Award

Contract for the extension of existing access control security system to incorporate medicine storage cabinets

  • Royal United Hospitals Bath NHS Foundation Trust

F15: Voluntary ex ante transparency notice

Notice identifier: 2023/S 000-037879

Procurement identifier (OCID): ocds-h6vhtk-0429aa

Published 22 December 2023, 3:27pm



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

Email

Debbie.parin@nhs.net

Country

United Kingdom

Region code

UKK1 - Gloucestershire, Wiltshire and Bristol/Bath area

Internet address(es)

Main address

https://www.ruh.nhs.uk/

Buyer's address

https://www.ruh.nhs.uk/

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

https://www.salisbury.nhs.uk/

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

Internet address

https://www.ruh.nhs.uk/