Award

Direct Award to Allocate Software - Time Clocks Contract Extension

UNIVERSITY HOSPITALS BRISTOL AND WESTON NHS FOUNDATION TRUST

This public procurement record has 1 release in its history.

Award

19 Aug 2025 at 07:22

UK5 - Transparency Notice
Summary of the contracting process

The University Hospitals Bristol and Weston NHS Foundation Trust has concluded the procurement process for the extension of a time clocks contract with Allocate Software Limited. This direct award, justified under the Procurement Act 2023, involves a contract significantly intertwined with existing workforce management systems, ensuring real-time workforce visibility and interoperability with payroll systems. The procurement, categorized under electronic timekeeping systems (CPV 31711300), is located in the United Kingdom, with a planned start on 1st September 2025 and duration of 24 months. Key to this procurement is its direct method execution without competitive tendering, guided by technical necessity and the overarching absence of viable alternatives, with a contract value of £27,964.

This procurement presents unique opportunities for businesses specialising in workforce management solutions, specifically those that can integrate systems offering seamless interoperability. Organisations with expertise in healthcare rostering solutions might also find prospects in this sector due to the emphasis on technical integration and compliance with existing systems. Additionally, this contract underlines the potential for large-scale software companies capable of providing long-term systemic support, showcasing the growth avenues within the public healthcare sector's IT infrastructure development.

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Notice Information

Notice Title

Direct Award to Allocate Software - Time Clocks Contract Extension

Notice Description

Contract Title: Extension of Time Clocks Supplier: Allocate Software (RLDatix) Total Charges (PS) 27,964 Planned Contract Start Date: 1st September 2025 Planned Contract Duration: 24 Months Justification for Direct Award: This direct award is made under the provisions of Section 41 and Schedule 5 of the Procurement Act 2023, specifically under the justification that only a particular supplier can supply the required services due to technical reasons and absence of reasonable alternatives. Allocate Software's Time Clocks are deeply integrated into our existing workforce management and rostering systems. The solution provides: Real-time workforce visibility across hospital, supporting safe staffing and operational deployment. Attendance tracking for all staff groups, including temporary and substantive members. Interoperability with existing Allocate rostering and payroll systems, ensuring accurate timekeeping and compliance. Replacing Allocate Time Clocks with an alternative system would incur significant financial and operational costs, including: Disruption to payroll accuracy and compliance, risking errors and manual interventions. Loss of integration with rostering and workforce deployment tools, which are critical for patient flow and safety. High implementation costs for new hardware, software, and retraining of staff. Technical risks associated with reconfiguring and testing new systems, which could impact service delivery. Given the exclusive integration and the absence of reasonable alternatives that can deliver the same level of interoperability and functionality without disproportionate cost and risk, this direct award is justified under the Procurement Act 2023. A transparency notice shall be published in accordance with Section 44 and Regulation 26 of the Procurement Regulations 2024, ensuring stakeholders are informed and the process remains compliant and transparent.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-058a32
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/049674-2025
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK5 - Transparency Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Direct
Procurement Method Details
Below threshold - without competition
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

31 - Electrical machinery, apparatus, equipment and consumables; lighting

CPV Codes

31711300 - Electronic timekeeping systems

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
£27,964 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
19 Aug 20256 months ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
19 Aug 20256 months ago
Contract Period
31 Aug 2025 - 31 Jul 2027 1-2 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Pending
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY HOSPITALS BRISTOL AND WESTON NHS FOUNDATION TRUST
Contact Name
Not specified
Contact Email
procurement@nbt.nhs.uk
Contact Phone
Not specified

Buyer Location

Locality
BRISTOL
Postcode
BS1 3NU
Post Town
Bristol
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK5 West of England
Small Region (ITL 3)
TLK51 Bristol, City of
Delivery Location
Not specified
Local Authority
Bristol, City of
Electoral Ward
Central
Westminster Constituency
Bristol Central

Supplier Information

Number of Suppliers
1
Supplier Name

ALLOCATE SOFTWARE

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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