Tender for Employee Assistance Programme – Hampshire County Council

Tender for Employee Assistance Programme – Hampshire County Council

The key aims of an EAP service is to ensure rapid access for employees to a full range of work related or personal matters that may impact on workplace performance.

United Kingdom-Winchester: Miscellaneous health services

2019/S 227-557165

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Hampshire County Council
Postal address: The Castle
Town: Winchester
NUTS code: UKJ36
Postal code: SO23 8UJ
Country: United Kingdom
E-mail: procurement.professionalservices@hants.gov.uk
Internet address(es):Main address: www.hants.gov.uk

Address of the buyer profile: http://www.intendhost.co.uk/hampshire

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/hampshire/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/hampshire/aspx/Home
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


Provision of an Employee Assistance Programme

Reference number: CO11004

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Hampshire County Council’s Occupational Health Team is seeking to procure a new contract for the provision of an employee assistance programme which is currently used by staff within: Hampshire schools, Hampshire Constabulary, Hampshire Fire and Rescue Service, The Office of the Police and Crime Commissioner for Hampshire, ACRO Criminal Records Office and Hampshire County Council. To be successful, the new contract needs to be able to meet both current and future challenges in a very competitive market and bring new technologies and digital solutions to source, manage and develop Services. It will also be critical to demonstrate an innovative approach that is cost effective and can demonstrate value to the occupational health team and the employee. Active market engagement by the contract provider will be a critical element in order to achieve the necessary insight and understanding of the current marketplace, trends and workplace issues.

II.1.5)Estimated total value

Value excluding VAT: 3 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKJ36
Main site or place of performance:

The main services will be delivered by telephone, however, ad-hoc and face-to-face counselling services in or around the county of Hampshire.

II.2.4)Description of the procurement:

The key aims of an EAP service is to ensure rapid access for employees to a full range of work related or personal matters that may impact on workplace performance and seek to resolve those issues where possible. With ever increasing pressures at home and work, there are times when some extra support to balance the demands of everyday life is needed. An independent provider of employee support services offering access to qualified counsellors and information specialists who are experienced in helping employees deal with all kinds of practical and emotional issues such as, but not limited to, well-being, family matters, relationships, debt management and workplace issues is needed. The supplier must provide an EAP service across 4 types of package that each delivers flexibility and responsiveness whilst maintaining medical confidentiality at all times. The critical success factors have been identified as:

1) High quality services offering local, universal support with timely access to targeted and specialist services which take account of the learning from employees and significant others which is available 24 hours a day, 7 days a week, 52 weeks a year;

2) An integrated, personalised model of provision that can respond to the holistic needs of a diverse group of employees with varied duties and responsibilities;

3) Seamless pathways of support that transcend policy, organisational and service boundaries;

4) Sustainability of provision by ensuring best value for money without reliance on additional investment;

5) Services underpinned by robust clinical governance;

6) Confidentiality is the foundation of the services. In essence, the customer’s EAP service is to act as a gateway to a wide range of services and support functions. The use of the EAP service by an employee is voluntary and the vast majority of employees who use the EAP service do so through self referrals. Alongside this self referral, the EAP service must also be able to accept referrals from other organisational parties, including OH, union representatives, HR professionals and line managers.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 3 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 01/05/2020
End: 30/04/2024
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The initial framework term is 3 years with the option to extend by a further 12 months to a maximum of 4 years.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

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

II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Information and formalities necessary for evaluating if the requirements are met: in accordance with Articles 57-62 of Directive 2014/24/EC and Regulation 57 of the Public Contracts Regulations 2015. Organisations are advised it is a condition of this contract that all managers and operatives (including subcontractors) are suitably competent to execute all trades and operations encompassed by these contracts in full compliance with UK legislation.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
In the case of framework agreements, provide justification for any duration exceeding 4 years:


IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 08/01/2020
Local time: 13:59
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

IV.2.7)Conditions for opening of tenders

Date: 08/01/2020
Local time: 14:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Official name: Hampshire County Council
Postal address: The Castle
Town: Winchester
Postal code: SO23 8UJ
Country: United Kingdom
E-mail: procurement.professionalservices@hants.gov.uk
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The contracting authority will incorporate a minimum ten (10) calendar days standstill period at the point that information on the conclusion of the contract is communicated to all tenderers. This period allows any unsuccessful tenderer(s) to seek further debriefing information from the contracting authority before the conclusion of the contract. Such additional information should be requested from the address at I.1) of this notice. If an appeal regarding the conclusion of the contract has not been successfully resolved, then the Public Contracts Regulations 2015 (SI 2015/102) 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, Wales and Northern Ireland). Any such action must be started within thirty (30) days beginning with the date when the aggrieved party first knew or ought to have known that grounds for starting such proceedings had arisen. The Court may extend the time-limit for starting proceedings where the Court considers that there is good reason for doing so, but not so as to permit proceedings to be started more than three (3) months after that date. Where the Contract has not been concluded, the Court may set aside the decision to award the contract or order the contracting authority to amend any document and may award damages. If the contract has been concluded, the Court may only award damages, or where the award procedures have not been followed correctly, declare the contract to be ineffective.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: