Scope
Reference
T26/001/CHS
Description
Database system to securely record residents' care information and allow sharing of up-to-date information with authorised staff and organisations.
• Hold care plan information and allow access by authorised staff on either mobile devices or desktop computer. Allow staff to amend details as agreed.
• Hold risk assessments and allow access by authorised staff on either mobile devices or desktop computer. Allow staff to amend details as agreed.
• Allow generation of daily care cards - a schedule of appointments to be followed by each member of care staff and filled in as appointments are completed. Care cards to be accessed on secure mobile devices.
• Hold electronic MAR charts, with details of medicines held, to be filled in as appointments are completed. MAR charts to be accessed on secure mobile devices.
• Have a method of staff being able to log their arrival at a resident's flat and departure to show attendance times.
• Interface with pharmacy to allow medicines received to be entered at start of 4-weekly medicine cycle, and medications to be ordered at the end of the cycle.
• Hold power of attorney documents, where held, linked to the care plan.
• Hold consent in line with GDPR requirements - replacing authorisation documents linked to care plan.
• Hold restriction record /best interests where recorded.
• Hold staff availability and allow for the creation of rotas, taking into consideration resident preferences. Allow rotas to be amended reactively.
• Allow agreed resident information to be displayed on a secure portal to be viewed by families.
• Allow residents to access their own records on the secure portal
• Allow for creation of reports.
• Allow for easy export of data set in accordance with a subject access request.
• Allow for automatic import of tenant data when added on Aareon QL Housing system.
Receive care requirements from Cambridgeshire County Council, either as an initial request or as an amendment in agreed format.
Total value (estimated)
- £200,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 2 February 2026 to 1 February 2031
- Possible extension to 1 February 2034
- 8 years
Description of possible extension:
There is the potential for a contract extension of up to 8 years (96 months), depending on both the success in achieving the required outcomes and availability of further funding.
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UK - United Kingdom
Participation
Technical ability conditions of participation
Must have eMar system already in use.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
1 December 2025, 12:00pm
Tender submission deadline
8 December 2025, 11:59pm
Submission address and any special instructions
CHS's Primary Contact must receive tender responses at the address detailed by key date 08/12/2025. Tenderers must complete the following documents and include these in their submission to CHS's primary contact:
Procurement Specific Questionnaire (PSQ)
Non-Collusion Declaration Form
Form of Tender
Other documentation
These to be submitted to: Tenders@chsgroup.org.uk
Tenders may be submitted electronically
No
Languages that may be used for submission
English
Award decision date (estimated)
23 December 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Cost | 35% |
| Functionality matched against the specification. (System deliverables) | Quality | 35% |
| Degree of future-proof capability | Quality | 10% |
| Consultancy Support | Quality | 7.5% |
| Implementation and mobilisation | Quality | 7.5% |
| Social Value | Quality | 5% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Reduced tendering period
Yes
Qualifying planned procurement notice - minimum 10 days
Documents
Associated tender documents
Housing with Care Data System Specification.pdf
Appendix A Care Grid - Social services.pdf
Appendix B - Care Plan.pdf
Appendix C - Medication Risk Assessment.pdf
Appendix D - Authorisation sheet.pdf
Appendix E - Flat Risk Assessment.pdf
Appendix F - Tenant Risk Assessment.pdf
Appendix G - Care Card.pdf
Appendix H - xMAR Sheet 1.pdf
HWC Data Systems Invitation To Tender.pdf
Non-Collusion Certificate.docx
HWC Data Systems Procurement Specific Questionnaire.docx
Contracting authority
THE CAMBRIDGE HOUSING SOCIETY LTD
- Companies House: 06749627
- Charity Commission (England and Wales): X81275
- Mutuals Public Register: IP10457R
- Public Procurement Organisation Number: PXXM-2729-ZXZG
Endurance House
Histon
CB24 9ZR
United Kingdom
Email: tenders@chsgroup.org.uk
Website: https://www.chsgroup.org.uk
Region: UKH12 - Cambridgeshire CC
Organisation type: Public authority - sub-central government