NHS organ donor register data processing services

UK-Bristol: data collection and collation services

2012/S 20-032680

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

NHS Blood and Transplant
North Bristol Park, Filton
Contact point(s): https://nhsbt.bravosolution.co.uk
BS34 7QH Bristol
UNITED KINGDOM

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: Special Health Authority

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

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

Section II: Object of the contract

II.1)Description

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

NHS organ donor register data processing services.

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

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: NHSBT locations throughout England and North Wales and other blood services including Wales, Scotland, Northern Ireland and Southern Ireland, NHS and other Government and Public Sector bodies.
NUTS code

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

II.1.4)Information on framework agreement

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

Organ donation and transplantation (ODT) administers the NHS organ donor register, a confidential database, which records the details of those who in the event of their death wish to donate organs and/or tissue for use in human transplantation. ODT requires the Contractor to provide a service for processing the paper registration forms received from members of the public wishing to add their details to the Register. ODT receive these forms at their offices in Bristol and at an agreed frequency will dispatch them to the Contractor. The Contractor is required, upon receipt of the forms, to capture all relevant data recorded on the forms to an approved electronic format (details are contained in Schedule 1) and to supply ODT with an encrypted electronic data file containing the data in the approved format and within time scales specified by ODT. Data files are to be returned by CD or any other such method, which may be reasonably specified by ODT.
The Contractor will take responsibility for arranging transport for each consignment of registration forms from ODT’s Bristol address and once processed for the return of the forms to ODT in Bristol.

II.1.6)Common procurement vocabulary (CPV)

72314000, 72311100

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

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

II.2.2)Information about options

II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Starting 1.10.2012. Completion 30.9.2015

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

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:

III.1.4)Other particular conditions

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: Suppliers instructions How to Express Interest in this tender:
1. Register your company on the eSourcing portal (this is only required once),
— Browse to the eSourcing Portal at https://nhsbt.bravosolution.co.uk,

— Click the “Register now!” link,
— Accept the terms and conditions and click “continue”,
— Enter your correct business and user details,
— Note the username you chose and click “Save” when complete,
— You will shortly receive an email with your unique password (please keep this secure).
2. Express an interest in the tender
— Login to the portal with the username/password,
— Click the “Open Access PQQs” link. (These are pre-qualification questionnaires open to any registered supplier),
— Click on the relevant PQQ to access the content,
— Click the “Express Interest” button in the “Actions” box on the left-hand side of the page,
— This will move the PQQ into your “My PQQs” page. (This is a secure area reserved for your projects only),
— Click on the PQQ code, you can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box.
3. Responding to the tender
— You can now choose to “Reply” or “Reject” (please give a reason if rejecting),
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification,
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ,
— There may be a mixture of online & offline actions for you to perform (there is detailed online help available).
If you require any further assistance please consult the online help, or contact the eTendering help desk.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Suppliers should endeavour to submit in as complete a form as possible as will be used as part of the evaluation process. Items (i) and (ii) are regarded as very.
Important:
i) Appropriate statements from bankers (if annual reports are not required to be submitted – this is applicable to companies which are not registered);
ii) Submission of last 3 years annual reports and balance sheet;
iii) Statement of overall turnover in respect of the goods / services to be covered by the contract for the 3 previous financial years;
iv) The company registration number and registered office address (if applicable);
v) Details of your organisation’s insurance protection in respect of employers, public/product and professional indemnity.
And provide a copy of any certificates.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
i) A list of major contracts won, and their value, in the last 3 years;
ii) Provide details of contracts of a similar nature and their value;
iii) A description of the supplier’s technical facilities and measures for ensuring quality control, including reference to any independent certificated audit standard achieved providing copies of those certificates where appropriate;
iv) If necessary a check may be made by the contracting Authority, or a competent official body in the supplier’s country of origin acting on their behalf on production capacities and quality control measures.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

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

Restricted

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

Envisaged minimum number 3: and maximum number 20

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

IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Technical. Weighting 220

2. Quality. Weighting 200

3. Delivery performance. Weighting 100

4. General. Weighting 100

5. Cost. Weighting 380

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:

NHSBT0320 NHS Organ Donor Register Data Processing Services

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

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

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

28.2.2012 – 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 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

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
The Contracting Authority will not shortlist any supplier to be invited to tender where any of the reasons detailed in Section 23 of UK Statutory Instrument 2006 No 5, The Public Contracts Regulations 2006, are deemed to apply.
Where an economic operator is unable for a valid reason to provide the financial information which the Contracting Authority has requested in III, III.2.2, and III.2.3 above, the Contracting Authority shall accept such other information provided by the economic operator as the Contracting Authority considers appropriate.
The Contracting Authority will shortlist suppliers to be invited to tender based upon an assessment of the information provided in response to III, III.2.2 and III.2.3 above.
The Contracting Authority may require potential suppliers to complete a pre-qualification questionnaire (PQQ) and in such event the potential suppliers must complete the PQQ using the NHSBT e-Sourcing portal. This process and information provided will be used to enable the Contracting Authority to shortlist suppliers to be invited to tender in addition to that information already referred to above.
The Selection Criteria for shortlisting suppliers to be invited to tender will be economic and financial standing and technical and professional ability.
Shortlisted suppliers will be invited to attend a pre-tender meeting.
Award criteria.
The detailed award criteria and weightings will be stated in the invitation to tender, together with any sub-criteria if appropriate.
General.
The Authority reserves the right to award all, part or none of the business.
The Authority may extend this contract by a further two, one-year periods.

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: This authority (NHSBT – NHS blood and transplant) will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be requested from Mrs Shirley Phillips, National purchasing manager estates and services, NHS blood and transplant, North Bristol Park, Park Way, Filton, Bristol, BS34 7QH, UNITED KINGDOM.
If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may only award damages.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

27.1.2012