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Notice Details

Title: Supply of Electronic Call Monitoring, Scheduling and Workflow and Casework Management System
Reference No: JAN342809
OCID: ocds-r6ebe6-0000565791
Published by: Bon Accord Support Services Ltd
Publication Date: 23/01/2019
Deadline Date: 25/02/2019
Deadline Time: 08:00
Notice Type: 02 Contract Notice
Has Documents: Yes
Has ESPD: Yes
Abstract: Cloud based Software service to enable dynamic scheduling, mobile workforce, roster management, workflow management and referrals management across a range of services for a health and social care company.
CPV: 48332000, 72212330, 48330000.

Contract notice

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting Change entity

I.1) Name and addresses

Bon Accord Support Services Ltd

Inspire Building, 1st Floor, Beach Boulevard

Aberdeen

AB24 5HP

UK

Contact person: Chris Dunlop

Telephone: +44 1224570400

E-mail: CDunlop@bonaccordcare.org

NUTS: UKM5

Internet address(es)

Main address: www.bonaccordcare.org

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA29163

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:

https://www.publiccontractsscotland.gov.uk


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

https://www.publiccontractsscotland.gov.uk


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://www.publiccontractsscotland.gov.uk


I.4) Type of the contracting authority

Other: Local Authority Trading Company

I.5) Main activity

Health

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Supply of Electronic Call Monitoring, Scheduling and Workflow and Casework Management System

Reference number: BAC001.2019

II.1.2) Main CPV code

48332000

 

II.1.3) Type of contract

Services

II.1.4) Short description

Cloud based Software service to enable dynamic scheduling, mobile workforce, roster management, workflow management and referrals management across a range of services for a health and social care company.

II.1.5) Estimated total value

Value excluding VAT: 700 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

72212330

48330000

II.2.3) Place of performance

NUTS code:

UKM50


Main site or place of performance:

Bon Accord Care

1st Floor, Inspire Building

Beach Boulevard

Aberdeen

AB24 5HP

II.2.4) Description of the procurement

Bon Accord Care was set up as a private limited company in August 2013 to deliver Adult Social Care to the city of Aberdeen. Aberdeen City Council is the sole owner of the company and contracts the company through the Aberdeen Health & Social Care Partnership. The company was set up to apply private sector innovations to the delivery of social care in order to maximise the efficiency of service delivery in the coming years.

The company also is free to develop outside business initiatives to generate profits that will be available as either a dividend to the shareholder or to fund additional care services to Aberdeen City. The organisation is made up of 2 commercial entities, Bon Accord Care Limited (BAC) and Bon Accord Support Services Limited (BASS). Having come through a significant organisational restructure between October 2016 and March 2018, the company now needs to focus on operational transformation and effectiveness in order to leverage the benefits of the restructure. The main way this will happen is through the application of mobile technology in delivering high quality and impact support services.

Regulated care is delivered by BAC with BASS holding the non-regulated care aspects of the business. This permits the company to operate as any other commercial undertaking.

Company Information

- turnover is approximately 26M GBP:

- employs around 920 permanent staff

- over 200 bank staff on books at any one time.

- operate from 5 residential care homes,

- 4 very sheltered complexes,

- 40 sheltered housing complexes,

- 2 Day-care facilities

- Services are 24 x7 x 365days

- various other specialist facilities including Occupational Therapy, Reablement and Learning and Development

- operates across Aberdeen City and parts of Aberdeenshire.

- contact with over 4,000 people per week, with over 2,000 clients.

- staff account for 85% of operating costs.

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: 450 000.00 GBP

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

Duration in months: 48

This contract is subject to renewal: Yes

Description of renewals:

Renewal of up to 12 months from 48 months

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.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents


III.1.3) Technical and professional ability

List and brief description of selection criteria:

1. Experience in delivering similar scale projects in the health and social care sector; able to provide references from buyers relating to projects within the last 3 years.

2. Explicit understanding of GDPR, primary data site based in the UK, ideally back up site also UK based. Experience and understanding of undertaking Data Protection Impact Assessments.

3. Provision of application based software delivering intelligent scheduling software to a predominantly mobile workforce.

4. Integration; system must be able to use open API's to maximise integration capabilities with

5. Configuration

6. Project plan

7. Asset Tracking & Management

6. Cyber Security; as a minimum, must comply with ISO 27001

7. Demonstrable experience in migrating,processing and managing GDPR Schedule 9 data

8.

