Scope
Reference
P0110
Description
Hywel Dda University Health Board are seeking to appoint a supplier to implement a paging solution across its four main sites.
The contract duration will be for an initial three (3) year period with an option to extend for a further two (2) years. The agreement must include the initial supply and installation of any infrastructure relating to the paging solution as well as full service, maintenance, support, and training for the duration of the contract.
The solution must meet the following key objectives,
• Easy to manage.
• 'Light touch' so that the team do not have to use it every day for it to remain operational.
• Allow for Disaster Recovery (DR) on a singular site, i.e., two different paging infrastructure controlling locations on the same site. A Primary and a Secondary independent of one another with the facility to remotely invoke a switchover to the secondary location and also to remotely switch back to the Primary location.
• Allow for Business Contingency (BC), i.e., allow a remote switchboard full access to manage a paging solution on an alternative site. For example, PPH Switchboard being able to fully manage the BGH Switchboard and handle the MET calls for BGH if so required and vice versa. All 4 main sites should have full operational access to the other three sites within the Health Board, i.e., beside local operational use, BGH also has full operational control of GGH, PPH & WGH, GGH has full operational control of BGH, PPH & WGH, etc.
• HDUHB staff must be able to fully implement DR & BC without the need of the supplier unless there is an unplanned issue preventing the activation of DR/BC.
• HDUHB staff must have the facility to be able to produce Ad Hoc reports on defined Key Performance Indicators (KPIs), e.g., how many MET calls have been raised in the last month or over a specified period.
Total value (estimated)
- £750,000 excluding VAT
- £900,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 December 2025 to 30 November 2028
- Possible extension to 30 November 2030
- 5 years
Description of possible extension:
Option to extend for two years
Main procurement category
Services
CPV classifications
- 32344220 - Radio pagers
- 48000000 - Software package and information systems
- 50000000 - Repair and maintenance services
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKL - Wales
Participation
Legal and financial capacity conditions of participation
To be reviewed in the tender process
Technical ability conditions of participation
To be reviewed in the tender process
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
18 July 2025, 12:00pm
Tender submission deadline
4 August 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
15 September 2025
Recurring procurement
Publication date of next tender notice (estimated): 1 May 2030
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Technical | Quality | 70.00% |
| Commercial | Cost | 30.00% |
Other information
Payment terms
To be confirmed following the tender process
Description of risks to contract performance
KPIs and service level agreements are included in the tender documentation
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Due to time constraints a decision was made to proceed with open tender notice only
Documents
Associated tender documents
https://etenderwales.bravosolution.co.uk/web/login.shtml
All documents available via eTender Wales system
Technical specifications to be met
https://etenderwales.bravosolution.co.uk/web/login.shtml
All documents available via the eTender Wales system
Contracting authority
NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)
- Public Procurement Organisation Number: PXWV-6492-CGMN
4-5 Charnwood Court,
Cardiff
CF14 3UZ
United Kingdom
Contact name: Lucy Hill
Telephone: +442921501569
Email: lucy.hill2@wales.nhs.uk
Website: http://nwssp.nhs.wales/ourservices/procurement-services/
Region: UKL22 - Cardiff and Vale of Glamorgan
Organisation type: Public authority - central government
Devolved regulations that apply: Wales