Recruitment and Rostering Software Framework

Recruitment and Rostering Software Framework

Supply of Rostering software; the recruitment and supply of staff on a temporary, fixed-term and permanent basis.

United Kingdom-Birmingham: Recruitment services

2016/S 113-201664

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

HealthTrust Europe LLP (HTE) acting as agent for the University Hospitals of Coventry and Warwickshire NHS Trust (‘UHCW’)
19 George Road, Edgbaston
Contact point(s): https://healthtrusteurope.bravosolution.co.uk
For the attention of: Rebecca Phillips
B15 1NU Birmingham
United Kingdom
Telephone: +44 8455575000
E-mail: rebecca.phillips@healthtrusteurope.com
Fax: +44 1216871345

Internet address(es):

General address of the contracting authority: www.healthtrusteurope.com

Address of the buyer profile: https://healthtrusteurope.bravosolution.co.uk

Electronic access to information: https://healthtrusteurope.bravosolution.co.uk

Electronic submission of tenders and requests to participate: https://healthtrusteurope.bravosolution.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Health
Other: please refer to section II.1.5)

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

The class of Contracting Authorities specified in Section II.1.5)

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Framework Agreement for The Provision of Total Workforce Solutions 2016.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 22: Personnel placement and supply services
Main site or location of works, place of delivery or of performance: Please refer to Section II.1.5)

NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
The notice involves a public contract

II.1.4)Information on framework agreement

Framework agreement with several operators

Duration of the framework agreement

Duration in years: 2

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 400 000 000 and 1 000 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

HealthTrust Europe (HTE) intend to establish a framework for the provision of Total Workforce Solutions. The scope of this framework agreement includes the supply of Rostering software; Demand Management software; Managed Bank and Collaborative Bank services; the recruitment and supply of staff on a temporary, fixed-term and permanent basis. The staff will include Medical Locums and General Practitioners, Nursing and Care Services workers, Allied Health Professionals and Health Science Service workers; Non-Medical, Non-Clinical (NMNC) and Executive workers; and Direct Engagement and Associated Services.
HealthTrust Europe is a group purchasing organisation who is able to carry out this tender exercise by virtue of its appointment as an agent of University Hospitals of Coventry and Warwickshire NHS Trust (‘UHCW’). Notwithstanding HealthTrust Europe’s relationship with UHCW, it is HealthTrust Europe that will conduct this tender exercise and will execute the resultant framework agreement with the successful bidders. This tender exercise is for the benefit of all public and voluntary bodies listed further below in this Section II.1.5) — For the avoidance of doubt, UHCW is Not carrying out this tender — your point of contact is HTE using the details given in Section I.1) — The public and voluntary sector bodies to whom the use of this framework agreement will be open include all Contracting Authorities in the United Kingdom as defined in Regulation 2 of the Public Contracts Regulations 2015. In particular, it is envisaged that this framework agreement will be used by the following entities in the United Kingdom as described below (particularly where such entities are of a health and/or social care nature): (1) All National Health Service (NHS) bodies in England, including but not limited to: (i) acute trusts (a list of which can be found at:http://www.nhs.uk/servicedirectories/pages/acutetrustlisting.aspx); (ii) health and care trusts (a list of which can be found at:http://www.nhs.uk/ServiceDirectories/Pages/CareTrustListing.aspx); (iii) mental health trusts (a list of which can be found at:http://www.nhs.uk/ServiceDirectories/Pages/MentalHealthTrustListing.aspx); (iv) clinical commissioning groups (a list of which can be found at:http://www.nhs.uk/ServiceDirectories/Pages/CCGListing.aspx); (v) ambulance trusts (a list of which can be found at:http://www.nhs.uk/ServiceDirectories/Pages/AmbulanceTrustListing.aspx); (vi) area teams (a list of which can be found at:http://www.nhs.uk/ServiceDirectories/Pages/AreaTeamListing.aspx); (vii) special health authorities (http://www.nhs.uk/ServiceDirectories/Pages/SpecialHealthAuthorityListing.aspx); (viii) NHS England (formerly the NHS Commissioning Board); and (ix) clinical senates and strategic clinical networks. (2) All NHS bodies in Wales, including but not limited to all: (i) health boards; (ii) NHS trusts; (iii) the national delivery group; (iv) community health councils; and (v) NHS Wales shared services partnership (a list of which can be found at:http://www.wales.nhs.uk/nhswalesaboutus/structure). (3) All NHS bodies in Scotland, including but not limited to: (i) NHS trusts; (ii) Special NHS Boards; and (iii) national and support organisations (a list of which can be found at: http://www.scot.nhs.uk/organisations/nat_orgs.aspx). (4) All NHS bodies in Northern Ireland (known as Health and Social Care), including but not limited to: (i) health and social care trusts (a list of which can be found at: http://www.hscni.net/index.php?link=trusts); (ii) health agencies (a list of which can be found at: http://www.hscni.net/index.php?link=agencies); (iii) hospitals (a list of which can be found at:http://www.hscni.net/index.php?link=hospitals) and (iv) the Health and Social Care Board. (5) All social enterprises undertaking some or all of what were previously the service provider functions of contracting authorities in relation to health and/or social care services (including charitable incorporated organisations, cooperatives, industrial and provident societies and community interest companies as listed on the Companies House Web-check service). (6) Ministerial departments and non-ministerial departments of central government, non-departmental agencies and other public bodies, and public corporations (a list of which can be found at: https://www.gov.uk/government/organisations). (7) Devolved governmental and parliamentary organisations within the United Kingdom, including but not limited the Scottish Government, Scottish Parliament, and Scottish public bodies (a list of which can be found at:http://www.scotland.gov.uk/Topics/Government/public-bodies/about/Bodies), as well as the Welsh Government, Welsh Assembly and Welsh unitary authorities (a list of which can be found at: http://wales.gov.uk/topics/localgovernment/localauthorities/?lang=en). (8) All local authorities (a list of which can be found at:http://local.direct.gov.uk/LDGRedirect/Start.do?mode=1). (9) All emergency services including police (http://www.police.uk/forces.htm), fire and rescue services (a list of which can be found at: http://www.fireservice.co.uk/information/ukfrs), the maritime and coastguard agency and other rescue authorities. (10) All educational establishments (a list of which can be found at: http://www.education.gov.uk/edubase). (11) Registered providers of social housing on a not for profit basis (a list of which can be found at: http://www.homesandcommunities.co.uk/ourwork/registered-provider-information). (12) Registered charities (a list of which can be found at: http://www.charitycommission.gov.uk/find-charities). (13) Her Majesty’s Prison Service (as detailed at: www.justice.gov.uk/about/hmps) (14) The Ministry of Defence (as detailed at: https://www.gov.uk/government/organisations/ministry-of-defence). The above list includes each organisation’s successors and assigns, any equivalent organisations and any associated organisations created as a result of any organisational changes. In addition, the use of this framework agreement will be open to any bodies or organisations operating in the United Kingdom which are of a health and/or social care nature or which have a similar procurement need in respect of any goods or services to any of the above listed organisations. ‘Please note additional information is given about this tender exercise at Section VI.3)’

