Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Hillcrest
1 Explorer Road
Dundee
DD2 1EG
UK
Telephone: +44 382564700
E-mail: tenders@hillcrest.org.uk
NUTS: UKM
Internet address(es)
Main address: http://www.hillcrest.org.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA12242
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
HF/R001 - Digital Social Care Record System
II.1.2) Main CPV code
48100000
II.1.3) Type of contract
Supplies
II.1.4) Short description
Hillcrest wish to provision a Digital Care Record System software solution which standardises, streamlines and improves overall record keeping via a centralised hub.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.3) Place of performance
NUTS code:
UKM
II.2.4) Description of the procurement
Hillcrest Futures works across Scotland providing a wide range of services in the areas of physical and learning disabilities, autism, and older people. Also, supporting positive mental health and wellbeing, homelessness and drug, alcohol and recovery services. We work in people’s homes, out in the community and in both temporary and supported accommodation providing support from 1 hour a week to 24 hours a day.
Currently Hillcrest Futures complete a variety of electronic and paper records and documentation for all the people we support. For example, care and support plans, risk assessments, and medication records. We are seeking to procure and implement a Digital Care Record System software solution which standardises, streamlines and improves overall record keeping through providing a centralised hub of all client information and includes the following considerations:
- customisable to meet our business needs - We have a diverse range of services and wish to utilise this across our organisation.
- accessible - We need it to work both on and offline, as well as have an intuitive user interface which considers the varying abilities of people who use technology (user friendly).
- excellent reporting functionality - We need it to be able to provide an easy mechanism for monitoring and auditing of our management information and service provision.
- adhere to all our Data Protection and Cyber Security requirements - Privacy of our client information is a high priority and we need to be assured that you can protect our organisational data and ensure that only authorised individuals have access as required.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality Questionnaire
/ Weighting: 17.5%
Quality criterion: Product Presentation
/ Weighting: 28%
Quality criterion: Requirements List
/ Weighting: 24.5%
Price
/ Weighting:
30%
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:
3 year Contract with two 1-year Options to Extend
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
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
Relevant Selection Criteria are detailed within the SPD Module where applicable, this is required to be completed as part of Tender submission.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Relevant Selection Criteria are detailed within the SPD Module where applicable, this is required to be completed as part of Tender submission.
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:
No
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
24/04/2025
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
Duration in months: 3 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
24/04/2025
Local time: 12:30
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
Further notice likely to be published in 3 to 5 Years
VI.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=794209.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Hillcrest are looking for successful Bidders to make a monetary donation to the Hillcrest Foundation. The Hillcrest Foundation helps set up services and projects that benefit people and communities across Scotland. Further detail on the value of donations is contained within the ITT Document.
(SC Ref:794209)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=794209
VI.4) Procedures for review
VI.4.1) Review body
Dundee Sheriff Court
Dundee
UK
VI.5) Date of dispatch of this notice
25/03/2025