Make Ready Tender 2022

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    "id": "ocds-h6vhtk-031956-2022-05-17T15:39:05+01:00",
    "date": "2022-05-17T15:39:05+01:00",
    "ocid": "ocds-h6vhtk-031956",
    "initiationType": "tender",
    "tender": {
        "id": "DN1330",
        "legalBasis": {
            "id": "32014L0023",
            "scheme": "CELEX"
        },
        "title": "Make Ready Tender 2022",
        "status": "active",
        "classification": {
            "scheme": "CPV",
            "id": "71700000",
            "description": "Monitoring and control services"
        },
        "mainProcurementCategory": "services",
        "description": "The provision of a Make Ready service, its implementation, integration and ongoing management for frontline and patient transport vehicles. Make Ready service is to ensure the scheduled number of frontline A&E vehicles and other supporting operational vehicles are cleaned, re-stocked, fully equipped and ready for use, when and where needed on a 24/7 basis to meet SCAS's Operational demands. For every crew, for the start of every shift and at every site SCAS wishes to achieve the following key objectives: 1.Provide a fully cleaned and stocked vehicle prior to the start of every operational shift 2.Improve vehicle cleanliness standards and stock 3.Improve tracking of equipment and ensure a clear audit trail is in place for equipment, consumables, vehicle cleanliness and condition of the vehicle 4.Optimise utilisation of SCAS assets 5.Improve medicine management 6.Reduce frequency and length of time vehicles are out of service 7.Reduce burden on operational crews pre- and post- shift 8.Improve forecasting and planning activities 9.Achieve efficiencies in overall costs",
        "lots": [
            {
                "id": "1",
                "description": "1.1. SCAS requires a fully managed Make Ready service to ensure the scheduled required number of frontline A&E vehicles and other supporting operational vehicles are cleaned, re-stocked, fully equipped and ready for use, when and where needed on a 24/7 basis to meet SCAS's Operational demands. For every crew, for the start of every shift and at every site 1.2. SCAS will ensure vehicles are available to meet the Make Ready requirements. If the required number of vehicles are not available, the MRT will Make Ready any available vehicle on site (whatever its designated site) 1.3. To deliver these services SCAS will support the on-site presence and provide related information technology systems (i.e., email accounts and system logins as required) and ITC hardware for the management and delivery of the contract (i.e., access to computers). SCAS will not provide other equipment (such as barcode/QR scanners or RFID tags/readers required for the delivery of this service. The key services required under the Make Ready Service are: 1.4. Vehicle Cleaning to clinical standards as set out in National Standards of Healthcare Cleanliness 2021 and SCAS guidelines as prescribed in APPENDIX H - SCAS IPC POLICY - QGARD NASIPCG IPC POLICY FINAL OCT 2021. This policy will hence be referred to as SCAS IPC Policy throughout the remainder of this specification. There are five distinct cleaning services. 1.4.1. Make Ready - for all vehicles on station that will be required on shift (other than NEPTS vehicles) 1.4.2. Hot swapping - in rare circumstances when there is insufficient time for a Make Ready (refer Section 8.9) 1.4.3. Periodic Clean 12 weekly - Frontline vehicles. This scheduled and extended clean includes an audit of all equipment, medical consumables and medicines. 1.4.4. Periodic Clean 6 weekly - NEPTS vehicles. This scheduled and extended clean includes an audit of all equipment and medical consumables. 1.4.5. Make Ready service is for Frontline vehicles only. However, NEPTS vehicles at certain locations (Bracknell, Newbury, Eastleigh, Hightown, North St Reading, Wrexham, High Wycombe, Milton Keynes, Stoke Mandeville, Adderbury, Didcot and Oxford City - as highlighted on Appendix E) are to be checked daily as per Section 11 - Vehicle Daily Inspection. 1.4.6. Vehicle decontamination post aerosol generating procedure or infectious disease incident 1.5. Vehicle readiness, ensuring vehicles are in the right place at the right time 1.5.1. Vehicle movements 1.5.2. Refuelling 1.5.3. Daily vehicle roadworthy checks 1.6. Management of vehicle equipment, stock and medicines 1.6.1. Management of medical equipment, including carrying out functionality checks and reporting failures. 1.6.2. Restocking consumables 1.6.3. Checking medicines modules are in date 1.7. Provision of integrated IT systems to support service delivery and performance management 1.8. The vehicles in scope for this contract include: * 407 Frontline o 303 Double Crew Ambulances (DCA) o 60 Rapid Response Vehicles (RRV) o 22 Team Leader o 19 Specialist Paramedics * 349 NEPTS * Any other nominated vehicle as required. Note: The total number of vehicles in the fleet and the composition is subject to fluctuation. Refer to separate attachment Appendix E - Vehicle Fleet List for full list of vehicles, type of vehicle and location. 1.9. SCAS and the Supplier to work in collaboration in the event of serious incidents &/or epidemics &/or pandemics to maintain the Make Ready Service The Supplier is to support the aspirations of SCAS Sustainable Development Management Plan 2020 (Appendix L) and work with SCAS to identify opportunities that will assist SACAS reaching our sustainability targets.",
