Workforce Management System

Concepts

• software package
• bicester
• scas
• information systems
• workforce management system
• workforce management software system
• interdependent systems
• complex workforce management software system
• total workforce management solution
• trust’s payroll provider system

Location

Bicester

Description

South Central Ambulance Service NHS Foundation Trust (SCAS) is seeking to procure a fully supplier hosted, managed and onward going developed, Software as a Service provided Workforce Management Software System for use by all UK Ambulance Trusts. All UK Ambulance Trusts currently use GRS and there is a desire to seek a solution which will provide a total workforce management solution, incorporating the functionality currently provided by other interdependent systems. SCAS, as lead Contracting Authority, is seeking to appoint a Supplier by 6th April 2021 who will be responsible for developing an all-encompassing system suitable for use by all Ambulance Trusts for a go live date for SCAS, and potentially at least two other Ambulance Trusts, of 1st April 2022. Please see the following link for details of all the Ambulance Trusts who may draw down on the contract: https://aace.org.uk/uk-ambulance-service/map-of-nhs-ambulance-services/ The Authority seeks bids from organisations which can demonstrate experience of providing a complex Workforce Management Software System for use with a wide range of different personnel and who, whether or not they currently provide services to the NHS, can demonstrate: i) a clear understanding and appreciation of: • the complexities of the NHS; • the Agenda for Change; • NHS Terms and Conditions; • The substantial range and complexity of the personnel employed and the differing terms under which they are employed; • The interplay within the NHS marketplace and the interaction between the Department of Health, NHSE, NHSI, Clinical Commissioning Group and many other groups. ii) High levels of competency in developing and continually updating a system to deliver 100% accurate information in terms of hours worked by differing personnel; iii) The ability to ensure effective, live and accurate integration between hours worked and the Authority’s payroll system. iv) Proven methodology for delivering the changing needs of an NHS body which employs a wide range of different personnel needing to take account of the Working Time Regulations and the interplay between annual leave, absence, TOIL, overtime, rostering and self-rostering. v) The expertise to delivery effective and accurate integration with and data feed from the worked hours data to the Trust’s Payroll provider system. SCAS intend letting a contract for up to 10 years (an initial 5 years from the point of award on 6th April 2021 and then four years from go live on 1st April 2022 with the option thereafter to extend by multiples of one year up to a further five years). Other Ambulance Trusts would have the option of drawing down on the ensuing contract during its lifetime with the intention of a co-terminus date for all those Trusts utilising the contract opportunity.

Total Quantity or Scope

At this stage there is no definite commitment from the other Ambulance Trusts to draw down under the Contract being let by SCAS, but a number of Trusts have expressed direct interest with at least one other Trust with a current Contract that is due to expire on 31 March 2022, enabling them to utilise the Contract scheduled to start on 1 April 2022. The estimated value is based upon all thirteen Ambulance Trusts drawing down on the ensuing contract.

Renewal Options

The Contract may be extended by up to a further 60 months in increments of 12 months to be agreed with the successful supplier.

CPV Codes

• 48000000 - Software package and information systems
• 48450000 - Time accounting or human resources software package

Indicators

• Bids should cover the whole contract.
• Renewals are available.
• Performance considerations apply.
• Award on basis of price and quality.

Legal Justification

Prior Information Notice issued a minimum of 35 days before this Contract Notice via reference: 2020/S 243-603134 The Contracting Authority has engaged effectively with the market, providing prior information and engaging with a large number of interested parties. All of this information is made available as part of the ITT pack.

Other Information

SCAS intends that the contract will involve a proactive Ambulance user group who will agree on the development pathway for each following year in conjunction with the Supplier for the benefit of all participating Trusts and, ultimately, the Trust’s patients. The system purchased by SCAS will also be made available to Isle of Wight NHS Trust as part of a co-operation set up between the two public bodies under Regulation 12(7). The procurement of this third-party supplier via a fully compliant OJEU process means that no private supplier has been placed "at an advantage vis-à-vis its competitors.” Suppliers instructions in how to express an interest in the tender: 1) The eSourcing Proactis portal can be found via the following URL: https://supplierlive.proactisp2p.com 2) Click on the Opportunities column to the right of the page. 3) Filter on the customer name column using 'South' and 'Central' 4) Click 'Show Me' and then download the documents. 5) Register for the opportunity following the instructions.