longer want to receive any further communication in relation to this tender along with the opportunity of providing comments and feedback for this decision.
You can choose to 'Opt In' at any time during the tender process if you initially decided to 'Opt Out'.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
In accordance with Articles 57 - 62 of Directive 2014/24/EC and Regulation 58 of the Public Contracts Regulations 2015, and set out in the Tender documentation and user requirements.
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
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
In accordance with Articles 57 - 62 of Directive 2014/24/EC and Regulation 58 of the Public Contracts Regulations 2015, and set out in the Tender documentation and user requirements.
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: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2023/S 000-023474
four.2.2) Time limit for receipt of tenders or requests to participate
Date
29 January 2024
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: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
29 January 2024
Local time
2:01pm
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
High Court of England and Wales
London
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The Contracting Authority will incorporate a minimum ten (10) calendar days standstill period at the point that information on the conclusion of the Contract is communicated to all tenderers. This period allows any unsuccessful tenderer(s) to seek further debriefing information from the Contracting Authority before the conclusion of the Contract. Such additional information should be requested from the address at I.1 of this notice. If an appeal regarding the conclusion of the Contract has not been successfully resolved, then the Public Contracts Regulations 2015 (SI 2015/102) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be started within thirty (30) days beginning with the date when the aggrieved party first knew or ought to have known that grounds for starting such proceedings had arisen. The Court may extend the time-limit for starting proceedings where the Court considers that there is good reason for doing so, but not so as to permit proceedings to be started more than three (3) months after that date. Where the Contract has not been concluded, the Court may set aside the decision to award the Contract or order the Contracting Authority to amend any document and may award damages. If the Contract has been concluded, the Court may only award damages, or where the award procedures have not been followed correctly, declare the Contract to be ineffective.