Direct Award to Allocate Software - Time Clocks Contract Extension

Contract Title: Extension of Time Clocks

Supplier: Allocate Software (RLDatix)

Total Charges (£) 27,964

Planned Contract Start Date: 1st September 2025

Planned Contract Duration: 24 Months

Justification for Direct Award:

This direct award is made under the provisions of Section 41 and Schedule 5 of the Procurement Act 2023, specifically under the justification that only a particular supplier can supply the required services due to technical reasons and absence of reasonable alternatives.

Allocate Software's Time Clocks are deeply integrated into our existing workforce management and rostering systems. The solution provides:

Real-time workforce visibility across hospital, supporting safe staffing and operational deployment.

Attendance tracking for all staff groups, including temporary and substantive members.

Interoperability with existing Allocate rostering and payroll systems, ensuring accurate timekeeping and compliance.

Replacing Allocate Time Clocks with an alternative system would incur significant financial and operational costs, including:

Disruption to payroll accuracy and compliance, risking errors and manual interventions.

Loss of integration with rostering and workforce deployment tools, which are critical for patient flow and safety.

High implementation costs for new hardware, software, and retraining of staff.

Technical risks associated with reconfiguring and testing new systems, which could impact service delivery.

Given the exclusive integration and the absence of reasonable alternatives that can deliver the same level of interoperability and functionality without disproportionate cost and risk, this direct award is justified under the Procurement Act 2023.

A transparency notice shall be published in accordance with Section 44 and Regulation 26 of the Procurement Regulations 2024, ensuring stakeholders are informed and the process remains compliant and transparent.