United Kingdom-Cardiff: Student Database System

Type of document: Contract Notice
Country: United Kingdom
Publication Ref: (2023/S 000-000754/EN)
Nature of contract: Supply contract
Procedure: Negotiated without a call for competition
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
Contact Person: Christine Thorne
Telephone: +44 1443848585
Email: christine.thorne@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 Database System

Reference number: HEIW-DIGI-STA-008
II.1.2) Main CPV code: 48611000
II.1.3) Type of contract Supplies
II.1.4) Short Description:
Continued provision and support of the current trainee information database system.
II.1.6) Information about lots
The contract is divided into lots: no
II.1.7) Total value of the procurement(excluding VAT)
Value:550000
Currency:GBP
II.2) Description
II.2.3) Place of performance
Nuts code:
II.2.4) Description of the procurement
Provision of a core national database for recording trainee training information across Wales.

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
Negotiated procedure without prior publication(in accordance with Article 32 of Directive 2014/24/EU)
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
Notice number in the OJ S:2019/S 046-106343

Section V: Award of contract/concession
Contract No: HEIW-DIGI-STA-008
V.2) Award of contract/concession
V.2.1) Date of conclusion of the contract/concession award decision:2022-12-28
V.2.2) Information about tenders
V.2.3) Name and address of the contractor
Official name: Hicom Technology Limited
Postal address: Red House, Cemetery Pales
Town: Brookwood
Postal code: GU240BL
Country: United Kingdom
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:
The Authority intends to award a contract for the period stated in this notice. Following an internal strategic review, if the outcome is to procure a further 3rd party solution rather than deliver in-house, it is anticipated a further notice will be placed for a new competition in the spring of 2024. Unless a public sector framework is utilised under which a mini competition or direct call off route is deemed to deliver value for money.
(WA Ref:127990)
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
Internet address:

VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
Precise information on deadline(s) for review procedures:
NHS Wales Shared Services Partnership on behalf of Health Education Improvement Wales Special Health Authority,
will apply a minimum 10 calendar day standstill period between notifying the award decision and awarding the contract.
Should additional information be required it should be requested of the addressee in section I.1).Aggrieved parties who have been harmed or are at risk of harm by breach of the procurement rules have the right to take action in the High Court (England and Wales). Any such action is subject to strict time limits in accordance with the Public Contracts(Amendments).

VI.4.4) Service from which information about the review procedure may be obtained
Official name: NHS Wales Shared Services Partnership-Procurement Services
Postal address: 4-5 Charnwood Court, Heol Billingsley, Parc Nantgarw
Town: Cardiff
Postal code: CF15 7QZ
Country: United Kingdom

VI.5) Date of dispatch of this notice:
2023-01-11

Justification for the award of the contract without prior publication of a call for
competition in the Official Journal of the European Union
1.Justification for the choice of the negotiated procedure without prior publication of a call for competition in accordance with Article
32 of Directive 2014/24/EU
The works, supplies or services can be provided only by a particular economic operator for the following reason:
absence of competition for technical reasons

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:
HEIW have embarked on a programme to build/procure a new system or suite of systems that will replace the current Student Database, along with other digital functions/processes that support and enhance the trainee experience.
To procure a further independent solution at this time would prevent the release of the necessary resource to support the delivery of the new strategic direction and risk two different solutions being introduced within a relatively short period. This would cause significant disruption to HEIW, the student and wider user community.
To ensure contractual arrangements remain in place to maintain the continuity of this critical service, the Authority intends to use the negotiated procedure without prior publication in accordance with the use of Public Contract Regulations 2015 32 (2)(b)(ii) and (iii), competition is absent for technical reasons and (2)(b)(iii) – the protection of exclusive rights, including intellectual property rights.