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Summary

OCID:
Published by:: NHS West Hampshire CCG
Authority ID:: AA21419
Publication date:: 04 May 2018
Deadline date:: 29 May 2018
Notice type:: Contract Notice
Has documents:: No
Has SPD:: No
Has Carbon Reduction Plan:: N/A

Abstract

West Hampshire CCG is seeking a single web-based database to hold service user related information and to replace its existing system. The database must fulfil the following objectives:

— to hold information relating to all types of funding covered within the team including Funded Nursing Care, Joint Packages for Learning Disability adults, Continuing Healthcare and Children’s Continuing Care, Complex, Adult Specialist and S117 packages of care, and safeguarding,

— to hold all service user and financial information including assessments, placements, weekly costs and invoices paid,

— enable high quality data capture and for easy ad hoc reporting on all fields of the database including key weekly, monthly, quarterly and annual reports to enable effortless analysis and production,

— the system must be fully supported (technical support) and kept up to date with key changes in both national and local legislation, policies and best practice,

— it must be fit for purpose against the current specification of requirements and have the capability to adapt to future changes, support service user focus and quality, facilitate the personalisation of care planning and drive improvements throughout the process. The team is looking to continuously improve processes and procedures and seeks to find alternative methods that prove to be more efficient and productive. The database will support this in order to continually enhance the service,

— the team are looking for a whole systems approach to record and report all activity within the respective teams; this may be linked with other services, departments and businesses. The main users of the database will be clinical lead nurses, clinical nurse assessors, case co-ordinators, administrators, managers and the finance team. It will also be used by auditors (both internal and external), the contracting team, the procurement team and the corporate team in future planning,

— the system must facilitate the move away from paper based processes towards electronic record keeping. For example storing and completing assessments online, with key information and correspondence relating to each service user scanned / stored directly onto the service user’s system file,

— the Team requires individual logins for users to track changes and updates made by each user, for auditing purposes plus staff performance management,

— enable financial reporting and forecasting directly from the database,

— user access tracking, providing audit trails on all data entry fields, including but not limited to:

—— who was has made changes to records,

—— what the changes were,

—— who has approved / declined applications,

—— Eligibility date,

— users from other CCGs must be able to view information and reports in the database but this access must be restricted to only their own CCG records, and the information that is viewable must be anonymised,

— in order to ensure Information Governance (IG) compliance, the following are required:

—— clearly defined access rights for difference levels of access, including by CCG,

—— with and without Service user Identifiable Data (PID) e.g. some Finance users would not require PID,

—— both adult and children’s teams able to see service users in transition,

—— unique record number, independent of NHS number,

—— read only access for system administrator defined users.

Full notice text

Contract notice

Section I: Contracting authority

I.1) Name and addresses

NHS West Hampshire CCG

Omega House

Eastleigh

SO50 5PB

Contact person: Janet Barrett

E-mail: janet.barrett@soeprocurement.nhs.uk

NUTS: UKJ3

Internet address(es)

Main address: https://in-tendhost.co.uk/soepscommissioning

I.3) Communication

Access to the procurement documents is restricted. Further information can be obtained at:

https://in-tendhost.co.uk/soepscommissioning

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be sent to 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

F11519 Continuing Healthcare / Childrens Services Database Service

Reference number: F11519

II.1.2) Main CPV code

48000000

II.1.3) Type of contract

Services

II.1.4) Short description

West Hampshire CCG is seeking a single web-based database to hold service user related information and to replace its existing system.

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

48600000

48610000

48611000

72320000

II.2.3) Place of performance

NUTS code:

UKJ3

Main site or place of performance:

II.2.4) Description of the procurement

West Hampshire CCG is seeking a single web-based database to hold service user related information and to replace its existing system. The database must fulfil the following objectives:

— to hold all service user and financial information including assessments, placements, weekly costs and invoices paid,

— the system must be fully supported (technical support) and kept up to date with key changes in both national and local legislation, policies and best practice,

— the Team requires individual logins for users to track changes and updates made by each user, for auditing purposes plus staff performance management,

— enable financial reporting and forecasting directly from the database,

— user access tracking, providing audit trails on all data entry fields, including but not limited to:

—— who was has made changes to records,

—— what the changes were,

—— who has approved / declined applications,

—— Eligibility date,

— in order to ensure Information Governance (IG) compliance, the following are required:

—— clearly defined access rights for difference levels of access, including by CCG,

—— with and without Service user Identifiable Data (PID) e.g. some Finance users would not require PID,

—— both adult and children’s teams able to see service users in transition,

—— unique record number, independent of NHS number,

—— read only access for system administrator defined users.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6) Estimated value

Value excluding VAT: 400 000.00 GBP

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60

This contract is subject to renewal: No

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

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:

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: 29/05/2018

Local time: 08:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

IV.2.7) Conditions for opening of tenders