United Kingdom-Cardiff: Student Award System

Type of document: Contract Notice
Country: United Kingdom
Publication Ref: (2021/S 000-030086/EN)
Nature of contract: Supply contract
Procedure: Award of a contract without prior publication
Type of bid required: Not applicable

Voluntary ex ante transparency notice
Supplies

Section I: Contracting authority
I.1) Name and addresses
Official name: NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)
Postal address: 4-5 Charnwood Court,, Heol Billingsley, Parc Nantgarw
Town: Cardiff
Postal code: CF15 7QZ
Country: United Kingdom
Email: Michael.Veasey@wales.nhs.uk
Internet address(es):
Main address:
Address of the buyer profile:

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: Student Award System

Reference number: AW049
II.1.2) Main CPV code: 48000000
II.1.3) Type of contract Supplies
II.1.4) Short Description:
The purpose of the Student Awards System is to manage the processing of student bursary applications. The Student Awards Service Team process circa 9,600 student applications a year and receive circa 12,000 phones call a year.
II.1.6) Information about lots
The contract is divided into lots: no
II.1.7) Total value of the procurement(excluding VAT)
Value:57250
Currency:GBP
II.2) Description
II.2.3) Place of performance
Nuts code:
II.2.4) Description of the procurement
The purpose of the Student Awards System is to manage the processing of student bursary applications. The Student Awards Service Team
process circa 9,600 student applications a year and receive circa 12,000 phones call a year.
The project scope will focus on the Students Awards Service and Student Streamlining Service within the Employment Services Division
of NWSSP and will engage with key stakeholders such as Students, Higher Education Institutes and Commissioning body Health
Education and Improvement Wales (HEIW).
The overall project scope is to provide a procured framework for Shared Services to draw down a Student Bursary Application solution to
support the management of bursary applications and contribute to improving the bursary application experience for Healthcare Students. In
addition to that, the solution is required to support a number of additional service efficiencies that have been identified and present timely
opportunities to align with other key initiatives such as Student Streamlining. The solution will also be required to support the delivery of
our entire services for Healthcare Students and stakeholders in both Welsh & English throughout each stage of the solution.
DELIVERABLES
The key deliverables for the Student Awards Bursary System will be bilingual & based on the following:
1. Implement, test & go live achieved before 31st March 2023 – Bursary solution.
2. Implement, test & go live Student Streamlining module – Autumn 2023. Interface will be required for this module.
3. Receive online student applications.
4. Request evidence to support the student application.
5. Enable assessment of the application and evidence by the service.
6. Adhere to Information Governance policies and procedures where applicable and maintains confidentiality.
7. Communicate application outcomes to students.
8. Provide knowledge management to students via solution.
9. The solution must be able to function in Welsh and English for students and operational stakeholders applying the same functionality
principles at each stage of the solution and comply with Welsh Language Measure Act 2011 & Welsh Language Standards 2018.
10. Ability to monitor progress & performance through stages of student bursary pathway.
11. Digital dashboard that is interoperable for key end user & stakeholder.
i. Student dashboard
ii. Team dashboard
iii. Manager dashboard
iv. Stakeholder view
12. Suite of standard & customisable reporting based on business rules highlighting for example performance delays / bottlenecks within
pathway with an ability to directly link with non-compliance records (drill down).This function would be available to the administrator
licence.
13. Ability to interface with other NHS organisational systems (details of systems below).
14. Document management functionality & sharing across stakeholder group.
15. The solution must be the source of all communication and multi – faceted in respect of managing notifications, email, intelligent FAQ
system.
16. Functionality to sign up to terms & conditions to an identifiable category of students. This function will also need to support multiple
versions of the terms and conditions.
17. Push workload. For example re-assigning workload.
18. Solution must maximise use of technology to validate evidence.
19. Chatbot technology with AI.
20. Cloud based solution.
21. Compatible with Microsoft 365.

II.2.5) Award criteria
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 IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Award of a contract without prior publication of a call for competition in the Official Journal of the European Union in the cases listed below
(please complete point 2 of the Annex D)
IV.1.8) Information about the Government Procurement Agreement(GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2) Administrative information

Section V: Award of contract/concession
Contract No: AW049
V.2) Award of contract/concession
V.2.1) Date of conclusion of the contract/concession award decision:2021-09-29
V.2.2) Information about tenders
V.2.3) Name and address of the contractor
Official name: Kainos Software Limited
Postal address: 4-6 Upper Crescent
Town: Belfast
Postal code: BT71NT
Country: United Kingdom
Telephone: +44 289057110
Nuts code:
The contractor is an SME: no

V.2.4) Information on value of the contract/lot/concession(excluding VAT)
for framework agreements – total maximum value for this lot
for contracts based on framework agreements, if required – value of contract(s) for this lot not included in
previous contract award notices

Section VI: Complementary information
VI.3) Additional information:
(WA Ref:115589)
VI.4) Procedures for review
VI.4.1) Review body
Official name: High Court
Postal address: Royal Courts of Justice, The Strand
Town: London
Postal code: WC2A 2LL
Country: United Kingdom
Telephone: +44 2079477501

VI.5) Date of dispatch of this notice:
2021-12-03

Other justification for the award of the contract without prior publication of a call for competition
in the Official Journal of the European Union
The procurement falls outside the scope of application of the directive

3.Explanation
Please explain in a clear and comprehensive manner why the award of the contract without prior publication in the Official Journal of the European Union
is lawful, by stating the relevant facts and, as appropriate, the conclusions of law in accordance with the directive:
Due to unforeseen circumstances the existing procurement route for the provision of this service has become unavailable at short notice. It is critical that the service is maintained to provide uninterrupted service.
The agreement to supply the current software package is therefore to be extended for 12 months.
This will allow further work to be carried out on the development of additional functional requirements to meet all
stakeholder requirements and adhere to Welsh Government guidance policies within the contract period.
A competitive tender exercise will be undertaken before the expiry of this agreement in March 2023 which will also reflect the development of the additional functional requirements required to be undertaken.