Prior information notice
This notice is for prior information only
Section I: Contracting
authority
I.1) Name and addresses
NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)
Companies House, Crown Way
Cardiff
CF40 2NR
UK
Contact person: Christine Thorne
E-mail: christine.thorne@wales.nhs.uk
NUTS: UK
Internet address(es)
Main address: http://nwssp.nhs.wales/ourservices/procurement-services/
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0221
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
Additional information can be obtained from the abovementioned address
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Health
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Digital Cloud Solution to Monitor External Quality Assessment Management System for UK NEQAS for Histocompatibility & Immunogenetics
Reference number: WBS-WTAIL-FTS-002
II.1.2) Main CPV code
48100000
II.1.3) Type of contract
Supplies
II.1.4) Short description
UK NEQAS for Histocompatibility and Immunogenetics (UK NEQAS for H&I) is an External Quality Assessment (EQA) provider based at the Welsh Blood Service.
EQA schemes help to ensure accurate test results are being reported for patients. UK NEQAS for H&I distributes blood samples to clinical pathology laboratories (e.g. in the NHS), who test the samples and submit results back for assessment to identify any incorrect results. UK NEQAS for H&I have over 300 participants across the NHS in the UK and private sector Health organisations globally.
The required solution needs to allow participants to register for scheme participation and submit test results via an online entry system. This will include the ability for each participant to access a controlled area where they can view their past and new reports.
The solution is also required to calculate the charges from within the solution for auto release of the invoice to the participant.
The successful bidder would also be required to provide the necessary implementation, training and ongoing support as necessary to ensure successful delivery. On-going maintenance and support of the solution will also be required as relevant to a clinical administrative solution.
A replacement External Quality Assessments Management System is required by WBS for use by the UK NEQAS for Histocompatibility and Immunogenetics Service based within WBS.
NHS Wales has a ‘cloud first’ policy. As such, the preference would be a public cloud-hosted service.
II.1.5) Estimated total value
Value excluding VAT:
200 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
71731000
48444100
II.2.3) Place of performance
NUTS code:
UKL
Main site or place of performance:
Welsh Blood Service, Talbot Green, Llantrisant.
II.2.4) Description of the procurement
The system must support the migration of existing data from the legacy system.
There is currently a draft User Requirements Specification (URS) which details the system requirements, which include but are not limited to:
-Registration of new participants in one or multiple EQA scheme(s)
-Annual confirmation of registration of existing participants, through viewing current registration information and editing if required
-Registration through a 3rd party ‘agent’
-Management of lab contact details
-Management of lab finance details
-Calculation of scheme fees based on scheme and delivery selections at registration
-Test results and method information entry for EQA scheme(s)
-Save, submit and view submitted results
-View reports and certificates produced by UK NEQAS for H&I
Crucial to the system is the need for confidentiality. An individual lab must only ever be able to see their own contact details and performance reports.
A specific EQA management system for the UK NEQAS for H&I office is also required to manage information entered by participants. It will also perform some analysis of results for assessment and produce individual laboratory reports.
This aspect of the system will include but is not limited to:
-Management of participants, including contact details, schemes registered for, finance information etc
-Participant correspondence management
-Add/remove/edit fields for participant data entry
-Authorising new registration requests and changes by participants
-Username and password management for user access to the secure online area
-Management of schemes and sample distributions
-Participant result management
-Basic result analysis (schemes are quantitative e.g. positive/negative)
-Result assessment (i.e. comparison of entered results to an entered ‘correct’ result)
-Produce individual laboratory reports and certificates
-Management of laboratories with ‘unacceptable performance’ (i.e. incorrect results)
II.2.14) Additional information
Any supplier noticing this advert after the expression of interest date, will still be able to access this information and tender, subject to the procurement route to market being identified. All documents shared with interested parties may still be shared.
II.3) Estimated date of publication of contract notice:
16/10/2023
Section IV: Procedure
IV.1) Description
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
Section VI: Complementary information
VI.3) Additional information
NHS Wales Shared Services Partnership (NWSSP) is facilitating a procurement on behalf of the Welsh Blood Service (WBS), which is a Division of Velindre University NHS Trust.
Through this engagement exercise, the Authority is seeking to assess the capabilities of the market thus informing WBS as to the latest technology available to help refine its specification.
This engagement exercise will also help inform the route to market to be selected. High level indicative pricing will also be requested as part of this exercise to help WBS develop its Business Case and to ensure commercial estimates are affordable and sustainable.
A Supplier Engagement event is scheduled to take place via MS Teams on the 6th of September. During this session, the Authority will provide a briefing to the Bidders which will also include the broader timeframe for the procurement and general supplier Q&A. Following this, individual supplier sessions will be available on a ‘first come first serve’ basis. The individual sessions will require the supplier to demonstrate or present to the Authority its potential solution; include its current accreditation status or plans to achieve, outline structure of its approach to delivering a successful solution. This will be followed by a focussed Q&A session.
Interested parties are advised to note the inclusion of broader company material in the presentation is not advised, as the sessions individual supplier sessions are restricted to 45 minutes.
The morning of the 7th of September will also be held in reserve for individual supplier appointments, should there be sufficient interest from the market.
The current plan is to release a tender in the autumn (approx. Oct./Nov.). Bidders are advised to note this is subject to change and at the Authority’s discretion.
Expressions of interest to participate in the supplier engagement exercise must be received by the Authority no later than 5pm on the 31st August 2023.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=133654.
(WA Ref:133654)
VI.5) Date of dispatch of this notice
21/08/2023