Health And Safety Management System

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
The Common Services Agency (more commonly known as NHS National Services Scotland) ("NSS")
Gyle Square (NSS Head Office), 1 South Gyle Crescent
Edinburgh
EH12 9EB
United Kingdom
Telephone: +44 1698794410
E-mail: mark.salveta@nhs.net
NUTS code: UKM

Internet address(es):

Main address: http://www.nhsscotlandprocurement.scot.nhs.uk/

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11883

I.2)Information about joint procurement
The contract is awarded by a central purchasing body
I.3)Communication
Access to the procurement documents is restricted. Further information can be obtained at: https://www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publiccontractsscotland.gov.uk
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:

Health and Safety Management System

II.1.2)Main CPV code
72000000
II.1.3)Type of contract
Services
II.1.4)Short description:

The majority of health and safety processes within National Services Scotland (NSS) are processed and monitored manually using paper-based processes. This means there is a reliance on people to follow processes correctly in accordance with the guidelines, with only manual intervention to safeguard processes are followed correctly.

The objective is to procure and configure a standard electronic health and safety management system, from a supplier currently in operation in other public and private sector organisations, to meet the needs of NSS.

II.1.5)Estimated total value
Value excluding VAT: 200 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)
72000000
II.2.3)Place of performance
NUTS code: UKM
II.2.4)Description of the procurement:

The majority of health and safety processes within National Services Scotland (NSS) are processed and monitored manually using paper-based processes. This means there is a reliance on people to follow processes correctly in accordance with the guidelines, with only manual intervention to safeguard processes are followed correctly.

The introduction of an electronic health and safety management system has potential to support NSS carry out their day-to-day business processes. This would enable safeguards to be designed to ensure processes are followed correctly; automation implemented to remove the need for manual data collection/ entry and information flow. In addition, the system would provide NSS with the resources and tools to be more pragmatic in terms of preventing health and safety accidents and incidents — data stored securely in the system would enable NSS to analyse trends in behaviour (at a local and national level) and implement measures to reduce the number of incidents which occur.

The objective is to procure and configure a standard health and safety management system, from a supplier currently in operation in other public and private sector organisations, to meet the needs of NSS.

Using the ESPD process we will shortlist a number of Bidders to receive the ITT. Please respond by completing the ESPD.

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: 200 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

The initial 5 years may be extended to 7 years with each additional year after 5 being optional

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number: 8
Objective criteria for choosing the limited number of candidates:

As per the ESPD response and scoring

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
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
III.1.2)Economic and financial standing
List and brief description of selection criteria:

ESPD Q.4B.1.1 Bidders will be required to have a minimum ‘general’ yearly turnover of 500 000 GBP for the last 2 years: Please provide annual accounts for the relevant 2 years.

ESPD Q.4B.5.1 Please provide evidence of insurance levels listed below.

Minimum level(s) of standards possibly required:

ESPD Q.4B.1.1 Suppliers must demonstrate the following financial capacity over the last 2 years: Turnover of 500 000 GBP per annum over last 2 financial years.

Q.4B.5.1. It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:

Employers liability insurance: 5 000 000 GBP;

Public liability insurance: 1 000 000 GBP;

Professional indemnity insurance: 1 000 000 GBP;

III.1.3)Technical and professional ability
List and brief description of selection criteria:

4C.1.2 Please provide details of 3 relevant examples of services carried out during the last 3 years as specified in the contract notice. Weighing 60 % as per scoring model below.

4.C.2 Bidders will be required to confirm details of the technicians or technical bodies such as ISO or equivalent who they can call upon, especially those responsible for quality control. Weighting 10 % as per scoring model below.

4.C.6 Professional qualifications held by the service provider or the contractor itself such as the following: ISO27001 or equivalent ITIL qualifications [Helpdesk, etc] or equivalent other professional qualifications relevant to the services outlined in the contract notice. Weighing 20 % as per scoring model below.

4C.8.1 Bidders will be required to confirm their average annual manpower for the last 3 years. Weighing 10 % as per scoring model below score meaning.

0: Unacceptable as determined by: no response or no information provided in response to the question where there is a requirement to provide a response or information; and/or a response which demonstrates a significant misunderstanding of the question; and/or a response which demonstrates no relevant experience in terms of scale, complexity, scope and match to proposed service characteristics; and/or a response which does not demonstrate capacity and capability (in terms of resources and appropriately qualified and experienced personnel).

1: Weak as determined by: a response which provides minimum information in response to the question; and/or a response which demonstrates minimum relevant experience in terms of scale, complexity, scope and match to proposed service characteristics; and/or a response which fails to satisfactorily answer the question;and/or a response which demonstrates limited capacity and capability (in terms of resources and appropriately qualified and experienced personnel) to deliver requirement.

3: Fair as determined by: a response which provides the majority but not all of the information requested; and/or reasonable evidence of relevant experience in terms of scale, complexity, scope and match to proposed service characteristics indicated in the response; and/or a response which demonstrates reasonable capacity and capability (in terms of resources and appropriately qualified and experience personnel).

5: Good as determined by: a response which meets all aspects of the question and provides all information requested; and/or a response which is comprehensive, unambiguous and demonstrates adequate and complete evidence of experience in terms of scale, complexity, scope and match to proposed service characteristics and adequate capacity and capability.

Scoring table.

Criteria weighting % Score total score available.

4.B Financial standing (0, 1, 3, 5) Yes/No.

4C.1.2 References 60 300.

4.C.2 Quality control / ISO 10 50.

4.C.6 Qualifications 20 100.

4.C.8.1 Staff numbers 10 50.

4.C.10 Sub-contract not scored.

Total: 100 % 500.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 15/10/2018
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 18/10/2018
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
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

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
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=556861

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.

(SC Ref:556861)

VI.4)Procedures for review
VI.4.1)Review body
The Common Services Agency (more commonly known as NHS National Services Scotland) ("NSS")
Gyle Square (NSS Head Office), 1 South Gyle Crescent
Edinburgh
EH12 9EB
United Kingdom
Telephone: +44 1698794410

Internet address: http://www.nhsscotlandprocurement.scot.nhs.uk/

VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice:
10/09/2018