Workforce management products that manage erostering, eJob planning and eRota & exception reporting

We need to re-procure the suite of workforce management products that manage erostering, eJob planning and eRota& exception reporting. These systems are critical to the safe and effective operation of the hospital. There are also legal/contractual elements for some systems (jobplanning and eRota) that mean we must have something that delivers the functionality they do.

We currently purchase the suite of these systems from RLDatix (HealthRoster Optima (including Loop, SMS (Tariff 1), Allocate DataHub, MedicOnDuty, eRota, eJobPlan Medics, eJobPlan AHP, ActivityManager, CloudStaff, LOOP Locate, LOOP engage). The current contract expires 31/8/2026. The Trust has determined that there is insufficient time to complete a comprehensive procurement exercise and implement a replacement solution before the expiry of the current contract on 31 August 2026.

As we do not have time to complete an effective and comprehensive procurement excersise in advance of contract expiry, we are looking to extend with the inucmbent supplier to ensure that we maintain continuity of service, monitor staffing safely and effectively across all staff groups and ensure we are compliant with our contractual obligations to the medical staff (job plan, exception reporting etc) while we move forward at pace with the re-procurement.

Future Procurement Arrangements

North Bristol NHS Trust has commenced planning for a future procurement of workforce management systems. A procurement strategy is being developed and will include consideration of the Workforce Alliance Workforce Technology Systems Framework (RM6387) and other compliant routes to market under the Procurement Act 2023.

The intention is to undertake a competitive procurement process and seek approval of the Most Advantageous Tender (MAT) in accordance with the Trust's governance requirements.

Replacement of the existing systems requires a substantial procurement, implementation and change management programme.

The extension period will enable the Trust to:

• Undertake a full market-wide procurement exercise for workforce management systems;
• Evaluate available procurement routes, including the Workforce Alliance Workforce Technology Systems Framework (RM6387);
• Assess alternative suppliers and technologies;
• Complete implementation and migration activities should an alternative supplier be appointed; and
• Maintain continuity of critical workforce management services during the procurement and transition period.

The Trust has also secured commercial benefits from the supplier, including reduced pricing, service credits and additional functionality, contributing to overall value for money during the extension period.

The modification does not alter the overall nature of the contract and is considered necessary and proportionate to ensure continuity of critical workforce management services pending completion of a competitive procurement process.