Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Hywel Dda University Health Board
Ty Gorwel, St Davids Park, Jobswell Road
Carmarthen
SA31 3BB
UK
Contact person: Sara Pell
E-mail: sara.pell@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.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://etenderwales.bravosolution.co.uk/home.htm
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://etenderwales.bravosolution.co.uk/home.htm
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://etenderwales.bravosolution.co.uk/home.htm
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 Patient Communications including a Hybrid Print and Post Solution
Reference number: HDD-OJEU-52193
II.1.2) Main CPV code
79811000
II.1.3) Type of contract
Services
II.1.4) Short description
Hywel Dda University Health Board (” HDUHB”) are seeking to commission the provision of a Digital Patient Communications including a Hybrid Print & Post Solution in order to modernise the way we communicate with our patients, allowing patients to have a choice on how the Health Board communicates with them and to provide a future proofed platform.
II.1.5) Estimated total value
Value excluding VAT:
2 100 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
64000000
II.2.3) Place of performance
NUTS code:
UKL14
Main site or place of performance:
Within Hywel Dda University Health Board that covers the counties of Carmarthenshire, Pembrokeshire & Ceredigion.
II.2.4) Description of the procurement
Hywel Dda University Health Board (” HDUHB”) are seeking to commission the provision of Digital Patient Communications including a Hybrid Print & Post Solution in order to modernise the way we communicate with our patients, allowing patients to have a choice on how the Health Board communicates with them and to provide a future proofed platform.
The objectives of the project are to improve in four strategic areas of priority:
-Patient Experience & Safety - Accurate and better communication to our patients with less errors and supporting patient's choices
-Operational - Sustainable and improved communication turnaround time with time saved, lower costs and with a manageable process
-Governance - Remaining compliant, improved data security, trackable and auditable amendments
-Efficiency and Cost Saving - Reduction in all aspects of appointments (Did Not Attend), operational and resource savings and reduction in natural resource consumption.
The service will be based around the following:
Attendance Optimisation (i.e., patient reminder, text reminder services)
A communications platform, allowing patient preferences to be provided by the patient, in order to improve such services incorporating requirements of the Welsh Language Act 1993, Equality Act 2010, and those patients with sensory loss.
Provision of hybrid mail service
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
The contract has a 24 month extension option, that can be exercised in increments of not less than 12 months. The maximum contract term will be 60 months with all extension options.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
Potential Bidders are invited to a virtual 'Supplier Information Event' at 2pm on Friday 20th January 2023. If you are interested in attending the event please email Sara.pell@wales.nhs.uk by Thursday 19th January 2023.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
17/02/2023
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until:
30/06/2023
IV.2.7) Conditions for opening of tenders
Date:
17/02/2023
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
All responses must meet the criteria outlined in the Single Procurement Document (SPD).
The Contracting Authority reserves the right to award the contract in whole, in part or annul the tendering process and not award any contract.
The Contracting Authority will not accept SPD questionnaires and completed tender documents after the stated closing date.
All documents to be priced in sterling and all payments made in sterling.
The tendering process will be undertaken via electronic means using the Bravo e-tendering system
https://etenderwales.bravosolution.co.uk
Instructions on how to participate in this tender opportunity:
To complete your response, please access the tender documents via the Bravo ETenderWales portal reference:
project_52193 Digital Patient Communications including Hybrid Print and Post Solution ITT Code 100246.
Instructions: Register your company on the eSourcing portal (this is only required once). Browse to the eSourcing portal: https://etenderwales.bravosolution.co.uk and click the link to register — Accept the terms and conditions and click "continue" — Enter your correct business and user details — Note the username you chose and click "save" when complete — You will shortly receive an email with your unique password (please keep this secure).
2. Express an Interest in the tender — Log in to the portal with the username/password — Click the "PQQs/ITTs open to all" suppliers" link.(these are pre-qualification questionnaires (SPD) or invitations to tender (ITT) open to any registered supplier)—Click on the relevant PQQ/ITT to access the content— Click the "express interest"
button at the top of the page — This will move the PQQ/ITT in to your "my PQQs/myITTs" page.(this is a secure area reserved for your projects only)—You can now access any attachments by clicking "buyer
attachments "in the "PQQ/ITT details" box
3. Responding to the tender —Click "my response "under "PQQ/ITT details", you can choose to "create
response "or to "decline to respond"(please give a reason if declining)—You can now use the "messages"
function to communicate with the buyer and seek any clarification — Note the deadline for completion, then follow the on screen instructions to complete the PQQ/ITT—There may be a mixture of online & offline actions
for you to perform(there is detailed online help available)You must then submit your reply using the "submit response" button at the top of the page.
If you require any further assistance please consult the online help or contact the eTendering helpdesk.
NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information
record your interest on Sell2Wales at https://www.sell2wales.gov.wales.
NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at http://www.sell2wales.gov.wales/search/search_switch.aspx?ID=127967
(WA Ref:127967)
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
13/01/2023