II.1.6)Common procurement vocabulary (CPV)

79600000, 79211110, 48170000, 79610000, 79620000, 79221000, 79111000, 79625000, 48450000, 85141000, 79631000, 79414000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 400 000 000 and 1 000 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The Framework Agreement resulting from this procurement process will remain in force for an initial period of 2 years and may be extended by HealthTrust Europe by 2 further 1 year periods subject to a maximum term of 4 years.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Lot 1a — Rostering Software

1)Short description

Under this Lot the supplier will provide a hosted software solution to enable effective rostering and shift management for staff in-line with Contracting Authority requirements, industry best practice and the recommendations highlighted in NHS Productivity reports such as the February 2016 Lord Carter Report (Recommendations 2, 9 and 14) and specific NHS Employers Good Practice.
The service will include the configuration, implementation and operation of a fully auditable hosted rostering solution designed to deliver safe staffing through optimising the deployment of substantive resources, delivered on a software as a service basis (SaaS).
In addition to the above, the solution will provide a customisable reporting dashboard for key performance data and a system portal capable of allowing staff to manage their own account.

2)Common procurement vocabulary (CPV)

48450000, 48170000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

There is no maximum number of Lots a tenderer can submit a bid for and no limitation of the number of Lots awarded to 1 tenderer.
‘Please refer to Section VI.3)’

Lot No: 1 Lot title: Lot 1b — Demand Management Software

1)Short description

Under this Lot the supplier will provide a hosted demand management solution, capable of identifying, managing and optimising a list of bank staff who are able to work to fill vacant substantive shifts. Where unfilled bank shifts remain, the solution will provide a tiered booking management system capable of releasing any unfilled bank shifts to the agency market through an agreed set of protocols; the software should house the ability to consider and directly book agency staff who are able to work that meet the skills, compliance and value requirement needs of the Contracting Authority.
The service will include the configuration, implementation and operation of a fully auditable hosted demand management solution, and will be delivered on a software as a service basis (SaaS).
In addition to the above, the solution will provide a customisable reporting dashboard for key performance data and a system portal capable of allowing staff to manage their own account.

