Planning

Patient Safety and Risk Management Digital Platform

SOUTH EAST COAST AMBULANCE SERVICE NHS FOUNDATION TRUST

This public procurement record has 1 release in its history.

Planning

28 Mar 2025 at 17:43

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

South East Coast Ambulance Service NHS Foundation Trust is in the planning stage of procuring a Patient Safety and Risk Management Digital Platform. This initiative falls under the public authority central government industry category, with a focus on software package and information systems. The procurement process is currently in the engagement phase, with a milestone due on 28 April 2025 for interested parties to register their interest. The tender is expected to be published late this year or early next year, with a contract award anticipated on 1 October 2026. The procurement covers the Crawley area in the United Kingdom, with an overall budget of £80,000 annually for five years.

This tender presents a significant opportunity for businesses specialising in digital solutions for healthcare. Small to medium enterprises (SMEs) or voluntary, community, and social enterprises (VCSEs) with expertise in incident reporting, risk management, and patient safety are well-suited to compete. The Trust seeks a platform capable of integrating multiple systems and supporting the national Patient Safety Incident Response Framework. There is also a preference for solutions offering features such as AI tools, real-time updates, and compatibility with other Trust systems. Success in this tender can lead to substantial growth, given the recurring annual budget and potential for scale within the NHS framework.

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Notice Information

Notice Title

Patient Safety and Risk Management Digital Platform

Notice Description

South East Coast Ambulance Service NHS Foundation Trust (SECAmb) is exploring the market to gather a better understanding of the systems available and their differing abilities to provide an effective patient safety and risk management digital platform. The purpose of this pre-engagement is to elucidate the Trust's needs and wants and to ascertain whether all of these can be delivered within one system. Once providers respond and register an interest, they will be asked to provide a demonstration of their platform to SECAmb. Providers will not, at this stage be expected to divulge any commercial information, other than to verify if their platform could be delivered within timescale and budget. Whilst engagement from all relevant providers is welcomed it should be noted that SECAmb is not bound by the feedback received. Engagement will not intimate progression with a provider. This pre-engagement has been issued subject to the Health Care Services Provider Selection Regime (PSR) Regulations 2023. The NHS is having to make significant reductions in spending across the board. And whilst the Trust acknowledges that digital solutions can require substantial financial commitment, it is keen to ensure efficacy and efficiency remains forefront, hence the desire to explore the market. Current platform SECAmb's current platform is RL Datix's DatixCloud IQ (DCIQ). The modules currently in use are incidents, feedback (complaints / PALS), safeguarding, enterprise risk manager (risk management), safety alerts and dashboards. Two further modules are pending development: claims and mortality review. Digital platform essential criteria The platform must provide solutions for: Incident reporting and management - Ability to develop reporting / management / search forms tailored to SECAmb - Structure must support the national Patient Safety Incident Response Framework (PSIRF)- Learning from Patient Safety Events (LSPSE) ready - Ability to create local dashboards Risk Management - Ability to create multiple risk registers and issue logs allowing for escalation of risks / issues - Ability to show risk journey including initial, current and target scores, controls, assurances and gaps and escalation / de-escalation from other risk registers Complaints / PALS o Ability to easily capture all aspects on different forms o Complainants chain for original complaint and for a re-opened complaint Claims / Inquests o Ability to manage all legal aspects i.e. litigation claims and inquests Mortality Review o Ability to create a system that underpins the national Learning from Deaths Guidance and structured judgement revrews Safety Alerts o Ability to create a repository for all types of safety alerts o Function to disseminate alerts to relevant parties and track actions System wide o Full system administration training and guidance throughout development and implementation o Service centre for future contacts regarding any future system queries or issues o Training programme for staff o Simple search and data export functions for end users (not only super users) for all modules o Ability to create actions against any record / module and export into full action plan o Local dashboards able to be created for all modules o Mail merge facility for all modules o Document repositories for all modules o Ability to link records through people involved / case handlers o Accessible via all SECAmb devices i.e. PC, iPad, smartphones o Role / locality-based access, permissions and email notifications o Simple reporting for key performance indicators i.e. breached incidents or complaints, without requirement for manual manipulation Digital platform desirable criteria Incident reporting and management o Ability to duplicate record either within the same module or to another module i.e. incident to complaint or safeguarding Risk Management o Ability to link risks to records in other modules to influence risk profile and contribute to horizon scanning o Creation of a commercially sensitive risk register with restricted access System wide o Clearly shown unique identifiers at the top of all records i.e. record ID and name o Built in AI tool to assess records across all modules to assist with analysis o Automated email notifications to case handlers regarding key actions / deadline dates o Ability to interface with other Trust systems i.e. CAD, ePCR, PowerBI. o Automated real-time updates via data warehouse / data extraction tool Digital platform desirable criteria Incident reporting and management o Ability to duplicate record either within the same module or to another module i.e. incident to complaint or safeguarding Risk Management o Ability to link risks to records in other modules to influence risk profile and contribute to horizon scanning o Creation of a commercially sensitive risk register with restricted access System wide o Clearly shown unique identifiers at the top of all records i.e. record ID and name o Built in AI tool to assess records across all modules to assist with analysis o Automated email notifications to case handlers regarding key actions / deadline dates o Ability to interface with other Trust systems i.e. CAD, ePCR, PowerBI. o Automated real-time updates via data warehouse / data extraction tool Procurement timetable, budget and contract length Should SECAmb decide to proceed with an alternative provider, the new platform is required to be live from October 2026; as a minimum the incident, PALS / complaints, risk and safeguarding modules, in addition to cross system modules i.e. contacts, actions and analytics. SECAmb's available budget for this solution is PS80,000 per year for an initial five-year contract; with a provision that notice may be given from the third anniversary.

Planning Information

Please contact procurement@secamb.nhs.uk to register your interest and detail systems/solutions which can meet our requirements and provide brochures/information about your systems offering. The tender is likely to to be published in the latter end of this year/beginning of next year with a Contract award on 1st October 2026.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-04fa5c
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/011883-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

CPV Codes

48000000 - Software package and information systems

72260000 - Software-related services

Notice Value(s)

Tender Value
£400,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
28 Mar 202511 months ago
Submission Deadline
Not specified
Future Notice Date
30 Nov 2025Expired
Award Date
Not specified
Contract Period
30 Sep 2026 - 30 Sep 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
SOUTH EAST COAST AMBULANCE SERVICE NHS FOUNDATION TRUST
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CRAWLEY
Postcode
RH10 9BG
Post Town
Redhill
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ2 Surrey, East and West Sussex
Small Region (ITL 3)
TLJ28 West Sussex (North East)
Delivery Location
Not specified
Local Authority
Crawley
Electoral Ward
Langley Green & Tushmore
Westminster Constituency
Crawley

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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