Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
Hafod
St Hilary Court,
Cardiff
cf43 4lg
UK
Contact person: Leanne Millard
Telephone: +44 7591598464
E-mail: leanne.millard@hafod.org.uk
Fax: +44 2920672499
NUTS: UKL22
Internet address(es)
Main address: https://www.hafod.org.uk/
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA1147
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Other: Housing and Social Care
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Electronic Care Planning system
Reference number: H0000010.00
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Supplies
II.1.4) Short description
Hafod is looking to procure an electronic system for Care planning. With over 700 service users across 8 care homes, 3 extra care schemes and additional Domiciliary Care services, keeping and maintaining care records can be a significant challenge.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
509 880.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
72250000
72212781
72212670
48814100
48814200
48627000
48810000
48814000
II.2.3) Place of performance
NUTS code:
UKL
II.2.4) Description of the procurement
Hafod requires an Electronic Care Planning (ECP) system for Hafod’s Care services. Currently, no such system exists across Hafod, with care colleagues at different sites using various manual methods to record and review service user data. This presents several challenges (listed below) to the business which increase risks to the business as well as service users.
Additionally, the lack of a centralised system means that Hafod currently has little to no operational oversight of the data held within care plans, making it difficult to report on the situation in each home and to make data-driven decisions about care services. The chosen system for this project must address these issues and allow for a streamlined and standardised process for recording service user data, as well as a number of safeguarding solutions to reduce risks.
Alongside this, care managers and administrators also face issues around colleague rostering, with many spending significant time manually managing their workforce on various spreadsheets and other documents. The chosen system for this project will also need to include a rostering solution to reduce this burden on managers.
The implementation of an ECP system, including colleague management/rostering features, would help address these issues as well as reduce risks to both Hafod’s service users and to the business itself. It also aligns with several of Hafod’s Strategic aims, including Health and Social Care, Accelerating our Digital Transformation, Decarbonisation and First-Class Governance.
II.2.5) Award criteria
Quality criterion: Technical
/ Weighting: 40
Price
/ Weighting:
60
II.2.11) Information about options
Options:
Yes
Description of options:
Hafod reserves the right to add or remove users as part of the contract
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 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.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2022/S 000-028162
Section V: Award of contract
Contract No: 2023H000010.00
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
18/09/2023
V.2.2) Information about tenders
Number of tenders received: 5
Number of tenders received from SMEs: 4
Number of tenders received from tenderers from EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 5
Number of tenders received by electronic means: 5
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Carebeans Limited
Singleton Court, Wonastow Road
Monmouth
NP255JA
UK
NUTS: UK
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 509 880.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) Additional information
The implementation of an ECP system, including colleague management/rostering features, would help address these issues as well as reduce risks to both Hafod’s service users and to the business itself. It also aligns with several of Hafod’s Strategic aims, including Health and Social Care, Accelerating our Digital Transformation, Decarbonisation and First-Class Governance. The expected benefits of such a system include:
Evidence based recording of care delivery that allows oversight to supervisors and managers that the appropriate level of care is delivered and allowing for performance management.
A reduction in colleague time spent creating, maintaining and reviewing care plans, allowing more time for colleagues to attend to service users.
A simpler and more streamlined system - standardised across sites - that allows colleagues to stay updated at all times so that they can provide the appropriate level of care to service users.
A reduction in record gaps, reducing risks to service users.
Operational oversight using a centralised reporting system to allow the business to make data-driven decisions and ensure regulatory compliance. Efficient quality control tools that allow appropriate support to the services from the operational team.
Operational oversight over accidents and incidents to allow early support and interventions to allow response in line with care quality regulations and safeguarding policies.
(WA Ref:135445)
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
10/10/2023