Scheduling

Employee Records

Client Records

GPS visibility

GPS safeguarding

Waiting list management

Rota management

Auto-calculation of Gross to Pay

Auto-calculation of mileage

Workflow Planning

Essential/

Desirable

Health & Safety Audits

Accident & Incident Reporting

Training Records

Fieldwork/case management

Outcome measurement/management

Quality Assurance

Complaints procedure


III.2) Conditions related to the contract

III.2.2) Contract performance conditions

Not applicable

III.2.3) Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing 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: 21/02/2019

Local time: 08:00

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: 52 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date: 21/02/2019

Local time: 08:00

Place:

PCS website only

Information about authorised persons and opening procedure:

As above

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

VI.3) Additional information

Scheduling

Employee Records

Client Records

GPS visibility

GPS safeguarding

Waiting list management

Rota management

Auto-calculation of Gross to Pay

Auto-calculation of mileage

Workflow Planning

Essential/

Desirable

Health & Safety Audits

Accident & Incident Reporting

Training Records

Fieldwork/case management

Outcome measurement/management

Quality Assurance

Complaints procedure

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=565791.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://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.

(SC Ref:565791)

Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=565791

VI.4) Procedures for review

VI.4.1) Review body

Bon Accord Support Services Ltd

Inspire Building, 1st Floor, Beach Boulevard

Aberdeen

AB24 5HP

UK

Telephone: +44 1224570400

E-mail: CDunlop@bonaccordcare.org

Internet address(es)

URL: www.bonaccordcare.org

VI.5) Date of dispatch of this notice

21/01/2019


Information added to the notice since publication.

Additional information added to the notice since it's publication.
DateDetails
23/01/2019 15:52ADDED FILE: Conditions of Contract

General contract conditions
23/01/2019 16:40REPLACED FILE: 1 - Invitation to Tender - BAC180119

ITT
01/02/2019 18:08ADDED FILE: Appendix 2- Pricing Schedule

Appendix 2 Pricing Schedule, Annual & Project Life Cycle
01/02/2019 18:32REPLACED FILE: 1 - Invitation to Tender - BAC180119v4

ITT V6
01/02/2019 18:38ADDED FILE: Statement of Requirements

Appendix 1 Statement of Requirements
01/02/2019 18:43REPLACED FILE: 1 - Invitation to Tender - BAC180119v6

ITT V7
04/02/2019 15:56ADDED FILE: Appendix 5- Award Questionnaire

Service Award Questionnaire
05/02/2019 08:31ADDED FILE: Financial Declaration

Appendix 4
05/02/2019 08:31ADDED FILE: Appendix 4- Declaration

Financial declaration
07/02/2019 13:11Notice date(s) changed

IV.2.2) Time limit
Old date: 21/02/2019 08:00
New date: 25/02/2019 08:00

IV.2.7) Conditions for opening of tenders
Old date: 21/02/2019 08:00
New date: 25/02/2019 08:00

Extension due to documentation issues
11/02/2019 16:10ADDED FILE: ESPD Revised

ESPD revision
18/02/2019 14:44ADDED FILE: Word version of pricing schedule

As above
19/02/2019 17:41Question and Answers deadline change

The deadline for submission of questions through the online Q&A function has been changed as below.
Old question submission deadline: 15/02/2019 12:00
New question submission deadline: 21/02/2019 12:00
Please ensure that you have submitted all questions before the new date.
19/02/2019 17:46REPLACED FILE: Conditions of contract BACJAN342809

General contract conditions update
19/02/2019 17:47REPLACED FILE: Appendix 1 - Statement of Requirements BAC

Appendix 1 Statement of Requirements update
19/02/2019 17:48REPLACED FILE: Appendix 2 - Pricing Schedule BACv2

Appendix 2 Pricing Schedule, Annual & Project Life Cycle update
19/02/2019 17:50REPLACED FILE: Appendix4 Declarationbac2019v1

Financial declaration update
19/02/2019 17:52REPLACED FILE: Appendix 5 - Award Questionnaire BAC

Appendix 5 update
19/02/2019 17:53ADDED FILE: ICT & Data Questionnaire

Questionnaire ICT Security & Data Management
19/02/2019 17:55REPLACED FILE: 1 - Invitation to Tender - BAC180119v7

