Serious Incident and Event Management Solution

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The National Maternity Hospital seeks a Serious Incident and Event Management Solution that is self-learning and AI-powered. The contractor will be responsible for the implementation, maintenance, and support of this software solution, which will facilitate the management of incidents and events within the hospital's operational framework.

Key activities include:

• Implementation of the Software: The contractor must install and configure the software to meet the hospital's specific requirements.
• Training: Provide comprehensive training for hospital staff on how to effectively use the system.
• Support and Maintenance: Offer ongoing technical support and regular updates to ensure the software remains functional and secure.
• Data Management: Ensure the system can log incidents, track resolutions, and generate reports on incident management metrics.
• Integration: The solution must integrate with existing hospital systems to ensure seamless data flow and operational efficiency.
• Compliance: Ensure that the solution adheres to relevant healthcare regulations and data protection laws.

The contractor will need to demonstrate the ability to manage incidents effectively, with a focus on improving response times and enhancing patient safety.

3. Background & buyer context

This procurement aligns with the National Maternity Hospital's strategic initiative to enhance patient safety and operational efficiency through advanced technology. The hospital aims to implement a solution that not only meets current operational needs but also adapts to future challenges in healthcare management. The decision to procure this solution comes as part of a broader effort to modernize hospital operations and improve incident reporting and management processes.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €100,000 in IT & Software services.
• Insurance:
• Employer’s Liability: €13 Million
• Public Liability: €6.5 Million
• Product Liability: €6.5 Million
• Certifications: Not specified for this tender.
• Past experience: Minimum of 2 comparable projects completed in the last 3 years.
• Personnel: At least one project manager with a minimum of 5 years’ experience in IT project management.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall price/quality split is based on the Most Economically Advantageous Tender (MEAT) principle.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Complete the provided template, adhering to any page limits specified.
• CVs: Include CVs for key personnel, limited to one A4 page per person.
• Pricing schedule: Use the specified format in Appendix 2.
• Case studies: Provide details of at least 2 relevant projects, including value and outcomes.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable for this tender.
• Submission portal: All submissions must be made via eTenders, following the specified format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extensions: The contract is for 36 months, with the possibility of two 12-month extensions.
• Payment terms: Payments will be made within 30 days of receipt of a valid invoice.
• Key SLAs/KPIs: Specific service levels and key performance indicators will be defined in the contract.
• Liquidated damages: Not specified in the documents.
• Termination clauses: Either party may terminate the contract with 3 months' written notice.
• IP ownership: All intellectual property developed during the contract will remain with the National Maternity Hospital.
• Sub-contracting rules: Sub-contracting is permitted, but the primary contractor remains responsible for all obligations.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover requirement: The minimum turnover requirement of €100,000 may limit participation from smaller firms.
• Experience requirement: The need for at least 2 comparable projects may exclude newer entrants or smaller firms without a proven track record.
• Integration complexity: The requirement for integration with existing systems may pose challenges for bidders unfamiliar with the hospital's current IT landscape.
• Tight timeline: The contract's go-live date is not specified, which may lead to pressure on the successful bidder to deliver quickly.

10. SME fit assessment

Small and medium enterprises (SMEs) that can credibly bid for this tender should have:

• A focus on IT & Software solutions, particularly in healthcare.
• Experience in delivering similar incident management systems.
• The capacity to meet insurance and turnover requirements.
• The ability to form partnerships or consortiums if necessary, as collaboration may enhance competitiveness.
• Bid preparation may require approximately 5-10 days, depending on the complexity of the proposed solution.
• The presence of an incumbent or established players in the market may influence the probability of winning (Pwin).

11. Where to dig deeper

• Source RFT filename: RFT1024 - SIEM Solution.docx
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Queries must be submitted via the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Previous Experience