Section one: Contracting authority/entity
one.1) Name and addresses
Royal United Hospitals Bath NHS Foundation Trust
Procurement Team, E9 Mezzanine, Combe Park
Bath
BA1 3NG
Contact
Debbie Parin
Country
United Kingdom
Region code
UKK1 - Gloucestershire, Wiltshire and Bristol/Bath area
Internet address(es)
Main address
Buyer's 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
Contract for the extension of existing access control security system to incorporate medicine storage cabinets
two.1.2) Main CPV code
- 50610000 - Repair and maintenance services of security equipment
two.1.3) Type of contract
Services
two.1.4) Short description
Contract to extend existing access control security system to medicine storage cabinets
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: £198,982
two.2) Description
two.2.2) Additional CPV code(s)
- 35120000 - Surveillance and security systems and devices
two.2.3) Place of performance
NUTS codes
- UKK15 - Wiltshire CC
Main site or place of performance
Royal United Hospitals Bath NHS Foundation Trust
Combe Park
Bath
BA1 3NG
two.2.4) Description of the procurement
A direct award to Tollgate Security Ltd to extend the existing access control security system to include medicine storage cabinets across the hospital.
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:
The Royal United Hospital Foundation Trust (referred to in this notice as RUH) intends to award a contract under Regulation 32 (2) (b) (ii) " Absence of competition for technical reasons" to Tollgate Security Limited, to extend the hospital's existing door access control security system to the hospital's medicine storage cabinets.
The contract will specify the installation of an e-lock to nominated medicine storage cabinets, within the hospital setting, which will be integrated with the door access control system, utilising existing IT infrastructure. Hospital employees currently access the door security system by "tapping" their identity badges, which are pre-programmed with access to permitted areas. The access data generated by the system is monitored, updated and reported and provides an audit trail to the RUH Security Team. The extension of this system to the medicine storage cabinets will enable access data to be managed and reported in the same way, as part of the Security Team's remit.
The installation of this system will satisfy legislation surrounding controlled medicines in the UK, which state specific requirements which the RUH needs to meet. These include, but are not limited to:
• systems for recording concerns (including complaints) relating to the safe management or use of controlled drugs, (The Controlled Drugs (supervision of management and use) regulations 2013)
• Storage requirements and record keeping
• The storage environment of controlled drugs
• Staff access to controlled drugs
In addition, the ability to pre-programme employee ID cards with quick access to the medicine cabinets will significantly reduce the time spent by employees locating traditional keys for the cupboard locks.
Tollgate Security Ltd is the RUH incumbent supplier for the Provision of CCTV and Access Control Maintenance, Remedial Works and Upgrades. The RUH intends to direct award this contract to Tollgate for the following technical reasons:
i) The e-locks, integrated into the access control system, must be purchased, installed and maintained by the same security organisation to ensure that warranties, liabilities and performance responsibilities of the new system are transparent and cannot be disputed.
ii) The hospital would increase its risk in terms of both performance and liability if it employed two separate suppliers to manage and maintain its security systems.
iii) The system must be integrated to enable the Security Team to access data from the medicine cabinets via the IT infrastructure and report in the same way as they report door access.
iv) Tollgate are regularly present on the RUH site, maintaining the existing system. They would maintain the locks during the same visits, providing a less disruptive service to the wards and therefore patients, rather than having two separate organisations present on site, maintaining two different systems.
As a result of a review of the reasons outlined above, RUH considers the direct award of this contract to Tollgate Security Ltd is the only reasonable solution as it mitigates the risk of a detrimental effect of having more than one security supplier managing and maintaining the access control system
RUH will observe a 10 day standstill period from the date of this notice before entering into a contract with Tollgate Security Ltd.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
Section five. Award of contract/concession
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
22 December 2023
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Tollgate Security Limited
The Old Joinery
Bath
BA2 5HW
Telephone
+44 1225826220
Country
United Kingdom
NUTS code
- UKK15 - Wiltshire CC
Internet address
https://www.tollgatesecurity.co.uk/mobile/security-installers_bath/
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £198,982
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Salisbury Managed Procurement Services
Salisbury NHS Foundation Trust, Odstock Road
Salisbury
SP2 8BJ
Country
United Kingdom
Internet address
six.4.4) Service from which information about the review procedure may be obtained
Royal United Hospitals Bath NHS Foundation Trust
Procurement Team, E9 Mezzanine, Combe Park
Bath
BA1 3NG
Country
United Kingdom