ITT V7 update 1802
Main Contact: CDunlop@bonaccordcare.org
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
271000Call SystemsInformation Communication Technology
271100Consumables - Information Communication TechnologyInformation Communication Technology
191200Document Archiving and StorageFacilities and Management Services
151811Information Technology Consultancy - ImplementationConsultancy
151812Information Technology Consultancy - Project ManagementConsultancy
259999other Housing ManagementHousing Management
271510Services - Application Service ProvisionInformation Communication Technology
221100Services - Health and SafetyHealth and Safety
271500Services - Information Communication TechnologyInformation Communication Technology
271600SoftwareInformation Communication Technology
271800Telecommunications - MobileInformation Communication Technology

Delivery Locations

Delivery Locations
IDDescription
130Aberdeen & North-East

Document Family

Hide related notices
JAN342809: Supply of Electronic Call Monitoring, Scheduling and Workflow and Casework Management System
Publication Date: 23/01/2019
Deadline: 25/02/2019
Notice Type: 02 Contract Notice
Authority name: Bon Accord Support Services Ltd
APR351228: Supply of Electronic Call Monitoring, Scheduling and Workflow and Casework Management System
Publication Date: 11/04/2019
Notice Type: 03 Contract Award Notice - Successful Supplier(s)
Authority name: Bon Accord Support Services Ltd

Further Instructions

The Buyer has attached further instructions with this notice. Please read these carefully and take the necessary action(s).

Record your interest in this notice and you will be automatically sent clarifications and deadline date changes etc. Please note that recording your interest does not automatically enter you into the tender process for this notice, you still have to submit your response by the deadline stated. To record an interest in this notice and add it to your interests list please click the Record your interest now button at the top of the page.

The awarding buyer has indicated that it will accept electronic responses to this notice via the Tender Submission Postbox facility.

Submit your tender response electronically in a secure environment.

To create an electronic response please click the Record your interest now button at the top of the page.

For more information on the Postbox Facility please refer to the user guide:

Ask the buyer any questions you may have relating to this notice. To ask the buyer a question or questions please click the Record your interest now button at the top of the page.

The following additional documents have been attached to this notice. To obtain these documents please select the individual file names below.

Alternatively, you can download all current documents (Zip File)

Current Documents

CreatedNameDescriptionSizeDownloads
23/01/2019 Tender Document Background and Specification Bon Accord Carev3 Background and Specification224.71 KB82
23/01/2019 Bon Accord Care Operational IT System Costing Parametersv2 Costing and Implementation157.66 KB61
04/02/2019 Appendix 5 - Award Questionnaire BAC Service Award Questionnaire300.92 KB25
11/02/2019 BAC ESPDv3pt1 ESPD revision107.10 KB13
18/02/2019 Appendix 2 - Pricing Schedule BACv2 As above61.08 KB3
19/02/2019 Appendix 4 - Terms and Conditions of contract BAC General contract conditions update85.44 KB5
19/02/2019 Appendix 1 - Statement of Requirements BACcdverf Appendix 1 Statement of Requirements update71.33 KB8
19/02/2019 Appendix 2 - Pricing Schedule BACv2fin Appendix 2 Pricing Schedule, Annual & Project Life Cycle update61.05 KB4
19/02/2019 Appendix 3 - Declarationbac2019v1 Financial declaration update107.71 KB6
19/02/2019 Appendix 5 - Award Questionnaire BACvfcd Appendix 5 update67.42 KB4
19/02/2019 Appendix 6 - BACSecurity questionsver1902 Questionnaire ICT Security & Data Management18.70 KB14
19/02/2019 1 - Invitation to Tender - BAC180119v8cdfin2 ITT V7 update 180299.24 KB6

Replaced Documents

CreatedNameDescriptionSize
23/01/20191 - Invitation to Tender - BAC180119ITT75.70 KB
23/01/20191 - Invitation to Tender - BAC180119v4ITT406.61 KB
01/02/20191 - Invitation to Tender - BAC180119v6ITT V6414.11 KB
23/01/2019Conditions of contract BACJAN342809General contract conditions354.70 KB
01/02/2019Appendix 1 - Statement of Requirements BACAppendix 1 Statement of Requirements292.97 KB
01/02/2019Appendix 2 - Pricing Schedule BACv2Appendix 2 Pricing Schedule, Annual & Project Life Cycle167.38 KB
05/02/2019Appendix4 Declarationbac2019v1Financial declaration107.79 KB
05/02/2019Appendix 5 - Award Questionnaire BACAppendix 4300.92 KB
01/02/20191 - Invitation to Tender - BAC180119v7ITT V7411.25 KB

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