                "hasRenewal": true,
                "renewal": {
                    "description": "Lot 1 Contract period for Core Make Ready Service will be for an initial 3 years with 2 further optional 24-month extensions Lot 2 Medicines Management and Lot 3 Packing of Medical Consumables Contract period will be for an initial 24 months with annual 12 month extensions but not to exceed the common expiry date of Lot 1."
                },
                "hasOptions": true,
                "options": {
                    "description": "There is an optional section in the core make ready Lot: Section 12.8 Asset Management (Tracking System) This is an enhancement to the core service, providing real time reporting, able to scale up should operational requirements dictate. SCAS invite innovation from the Supplier to suggest a solution for equipment tracking and management that is cost effective and minimises the potential for lost or misplaced equipment. A solution that provides accurate traceability and a comprehensive audit trail of equipment. The benefit of any solution must be the reduction of VOR time, therefore there must be relevant reports that demonstrate this. SCAS must have access to all data during and post contract. 12.8. The Supplier will be required to offer a robust tracking system that is capable as a minimum of: 12.8.1. Record and make available real time reporting of * Last known location of medical equipment and DCA units * Stock levels at hub sites * Medical equipment maintenance performed, pending or scheduled * Service records * Results of routine checks carried out as part of Make Ready (where applicable) 12.8.2. Identify when to re-order to avoid VOR 12.8.3. Reporting on equipment usage, utilisation and downtime 12.8.4. Functionality that assists with minimising the amount of VOR time, i.e., scheduling equipment servicing and maintenance with Periodic Cleans"
                },
                "status": "active",
                "title": "Lot 1 Will be known as the Core Make Ready service and will comprise all elements of this specification with the exception of: Lot 2 Medicines Management (Section 13 of specification) and 3 Medical Consumables (Sections 14.4 & 14.5 of specification)",
                "awardCriteria": {
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                        {
                            "name": "Operational Solution",
                            "type": "quality",
                            "description": "37%"
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                        {
                            "name": "Quality Assurance",
                            "type": "quality",
                            "description": "23%"
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                            "type": "quality",
                            "description": "10%"
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                "contractPeriod": {
                    "durationInDays": 1080
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                "submissionTerms": {
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                "id": "2",
                "description": "1. Medicines management is a centralised department for SCAS with two locations. The Supplier is to provide resilience with appropriate level of staffing to carry out the required tasks to the standard specified by SCAS. 1.1. Packing of modules requires a second check by a second trained member. 2. The supplier is invited to suggest a process that ensures medicines are in-date for the optimum length of time, thus maximising the resource and reducing waste 3. The Supplier must identify the most efficient method of working (shifts) to ensure that the packing of medicines is maintained and there are always medicine pouches (modules) available for and distribution to stations around SCAS, including associated consumables, for example Dataloggers. 4. The Supplier must pre-pack medicines and agreed consumables in pouches in accordance with module stock lists provided by SCAS. 5. The Supplier is required to pack bags in a manner that ensures safety and security of the medicines, including the use of tamper proof seals if requested by SCAS 6. The Supplier controls delivery of modules to stations (Drivers and vans to be supplied by the supplier). Refer Appendix C for delivery frequencies. 7. The Supplier is to provide robust audit and review of the medicines used and packed into the pouches for supply. Ensuring that any errors are identified and neutralised as efficiently as possible, with the ability to learn and adapt process to reduce repeats of any errors. Understanding the importance accuracy has in this process. 8. For audit purposes Suppliers are to provide a solution that enables staff with means to record the stages of the process. The resulting data will be available for reporting and used to identify process efficiencies. 8.1. The current (preferred) process utilises barcode readers and RFID technology. However, the solution uses a different process, suppliers are invited to present their alternative solution. 