Scope
Reference
BWPCIT797
Description
Contract Title: Extension of Time Clocks
Supplier: Allocate Software (RLDatix)
Total Charges (£) 27,964
Planned Contract Start Date: 1st September 2025
Planned Contract Duration: 24 Months
Justification for Direct Award:
This direct award is made under the provisions of Section 41 and Schedule 5 of the Procurement Act 2023, specifically under the justification that only a particular supplier can supply the required services due to technical reasons and absence of reasonable alternatives.
Allocate Software's Time Clocks are deeply integrated into our existing workforce management and rostering systems. The solution provides:
Real-time workforce visibility across hospital, supporting safe staffing and operational deployment.
Attendance tracking for all staff groups, including temporary and substantive members.
Interoperability with existing Allocate rostering and payroll systems, ensuring accurate timekeeping and compliance.
Replacing Allocate Time Clocks with an alternative system would incur significant financial and operational costs, including:
Disruption to payroll accuracy and compliance, risking errors and manual interventions.
Loss of integration with rostering and workforce deployment tools, which are critical for patient flow and safety.
High implementation costs for new hardware, software, and retraining of staff.
Technical risks associated with reconfiguring and testing new systems, which could impact service delivery.
Given the exclusive integration and the absence of reasonable alternatives that can deliver the same level of interoperability and functionality without disproportionate cost and risk, this direct award is justified under the Procurement Act 2023.
A transparency notice shall be published in accordance with Section 44 and Regulation 26 of the Procurement Regulations 2024, ensuring stakeholders are informed and the process remains compliant and transparent.
Contract 1
Supplier
Contract value
- £27,964 excluding VAT
- £33,556.80 including VAT
Below the relevant threshold
Earliest date the contract will be signed
1 September 2025
Contract dates (estimated)
- 1 September 2025 to 31 July 2027
- 1 year, 11 months
Main procurement category
Goods
CPV classifications
- 31711300 - Electronic timekeeping systems
Contract locations
- UK - United Kingdom
Procedure
Procedure type
Below threshold - without competition
Supplier
ALLOCATE SOFTWARE LIMITED
- Companies House: 02814942
- Public Procurement Organisation Number: PMDT-3379-BBLR
2nd Floor 1 Church Road
Richmond
TW9 2QE
United Kingdom
Email: Bid.Manager@rldatix.com
Website: https://www.allocatesoftware.co.uk/
Region: UKI75 - Hounslow and Richmond upon Thames
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Contract 1
Contracting authority
University Hospitals Bristol and Weston NHS Foundation Trust
- Public Procurement Organisation Number: PMBM-6973-YNDX
Trust Headquarters, Marlborough St,
Bristol
BS1 3NU
United Kingdom
Email: procurement@nbt.nhs.uk
Website: https://www.nbt.nhs.uk/bristol-weston-nhs-purchasing-consortium
Region: UKK11 - Bristol, City of
Organisation type: Public authority - central government