Tender for Community Care Information Solution for Welsh Government

Tender for Community Care Information Solution for Welsh Government

In order to support the achievement of Welsh Government aims, Local Authorities of the Welsh Systems Consortium and from across Wales are working with NHS Wales organisations to jointly specify and select a single Community Care Information Solution.

UK-Bridgend: System, storage and content management software package

2013/S 050-081921

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Bridgend County Borough Council
Procurement Unit, Raven’s Court, Brewery Lane
CF31 4AP Bridgend
E-mail: help@bravosolutions.com

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

Other: Local Authority & Health Bodies in Wales
I.3)Main activity

General public services
Social protection
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.1.1)Title attributed to the contract by the contracting authority:

Community Care Information Solution
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: UKL

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

The notice involves a public contract
II.1.4)Information on framework agreement

Framework agreement with a single operator
II.1.5)Short description of the contract or purchase(s)

The Welsh Government has for some time endorsed a strategy of closer working between Health and Social Care services, and the desire to support more citizens at home. Welsh Government strategic documents such as Setting the Direction (2010), Sustainable Social Services (2011), and more recently Together for Health and the Social Care and Wellbeing Bill have consistently identified the need for integrated Social Care and Health services. In response to these Policies and Strategies, Local Authorities and National Health Service organisations in Wales are working closely together to ensure services and support for individuals, families and communities are effectively planned, co-ordinated, and delivered. The ambition is to provide high quality, people-focused, local, integrated health and social care; to ensure the whole health and social care system is safe and effective, with people receiving the right care, at the right time, in the right place, from the right person. Underpinning this approach is the expectation that ICT solutions will need to be delivered to integrate and share information between services but also with the citizen.
In order to support the achievement of Welsh Government aims, Local Authorities of the Welsh Systems Consortium and from across Wales are working with NHS Wales organisations to jointly specify and select a single Community Care Information Solution. This solution will support information sharing requirements, Case Management and Workflow management for the Participating Organisations across Wales.
Bridgend County Borough Council is leading a collaborative project initially involving the following:
Local Authorities
– Blaenau Gwent County Borough Council
– Bridgend County Borough Council
– Ceredigion County Council
– Gwynedd County Council
– Powys County Council
– Torfaen County Borough Council
– Wrexham County Borough Council
– Ynys Mon County Borough Council
NHS Wales Organisations
In addition to the Local Authorities listed other members of the collaboration include NHS Wales Informatics Service (NWIS), which represent Local Health Boards, Trusts and Universities in Wales, in particular but not limited to:
– Abertawe Bro Morgannwg University Local Health Board
– Aneurin Bevan Local Health Board
– Betsi Cadwaladr University Local Health Board
– Cardiff and Vale University Local Health Board
– Cwm Taf Local Health Board
– Powys Teaching Local Health Board
– Public Health Wales
– Hywel Dda Local Health Board
– Velindre NHS Trust
– Welsh Ambulance Services NHS Trust
Any organisations listed above are not obliged to take up this option if they feel the final solution does not meet their requirements.
The project is open to include additional Local Authorities across Wales by providing a common software platform for Commissioning Services, those Authorities include:
– Caerphilly County Borough Council
– Carmarthenshire County Council
– City and County of Cardiff
– Conwy County Borough Council
– Denbighshire County Borough Council
– Flintshire County Council
– Merthyr Tydfil County Borough Council
– Monmouthshire County Borough Council
– Neath Port Talbot County Council
– Newport City Council
– Pembrokeshire County Council
– Rhondda Cynon Taff County Borough Council
– City and County of Swansea
– Vale of Glamorgan County Borough Council
The Authorities have not confirmed full participation at the time of advert but have agreed to be named and may at their discretion choose to participate at a later date.
The Community Care Information Solution will deliver functionality for Social Services, Community Health and Mental Health providers in Wales.
The Participating Organisations are seeking to procure a Contract for an off the shelf solution with the ability (where required) to enhance existing functionality in order to satisfy the full existing scope, as well as anticipating future requirements.
Participating organisations intend to implement new Community Care Information Solutions and/or replace their existing systems over time. It is essential that a suitable and flexible Arrangement is established which will deliver the benefits of acting nationally whilst offering a degree of adaptation and localisation of the solution to reflect specific needs.
The scope of the procurement will include a single supplier solution for the support of Social Care, Community Health and Mental Health and will consist of a comprehensive range of services which may include some or all of the following, hardware, software, training, testing, implementation, maintenance, project management support and other associated services.
The new solution procured must be capable of delivering and meeting the following needs:
– Improved governance in ensuring that timely access to information is improved.
– Support delivery of National Outcome Frameworks
– Improved ability to manage service demand and delivery
– Improved security of person identifiable data
– Increased support for redesign of overlapping services
– Better sharing of relevant data across service providers and boundaries
– Deliver systems interoperability within and between organisations
– A consistent approach to exchanging information with others
– Access models to control viewing and sharing of information held on the system
– Improved access to services for Clients
– Support delivery of care closer to home
– Support delivery of Citizen-centred care, with improved individual case control
– Support charging mechanisms for services provided to Clients
– The ability to demonstrate Value for Money
– Support, where appropriate, other national information and business strategies
– Be implemented in a fully supported manner within the required timescales
Due to the complexity of the project it is the intention of the Project Group to follow a Competitive Dialogue process leading to the award of this tender. A Pre-Qualification Questionnaire will form part of this process. Scoring criteria and scoring methodology/weightings will be included within the PQQ document and subsequent ITPD (Invitation to Participate in Dialogue) and ISFT (Invitation to Submit a Final Tender)documents issued.
This process will be undertaken via an E-Tendering Portal through XchangeWales/Bravo Solutions. For further information and help/support in registering please go to the following web page –https://etenderwales.bravosolution.co.uk

Pre-Qualification Questionnaire and ITT documents can be found at the above web address, all information must be downloaded and returned through this channel.
Invitation to Tender documents will include details/guidance of the Competitive Dialogue Process, including Criteria and scoring methodology/weightings. These documents will be issued to all companies who are successful in progressing beyond the PQQ stage.
Community Benefits do not apply to this contract

II.1.6)Common procurement vocabulary (CPV)


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

The contract is covered by the Government Procurement Agreement (GPA): no

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options

Options: yes
Description of these options: It is anticipated that the contract will commence on 1st April 2014.
The contract will be for a minimum period of eight years, with an option to extend for a further period of up to four years.
Provisional timetable for recourse to these options:
in months: 96 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 12 and 48
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 180 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Starting 1.4.2014. Completion 31.3.2026

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
III.2.2)Economic and financial ability
III.2.3)Technical capacity
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

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

Envisaged number of operators: 6
Objective criteria for choosing the limited number of candidates: Please refer to PQQ documentation for full instructions
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 yes
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:

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

Prior information notice

Notice number in the OJEU: 2012/S 105-175120 of 5.6.2012

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

Time limit for receipt of requests for documents or for accessing documents: 11.4.2013 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

18.4.2013 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 12 Years
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

Buy4Wales Reference Number: 32781
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:7.3.2013