9. It is essential that the location of all medicines is known, for possible medicines recall, audit purposes and risk mitigation. Suppliers are required to provide a rigorous system that accurately records locations of modules at any given time. See 13.7.1 which also applies here. 10. The Supplier will provide reports to designated SCAS managers at agreed intervals. Report detail to include 10.1. Last known location of modules 10.2. Date and time of last recorded location 10.3. The number the of modules packed vs the number expected to be packed- per site, employee, hour, etc 11. SCAS managers will have access to reported data dynamically through an electronic dashboard. 12. The target number of modules per station will be agreed between SCAS and Supplier based on number of crew shifts and vehicles per site. For this reason, SCAS will provide vehicle numbers and crew shifts to the Supplier, and any changes to these will require a review of medicines management staffing resources from the Supplier. 13. Goods must be supplied in accordance with the law and regulatory guidance in accordance with Good Distribution Practice 14. The Supplier must comply with obligations set out in the tender document including but not limited to KPIs, obligation to quality, performance characteristics, supply, delivery and training 15. The Supplier shall cooperate fully with SCAS in relation to the application of policies on reporting and responding to incidents and in response to queries, questions or information relating to goods 16. The Supplier will deliver goods in accordance with delivery timescales, dates and delivery instructions 17. The Supplier will hold an accurate stock management inventory with accurate delivery notes, that will remain accessible to SCAS on request 18. Goods remain the property of SCAS at all times 19. The Supplier is responsible for updating their internal SOPs in the timeframe determined, or sooner if required. These SOPS must be agreed by SCAS 20. The Supplier is responsible for ensure staff are trained in the use of SOPs and policies, including retraining following version changes. Accurate training records must be held, that will remain accessible to SCAS on request 21. All staff involved in the handling of medicines must have Enhanced DBS checks 22. All medicines related documents and records are retained for at least five years. This includes but is not limited to: 22.1. Requisitions 22.2. Picking notes 22.3. Orders 22.4. Supplier delivery notes 22.5. CD records 22.6. Invoices and associated documents 22.7. Any transaction in medicines supplied or received 23. Records must include at least the following information: 23.1. Date 23.2. Name of the medicinal product 23.3. Quantity received 23.4. Supplied or brokered 23.5. Name and address of the supplier 23.6. Customer, broker or consignee (as appropriate) 23.7. Batch number. 24. The Supplier should actively engage with any mechanisms in place to report irregularities in the patterns of movement of medicines, or their suspected diversion or misuse 25. Products requiring specific storage measures are identified promptly and stored appropriately 26. Medicinal products are handled and stored in such a manner as to prevent spillage, breakage, contamination and mix-ups 27. Destruction of medicinal products is in accordance with SCAS Waste Management Policy & Procedures and IPC Policy 28. The Supplier will actively engage in any regulatory or internal recall operations promptly and at any time 29. There is an agreed internal audit programme and reports are available for all audits/self- inspections, showing agreed corrective actions and timetable for completion. Corrective actions should be undertaken in a timely manner, or reasons of non-compliance stated. Reports of audits/self-inspections are available to SCAS. 30. There is a clear management structure setting out the responsibility and accountability of each member of staff involved in packing and distribution, supported with up to date and agreed job descriptions and person specifications 31. Staff must be able to demonstrate the relevant knowledge, understanding, abilities and behaviours for pharmacy support workers at minimum RQF2, SCQF 5 or level accredited as equivalent to this as per the GPhC Requirements for the education and training of pharmacy support staff 2020. 32. The Supplier must ensure the maintenance of training records for staff with respect to national, professional, and local standards, policies, and procedures, including those listed in Section 20.3. of this specification. These training records should be made available to SCAS on request. 33. The Supplier will comply with relevant aspects of the MHRA checklist for licensed units 34. The Supplier will operate a delivery model that complements SCAS Medicines Team to allow for effective communication and working between the parties",
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                "contractPeriod": {
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                },
                "hasRenewal": true,
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                    "description": "Lot 2 Medicines Management Contract period will be for an initial 24 months with annual 12 month extensions but not to exceed the common expiry date of Lot 1."
