Official UK procurement notice
Electronic Care Planning system
Authority: Hafod
What is being bought
Published requirement descriptionHafod is looking to procure an electronic system for Care planning. With over 700 service users across 8 care homes, 3 extra care schemes and additional Domiciliary Care services, keeping and maintaining care records can be a significant challenge.
- Recurrence: 2027
CPV: Information systems · Medical information systems · Nursing information system · Patient-administration system · Real time operating system software development services · Real-time operating system software package · Software package and information systems · System and support services · System management software development services
The lotProcurement structure
single lot · no lot value publishedLot #1Hafod requires an Electronic Care Planning (ECP) system for Hafod’s Care servicesAwardedRenewal
Hafod requires an Electronic Care Planning (ECP) system for Hafod’s Care services. Currently, no such system exists across Hafod, with care colleagues at different sites using various manual methods to record and review service user data. This presents several challenges (listed below) to the business which increase risks to the business as well as service users.
Additionally, the lack of a centralised system means that Hafod currently has little to no operational oversight of the data held within care plans, making it difficult to report on the situation in each home and to make data-driven decisions about care services. The chosen system for this project must address these issues and allow for a streamlined and standardised process for recording service user data, as well as a number of safeguarding solutions to reduce risks.
Alongside this, care managers and administrators also face issues around colleague rostering, with many spending significant time manually managing their workforce on various spreadsheets and other documents. The chosen system for this project will also need to include a rostering solution to reduce this burden on managers.
The implementation of an ECP system, including colleague management/rostering features, would help address these issues as well as reduce risks to both Hafod’s service users and to the business itself. It also aligns with several of Hafod’s Strategic aims, including Health and Social Care, Accelerating our Digital Transformation, Decarbonisation and First-Class Governance.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (2)
- Technical: 40%
- price: 60%
Published award criteria (2)
- Technical: 40
- Price: 60
- Suitability
NA
- Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Goods
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Yes · 2027
- First published
- 6 Oct 2022, 16:51 BST
- Last source update
- 10 Oct 2023, 13:35 BST
- Award evaluation window
- 3 Nov 2022 – …
- Authority reference
H0000010.00- FTS notice number
2023/S 000-029825- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0373a5Find a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
- Performance terms
The system is required to be active and live by January 2023
Publisher note: The implementation of an ECP system, including colleague management/rostering features, would help address these issues as well as reduce risks to both Hafod’s service users and to the business itself. It also aligns with several of Hafod’s Strategic aims, including Health and Social Care, Accelerating our Digital Transformation, Decarbonisation and First-Class Governance. The expected benefits of such a system include: Evidence based recording of care delivery that allows oversight to supervisors and managers that the appropriate level of care is delivered and allowing for performance management. A reduction in colleague time spent creating, maintaining and reviewing care plans, allowing more time for colleagues to attend to service users. A simpler and more streamlined system - standardised across sites - that allows colleagues to stay updated at all times so that they can provide the appropriate level of care to service users. A reduction in record gaps, reducing risks to service users. Operational oversight using a centralised reporting system to allow the business to make data-driven decisions and ensure regulatory compliance. Efficient quality control tools that allow appropriate support to the services from the operational team. Operational oversight over accidents and incidents to allow early support and interventions to allow response in line with care quality regulations and safeguarding policies. (WA Ref:135445)
How it was run
Official notice- Submission deadline
- 24 Nov 2022, 12:00 GMT
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 90 days from the deadline
- Bids opened
- 3 Nov 2022, 12:00 GMT
Timeline
3 Nov 2022 → 10 Oct 2023 · 3 dates- Bids opened3 Nov 2022, 12:00 GMT
- Submission deadline24 Nov 2022, 12:00 GMT
- Notice published10 Oct 2023, 13:35 BST
Notice history
3 events · 4 releases on Find a Tender · since 17 Oct 2022- Deadline moved to 17 Nov 2022, 12:00 GMT17 Oct 2022, 10:14 BST+14 days · was 3 Nov 2022, 12:00 GMT
- Deadline moved to 24 Nov 2022, 12:00 GMT3 Nov 2022, 10:17 GMT+7 days · was 17 Nov 2022, 12:00 GMT
- Status changed to complete10 Oct 2023, 13:35 BST
Published amendments (2 · 2 deadline changes)
| When | What | Before | After | Shift |
|---|---|---|---|---|
| — | DeadlineTime limit · IV.2.2 | 3 Nov 2022 | 17 Nov 2022 | +14 d |
| — | Bid openingConditions for opening of tenders · IV.2.7 | 3 Nov 2022 | 17 Nov 2022 | +14 d |
| — | DeadlineTime limit · IV.2.2 | 17 Nov 2022 | 24 Nov 2022 | +7 d |
| — | Bid openingConditions for opening of tenders · IV.2.7 | 17 Nov 2022 | 24 Nov 2022 | +7 d |
Change in implementation date
change in scope
Routine re-releases (4)
- 2022-10: 1 release · 6 Oct 2022
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Carebeans LimitedSME | £509,880 † | — | Awarded |
Contracts
Contract 029825-2023-2023H000010.00-1 · Carebeans LimitedSME
- Signed
- 18 Sept 2023
- Value
- £509,880
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5bids · 5 electronic · 5 from abroad | 4 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- High CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- Carebeans LimitedAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria