Call for Tenders for the Provision of a Quality, Safety and Risk Management System

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

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |--------------------------|---------------------------------------------------------------------|----------------|-----------------|----------|----------------|------|---------------|------------------|-------------------------------|------------------| St James's Hospital Call for Tenders for the Provision of a Quality, Safety and Risk Management System not stated €38,000,000 not stated Open 1 Dublin, Ireland 3 years (with 2 optional 12-month extensions) 15th July 2026, 12:00 Noon not stated

2. Scope of Work

The contract involves the provision of a comprehensive Quality, Safety, and Risk Management System (QSRMS) for St James's Hospital. The successful contractor will be responsible for the full implementation and management of this system over a three-year period, with potential extensions based on performance.

Key activities include:

• System Transition: Manage the transition from the existing system to the new QSRMS.
• System Functionality: Ensure the system meets the specifications outlined in the "Specification and Minimum Requirements" document.
• Cost Efficiency: Identify and implement cost-saving measures and efficiencies throughout the contract duration.
• Innovative Solutions: Propose new technologies or methodologies that enhance the quality and safety of hospital operations.
• Compliance: Ensure compliance with relevant healthcare regulations and standards, including ISO certifications.
• Training and Support: Provide necessary training for hospital staff on the new system and ongoing support for its operation.

The contractor must also demonstrate the ability to deliver measurable improvements in quality and safety metrics as defined by the hospital's management.

3. Background & buyer context

This procurement is initiated by St James's Hospital to enhance its Quality, Safety, and Risk Management capabilities. The hospital aims to align with national healthcare policies focused on improving patient safety and operational efficiency. The current system has been identified as needing an upgrade to meet evolving healthcare standards and to leverage technological advancements. The hospital has not disclosed the incumbent provider, but the strategic drivers include improving patient outcomes and reducing operational risks.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €168,000 over the past three years.
• Insurance:
• Employers Liability: €13m
• Public Liability: €6.5m
• Product Liability: €6.5m
• Certifications: Compliance with ISO standards relevant to healthcare management, including ISO 7101:2023 and ISO 9241-210:2019.
• Past experience: Evidence of at least 2 comparable projects of similar size and complexity within the last 5 years.
• Personnel: Key personnel must have a minimum of 5 years' experience in quality management systems.
• Geographic constraints: Bidders must be based within the EU/EEA.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The contract will be awarded to the Most Economically Advantageous Tender (MEAT), balancing price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: Complete the Tender Response Document (Document 002) with a maximum of 20 pages.
• CVs: Include CVs for key personnel (maximum 2 pages each).
• Pricing schedule: Complete the Compulsory Pricing Schedule (Document 003).
• Case studies: Provide 2 case studies demonstrating relevant experience, with project values between €100,000 and €500,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Site visit: A mandatory site visit is not specified.
• Submission portal: All submissions must be made electronically via eTenders.

7. Key dates & process

8. Contract terms that matter

The contract will be for an initial term of three years, with the option to extend for two additional 12-month periods, subject to satisfactory performance. Payment terms will be based on milestones tied to the delivery of services. Key performance indicators (KPIs) will be established to monitor service delivery and quality. The contract includes provisions for liquidated damages for non-compliance with SLAs. Intellectual property rights for any developed materials will be retained by the hospital. Sub-contracting is permitted, but the primary contractor remains fully responsible for all obligations.

9. Risks, red flags & unusuals

Potential risks include:

• Turnover threshold: The minimum turnover requirement of €168,000 is close to the estimated contract value, which may limit competition.
• Insurance levels: High insurance requirements may exclude smaller firms without adequate coverage.
• Transition complexity: The requirement to transition from an existing system may pose challenges for bidders without prior experience in the hospital's current setup.
• Performance expectations: The emphasis on cost savings and innovative solutions may pressure bidders to propose aggressive pricing, potentially impacting service quality.

10. SME fit assessment

Small and medium-sized enterprises (SMEs) with experience in healthcare quality management systems can credibly bid. Viable bidders should have a strong certification profile, particularly in ISO standards. Consortiums or sub-contracting arrangements are allowed, enabling smaller firms to partner with others to meet requirements. Bid preparation is expected to take approximately 10-15 days, considering the documentation and compliance needs. The presence of a potential incumbent may signal a competitive disadvantage for new entrants.

11. Where to dig deeper

• Source RFT filename: 001 Call for Tenders for the Provision of a Quality, Safety and Risk Management System.pdf
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments:
• Document 002 — Tender Response Document
• Document 003 — Compulsory Pricing Schedule
• Document 004 — Specification and Minimum Requirements