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                "description": "LOT 3 Sections 14.4 and 14.5 Medical Consumable Prepacking 14.4. Pre-packing 14.4.1. Some consumable items and equipment are packed into groups for a specific medical scenario, or into specialist bags e.g., dressings pack, burns pack and maternity pack. 14.4.2. The Supplier must pre-pack medical consumables and equipment bags in accordance with separate attachment Appendix F - Packing Lists 14.4.3. A record of consumables packed and number of bags produced is to be maintained to assist with stock taking (as per 14.2.4.) 14.5. Medical Consumable Pre-packs 14.5.1. Medical consumable pre-packs are heat sealed clear bags containing a set of loose consumables items. Medical consumables pre-packs are included in equipment bags or placed in vehicle cupboards. 14.5.2. A minimum stock of pre-packed medical consumables should be available at each hub to minimise the time required to restock the vehicle and avoid possible stock-outs. 14.5.3. The Supplier is required to provide all materials required to undertake the pre-packing activity including bags and heat sealers. 14.5.4. This current process of heat-sealed plastic bags may change to pouch systems at the request of SCAS to align with NHS guidance.",
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                    "description": "Lot 2 Medicines Management and Lot 3 Packing of Medical Consumables Contract period will be for an initial 24 months with annual 12 month extensions but not to exceed the common expiry date of Lot 1."
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                            "text": "Contract go live is planned for 1st September 2022 with a 3-month mobilisation (transition period overlapping with incumbent MR supplier) from June 2022."
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                            "text": "Contract go live is planned for 1st October 2022 with a 2-month mobilisation (transition period overlapping with incumbent MR supplier) from 3 August 2022. Potential bidders are invited to access the following documents from the Trust's Proactis Source to Contract portal to register an interest in the supplier engagement workshop from 11:00 to 12:00 on 22nd March 2022 : https://www.proactisplaza.com/SupplierPortal 1) Instructions; 2) Registration for workshop"
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                            "text": "The procurement documents are available for unrestricted and full direct access, free of charge, at https://www.supplierlive.proactis2p.com Additional information can be obtained from the above-mentioned address Tenders or requests to participate must be submitted electronically via https://supplierlive.proactis2p.com"
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                            "text": "The procurement documents are available for unrestricted and full direct access, free of charge, at https://www.supplierlive.proactisp2p.com Additional information can be obtained from the above-mentioned address Tenders or requests to participate must be submitted electronically via https://supplierlive.proactisp2p.com Please note the error in the URLs provided within the initial notice issued on 16 May 2022."
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            "awardCriteriaDetails": "The specification is comprised of many elements that combined make what we know as 'Make Ready'. However, within this specification, SCAS request that certain elements be regarded as separate Lots. Valid submissions will only be those received that provide for all 3 lots. There may be changes in operational requirements, legislated amendments or material changes to service level requirements. In which case SCAS desire the ability to be agile in meeting the demands of this critical community service. Lot 1 Will be known as the Core Make Ready service and will comprise all elements of the specification, except Lot 2 & 3. Contract period for Core Make Ready Service will be for an initial 3 years with 2 further optional 24-month extensions Lot 2Medicines Management - See Section 13 Lot 3 Packing of Medical Consumables Sections 14.4 & 14.5 Contract period of Lots 2 and 3 will be for an Initial 24 months with annual 12-month extensions but not to exceed the common expiry date of Lot 1."
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