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Published 31 Oct 2024, 12:42 GMT

Official UK procurement notice

Volunteering Management System for Healthcare Improvement Scotland

Official notice

Authority: Healthcare Improvement Scotland·Consortium: 22 public authorities

GoodsOpen procedureSME suitable
Sectors: Software Packages & ERP (48)IT Services & Software (72) Delivery: Scotland (UKM)
Published estimate£382,000exc. VAT37.2% below published estimate
Submissions closed 2 Dec 2024awarded 7 Mar 2025
Awarded to Teamkinetic Limited

What is being bought

Published requirement description

As part of its transformation programme, Healthcare Improvement Scotland (HIS) is seeking to procure a new Volunteer Management System (VMS) and associated configuration and migration support, plus maintenance and ongoing technical support.

The VMS will form the core automation support for the full volunteering lifecycle and will be implemented as the national solution for managing volunteering across NHS Scotland.

CPV: Industry specific software package · Information technology services · Software package and information systems

The lotProcurement structure

single lot · no lot value published
Lot #12.3 Scope of ServiceAwardedRenewal

2.3 Scope of Service

Configuration, licensing and ongoing support of a VMS service for the duration of the contract.

Consultancy services to help set up the new service and transition our operation to the new VMS.

The service must be capable of supporting a user base as indicated below:

3 x National Reporter - access to national reports and customisable reporting but only of national data. There is no access to individual volunteer records.

22 x Board Superuser - one for each NHS board. Read-only access to board-wide information (includes local audit trails). Used to provide Board-wide reports and resetting passwords for Board users. Can also be used in situations where a Volunteer Manager is unavailable and access to information is necessary, e.g. emergency situation where an emergency contact must be contacted.

150 x Volunteer Manager - Voluntary Services Managers and other staff within NHS boards who manage volunteers. Only able to enter, access and modify data from their own NHS board.

25 x Volunteer Administrator - Data entry and amendment role. Only able to enter, access and modify data relating to their own NHS board.

25 x Reporter - Access to reporting functions only – only able to access information from their own NHS board. No volunteer data visible and only general reports are available.

6000 x Volunteers – able to update their own record, book training, update activity, provide feedback. No visibility of other volunteer records.

The solution will be procured by one legal entity (Healthcare Improvement Scotland) but used by staff and volunteers across NHS Scotland which is a collection of NHS boards that are themselves legal entities.

Delivery: Scotland · All NHS Health Boards and Special Boards across Scotland.
Extensions: One (1) twelve (12) month optional extension is available on this agreement.Variant bids: not allowed
48000000 Software package and information systems48100000 Industry specific software package72222300 Information technology services

What it takes to win
i

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 more
How bids were scored
Quality: 70%Price: 30%
Published sub-criteria (3)
  • Added value: 9%
  • Quality: 61%
  • price: 30%
Published award criteria (3)
  • Added value: 9
  • Quality: 61
  • Price: 30
Conditions of participation2
  • Condition of participation
    no text published
    Minimum: Economic and financial standing — yearly turnover. The bidder should provide its (“general”) yearly turnover for the last 3 years. It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types…
  • Technical & professional ability

    Selection criteria as stated in the procurement documents

What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.

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
Yes (GPA)
Recurring procurement
No (one-off requirement)
First published
31 Oct 2024, 12:42 GMT
Last source update
14 Mar 2025, 16:27 GMT
Award evaluation window
2 Dec 2024 – …
Authority reference
HIS/2024/826
FTS notice number
2025/S 000-009533
Classification (CPV)
Industry specific software packageInformation technology servicesSoftware package and information systems
Delivery area
Scotland (UKM)
Official registry OCID
ocds-h6vhtk-04b2ef Find a Tender
Review and risk notes
Review procedure

The Authority will notify economic operators who submitted a tender or (where no deselection notification has previously been made) applied to be selected to tender, of its decision to award the Framework Agreement which notification will contain among other information, a summary of the reasons why the economic operators was unsuccessful.

The notification will incorporate a “standstill period” of a minimum of 10 clear calendar days (or a minimum of 15 if the communication method used is not electronic) between the date on which the Authority dispatches the notice(s) and the date on which the Authority proposes to conclude the relevant Framework Agreement.

The bringing of court proceedings against the Authority during the standstill period will automatically continue the prohibition on entering into the Framework Agreement until the court proceedings are determined, discontinued or disposed of, or the court, by interim order, brings to an end the prohibition.

The remedies that may be awarded by the courts before the Framework Agreement has been entered into include the setting aside of the

decision to award the Framework Agreement to the winning tenderer(s). The bringing of court proceedings against the Authority after the

Framework Agreement has been entered into will not affect the Framework Agreement unless grounds for the imposition of special penalties under the Public Contracts (Scotland) Regulations 2015 can be established. Otherwise the remedies that may be awarded by the courts where the framework agreement has been entered into are limited to the award of damages.

Publisher note: (SC Ref:793360)

How it was run

Official notice
Run through: Public Contracts Scotland · Who buys & how to bid on PCS
Supplier login requiredLanguage: EN
Access & registration note: Free single registration for Scotland; PCS-Tender (Jaggaer) for full bidding
Submission deadline
2 Dec 2024, 12:00 GMT
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bids opened
2 Dec 2024, 12:00 GMT
Detailed submission instructions & authority contactsFrom official release

www.publictendersscotland.publiccontractsscotland.gov.uk ↗

Timeline

2 Dec 2024 → 31 Mar 2025 · 4 dates
  1. Submission deadline
    2 Dec 2024, 12:00 GMT
  2. Bids opened
    2 Dec 2024, 12:00 GMT
  3. Notice published
    14 Mar 2025, 16:27 GMT
  4. Bids must remain valid until
    31 Mar 2025, 23:59 BST

Notice history

1 event · 2 releases on Find a Tender
  1. Status changed to complete
    14 Mar 2025, 16:27 GMT

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £240,0001 contract exc. VAT
Bids received 44 from SMEs
Contracts signed 1latest 7 Mar 2025
Awarded toValueDateStatus
Teamkinetic LimitedSME£240,000 †—Awarded

Contracts

  • Contract 009533-2025-HIS/2024/826-1 · Teamkinetic LimitedSME

    Signed
    7 Mar 2025
    Value
    £240,000
    Status
    active

Bid statistics published by the authority

BidsSMEVCSEValid bid range
4bids · 4 electronic · 4 from abroad4——

Contracting authority & participating public bodies

22 public bodies on the notice

Healthcare Improvement Scotland

Contracting authorityBody governed by public lawHealth National Headquarters Gyle Square, South Gyle Crescent,, Edinburgh, Scotland, EH12 9EBContact name, email, phone Published organisation website ↗

Consortium members and other public bodies

Dispute resolution & review bodies

  • Sheriff Court EdinburghReview body Edinburgh

Bidders & participating suppliers

1 commercial party on the notice
  • TeamKineticAwarded supplier Office 12, Parkway 2, Princess Rd, Manchester, North West, M147HRContact phone

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.