2)Common procurement vocabulary (CPV)

48450000, 48170000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

There is no maximum number of Lots a tenderer can submit a bid for and no limitation of the number of Lots awarded to 1 tenderer.
‘Please refer to Section VI.3)’

Lot No: 2 Lot title: Lot 2 — Managed Bank and Collaborative Bank Services

1)Short description

Under this Lot the Supplier will provide services for optimising the deployment of Flexible Workers.
The Service will support the end user in accessing services designed to implement, develop and enhance the provision of a tailored Managed or Collaborative Bank service so as to generate a range of process efficiencies for the Contacting Authority.
In addition to the above, the Service will be expected to deliver a software system capable of recording, managing and processing Flexible Workers to deliver a fully auditable Service to the Contracting Authority, whilst additionally providing a suitable cascade or vacancy release solution.

2)Common procurement vocabulary (CPV)

79600000, 79610000, 79620000, 79625000, 48450000, 79414000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

There is no maximum number of Lots a tenderer can submit a bid for and no limitation of the number of Lots awarded to 1 tenderer.
‘Please refer to Section VI.3)’

Lot No: 3 Lot title: Lot 3a — Supply of Medical Locums and General Practitioners

1)Short description

Under this Lot the Supplier will supply National Temporary Workers and/or Fixed-Term and Permanent Candidates within the Healthcare Industry to the Contracting Authority.
The Workers and Candidates supplied under this sub-lot will be sufficiently experienced and suitably qualified Medical Locums and General Practitioners, and may also include any other staff that could be reasonably described as providing Medical and GP Services in alignment with the NHS Employers Job Profiles, Contracting Authority requirements and industry best practice.

2)Common procurement vocabulary (CPV)

79600000, 79620000, 79625000, 85141000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

There is no maximum number of Lots a tenderer can submit a bid for and no limitation of the number of Lots awarded to 1 tenderer.
‘Please refer to Section VI.3)’

Lot No: 3 Lot title: Lot 3b — Supply of Nursing and Care Services workers

1)Short description

Under this Lot the Supplier will supply National Temporary Workers and/or Fixed-Term and Permanent Candidates within the Healthcare Industry to the Contracting Authority.
The Workers and Candidates supplied under this sub-lot will be sufficiently experienced and suitably qualified Nurses, Midwives, Social Workers, Healthcare Assistants, Operating Departmental Practitioners and any other staff that would be reasonably described as providing Nursing and Care Services in alignment with the NHS Employers Job Profiles, Contracting Authority requirements and industry best practice.

2)Common procurement vocabulary (CPV)

79600000, 79620000, 79625000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

There is no maximum number of Lots a tenderer can submit a bid for and no limitation of the number of Lots awarded to 1 tenderer.
‘Please refer to Section VI.3)’

Lot No: 3 Lot title: Lot 3c — Supply of Allied Health Professionals and Health Science Service Workers

1)Short description

Under this Lot the Supplier will supply National Temporary Workers and/or Fixed-Term and Permanent Candidates within the Healthcare Industry to the Contracting Authority.
The Workers and Candidates supplied under this sub-lot will be sufficiently experienced and suitably qualified Allied Health Professionals and Health Science Service Workers staff in alignment with the NHS Employers Job Profiles, Contracting Authority requirements and industry best practice.

2)Common procurement vocabulary (CPV)

79600000, 79610000, 79620000, 79625000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

There is no maximum number of Lots a tenderer can submit a bid for and no limitation of the number of Lots awarded to 1 tenderer.
‘Please refer to Section VI.3`)’

Lot No: 4 Lot title: Lot 4 — Supply of Non-Medical, Non-Clinical (NMNC) and Executive Staff

1)Short description

Under this Lot the Supplier will supply National Temporary Workers and/or Fixed-Term and Permanent Candidates to the Contracting Authority.
The Temporary Workers and Candidates supplied under this Lot will be sufficiently experienced and suitably qualified in the following Non-Medical and Non-Clinical Services: Administration, Clerical and Secretarial, Medical Secretaries, Catering, Clinical Coding, Drivers, Facilities and Estates, Finance and Auditing, Hotel Services, Human Resources, IM&T and ICT, Legal Services, Library Services, Procurement and Supply Chain, Project Management, Public Relations, Marketing and Customer Service, Security, Stores, Logistics and any other staff that could reasonably be described as providing Support Services in alignment with the NHS Employers Job Profiles, Contracting Authority requirements and industry best practice.
In addition to the above, the scope of this Lot includes the supply of sufficiently experienced and qualified Very Senior Managers and Executive Staff who have been recruited through a ‘Search and Select Head-hunting’ recruitment model.

2)Common procurement vocabulary (CPV)

79600000, 79610000, 79620000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

There is no maximum number of Lots a tenderer can submit a bid for and no limitation of the number of Lots awarded to 1 tenderer.
‘Please refer to Section VI.3)’

Lot No: 5 Lot title: Lot 5 — Direct Engagement and Associated Services

1)Short description

Under this Lot the Supplier will provide a range of supporting analytical, financial and safeguarding services to the Contracting Authority to maximise efficiencies, and optimise the procurement of agency staffing and associated spend reduction services.
Designed to support the Contracting Authority in directly engaging with their Temporary Workers through Employment Agencies, the Supplier will assist in the legitimate recovery of VAT for all eligible Temporary Workers who are compliant with IR35 requirements, and provide support in the processing or management of a regular payroll for Temporary Workers.
In addition to the above, the Service will be expected to deliver a software system capable of recording, managing and processing Flexible Workers to deliver a fully audited Service to the Contracting Authority.

2)Common procurement vocabulary (CPV)

79221000, 79211110, 79620000, 79111000, 79600000, 48450000, 79631000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

There is no maximum number of Lots a tenderer can submit a bid for and no limitation of the number of Lots awarded to 1 tenderer.
‘Please refer to Section VI.3)’

Lot No: 6 Lot title: Lot 6 — Bundled Services

1)Short description

Suppliers awarded to 2 (two) or more Lots (from Lots 1a-5) will automatically qualify to be included in Lot 6 for those of Lots 1a to 5 to which they have been successfully awarded to. Lot 6 will facilitate aggregated or bundled services to enable Contracting Authorities to purchase a combination of Services across Lots 1a-5 and to fully reopen or partially reopen competition between the awarded suppliers in respect of these Services.

2)Common procurement vocabulary (CPV)

79620000, 79211110, 48170000, 79610000, 79620000, 79221000, 79111000, 79625000, 48450000, 85141000, 79631000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

There is no maximum number of Lots a tenderer can submit a bid for and no limitation of the number of Lots awarded to 1 tenderer.
‘Please refer to Section VI.3)’

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Parent company or other guarantees such as a Bank Reference may be required in certain circumstances. See the invitation to tender for further details.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Any legal form which results in joint and several liability amongst its constituent economic operators.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: A supplier may be disqualified in accordance with Regulation 57 of the Public Contracts Regulations 2015. Details are provided in the Invitation to Tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: HTE may request such information as may be requested pursuant to Regulation 58 of the Public Contracts Regulations 2015. Details are provided in the Invitation to Tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
HTE may request such information as may be requested pursuant to Regulations 58, 60 and 62 of the Public Contracts Regulations 2015. Details are provided in the Invitation to Tender.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

SF049775

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

13.7.2016 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

Terms and Conditions / Activity Based Income (ABI): The full terms and conditions of this framework agreement and any resulting call-off contract will be appended to the Invitation to Tender. These terms and conditions include provisions requiring the payment by the supplier of an activity based income management charge in consideration of the award of this framework agreement and the management and administration by HTE of the overall contractual structure and associated documentation, as well as the requirement to submit regular management information to HTE.
Submission of Expressions of Interest and Procurement Specific Information: — Bravo Portal — This exercise will be conducted on the HTE Bravo portal. Candidates wishing to be considered must register their expression of interest as follows: Register on the HTE portal at:https://healthtrusteurope.bravosolution.co.uk Login to the portal with the username/password. Click the PQQs/ITTs Open to All Suppliers link. These are the PQQs/ITTs open to any registered supplier. Click on the relevant PQQ/ ITT to access the content. Click the Express Interest button at the top of the page. This will move the PQQ/ITT into your My PQQs/My ITTS page. You can access any attachments by clicking Buyer Attachments (if required in III.2.1.1); ii) In the PQQ/ITT Details box. Follow the on-screen instructions to complete the PQQ/ITT. Submit your reply using the Submit Response button at the top of the page. If you require any further advice, contact the Bravo e-Tendering Help Desk at: help@bravosolution.co.uk — Sid4Gov — HTE utilises the sid4gov supplier information database. Candidates are requested to register on sid4gov at: https://sid4gov.cabinetoffice.gov.uk/organisation/register and submit their sid4gov company profile for publication on the database. Candidates already registered on sid4gov must ensure that information is up to date. Where access to sid4gov is unavailable, please contact the sid4gov help desk at: sid4gov@gps.gsi.gov.uk Please note that, at present, sid4gov does not pre-populate any fields of the documents on HTE’s Bravo portal, and therefore candidates must complete the Qualification and Technical Envelopes in Bravo in full.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: HTE will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

9.6.2016

 

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