Supply Chain Inventory Management Solution for Our Lady’s Hospice and Care Services (OLHCS) in Support of the Management, Track and Trace of Critical Care Consumables

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 contract involves the provision of a Supply Chain Inventory Management Solution for Our Lady's Hospice and Care Services (OLHCS). The solution aims to enhance the management, tracking, and tracing of critical care consumables across three sites: Harold’s Cross, Blackrock, and Wicklow. The contractor will be responsible for implementing a system that ensures efficient inventory management, including the tracking of demand and consumption of medical supplies.

Key activities include:

• Inventory Management: Implementing a system that supports both "Top Up" and "Stock Management" methodologies.
• Integration: The solution must interface securely with existing and future systems, including Electronic Health Records (EHR) and Clinical Management Systems (CMS).
• Supplier Management: Managing inventory from multiple suppliers, including consignment stock and the return of items after use and sterilization.
• Reporting: Providing comprehensive reporting and management information to support clinical and non-clinical services.
• User Management: Ensuring robust staff identification and authentication services, including role-based access control (RBAC).
• Data Capture: The system must capture batch/lot, serial number, and expiry data from individual products, configurable as mandatory or optional.
• Performance Tracking: The solution should benchmark resource utilization at multiple touchpoints affecting patient safety and OLHCS cost centers.
• Implementation Plan: Bidders must provide a detailed implementation plan that includes timelines and responsibilities.

The contractor will be expected to deliver a solution that not only meets the current needs but also future-proofs OLHCS's digital roadmap.

3. Background & buyer context

This procurement is initiated to address inefficiencies in the management of critical care consumables at OLHCS. The decision aligns with national healthcare initiatives aimed at improving patient safety and operational efficiency. The current system has been identified as lacking in functionality, leading to increased costs and time inefficiencies. The strategic goal is to implement a solution that optimizes inventory management and integrates seamlessly with existing healthcare systems. No incumbent supplier is mentioned in the documentation.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1,000,000 in relevant areas of work.
• Insurance:
• Public Liability: €6,500,000
• Employer's Liability: €13,000,000
• Professional Indemnity: €6,500,000
• Certifications: Cyber Essentials certification is required.
• Past experience: Bidders must demonstrate experience with at least 3 comparable projects within the last 5 years.
• Personnel: Key personnel must have a minimum of 5 years' experience in relevant roles.
• Geographic constraints: Bidders must be located within the EU/EEA.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

There are no specified minimum scoring thresholds per criterion, but the overall score will be calculated based on the weighted scores.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A detailed response document following the provided template, with a maximum of 20 pages.
• CVs: For key personnel, limited to 2 pages each.
• Pricing schedule: Must follow the specified format in Appendix 2.
• Case studies: At least 2 case studies demonstrating relevant experience, with project values between €50,000 and €200,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Not specified.
• Submission portal: All submissions must be made via the eTenders portal.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: The contract will last for 60 months.
• Payment terms: Payments will be made upon successful delivery and acceptance of the solution.
• Key SLAs/KPIs: Specific service level agreements and key performance indicators will be defined in the contract.
• Liquidated damages: Penalties may apply for failure to meet agreed timelines.
• Termination clauses: The contract may be terminated for non-compliance or failure to deliver as per the agreed terms.
• IP ownership: Intellectual property rights for the developed solution will be retained by OLHCS.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed in the proposal.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover requirement: The minimum turnover requirement may limit participation to larger firms, potentially excluding smaller businesses.
• Integration complexity: The requirement for seamless integration with existing EHR/CMS systems may pose challenges for bidders without prior experience in similar integrations.
• Implementation timeline: The expectation for a rapid implementation may lead to pressure on bidders to meet tight deadlines.
• Performance tracking: The need for comprehensive performance tracking may require bidders to demonstrate advanced capabilities that not all firms possess.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with expertise in IT and software solutions, particularly those with experience in healthcare inventory management systems. Bidders should have:

• A proven track record in delivering similar projects, ideally within the healthcare sector.
• The capability to integrate with existing healthcare systems.
• A team with relevant experience and certifications.

Consortium bidding is allowed, which may enable smaller firms to collaborate and meet the requirements. Preparation for the bid may require several days of effort, including gathering documentation and formulating responses. The presence of a minimum turnover requirement may indicate a competitive landscape, particularly if larger firms are expected to dominate.

11. Where to dig deeper

• Source RFT filename: OLH RFP for Supply Chain Solution_OLHCS_Final.docx
• eTenders CFT ID: not specified
• Contact email: [email protected], [email protected]
• Important attachments: Appendix 1 — Suitability Assessment, Appendix 2 — Pricing Model.