Dental eReferral Management System
• Digital Health and Care Wales
Publication reference: 2022/S 000-002262 Publication date: 26 January 2022
F02: Contract notice
Section one: Contracting authoritySection I: Contracting authority
one.1) Name and addressesI.1) Name and addresses
Digital Health and Care Wales
Ty Glan yr Afon, 21 Cowbridge Road East
If you want help with winning this tender, then take a look at our Tender Writing page.
UK – United Kingdom
one.2) Information about joint procurementI.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) CommunicationI.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
one.4) Type of the contracting authorityI.4) Type of the contracting authority
Body governed by public law
one.5) Main activityI.5) Main activity
Section two: ObjectSection II: Object
two.1) Scope of the procurementII.1) Scope of the procurement
two.1.1) TitleII.1.1) Title
Dental eReferral Management System
two.1.2) Main CPV codeII.1.2) Main CPV code
• 48000000 – Software package and information systems
two.1.3) Type of contractII.1.3) Type of contract
two.1.4) Short descriptionII.1.4) Short description
The aim of the Dental E-Referral Management System (“DRMS”) is to manage the appropriate clinical demand and allocation of referrals to specialist dental services across NHS Wales via a web based national platform.
The average referral activity for Wales is approximately 60,000 referrals per year. This is for all specialties and is the expected volume to be managed by a Dental E-Referral Management Service provider.
DRMS will serve to provide 3 main functions:
– To provide an outward-facing service with a central hub to receive and process referrals
– Work with locally identified clinical triage’s to process dental referrals for all dental specialties, ensuring referrals are received by the
most appropriate clinical services across Wales
– To maintain a comprehensive and robust referral data set that will be analysed and presented in regular reports. This will provide intelligence about quality assurance, clinical referral behaviors and clinical pathway outcomes.
two.1.5) Estimated total valueII.1.5) Estimated total value
Value excluding VAT: £2,250,000
two.1.6) Information about lotsII.1.6) Information about lots
This contract is divided into lots: No
two.2) DescriptionII.2) Description
two.2.2) Additional CPV code(s)II.2.2) Additional CPV code(s)
• 48814400 – Clinical information system
• 48517000 – IT software package
• 48814200 – Patient-administration system
two.2.3) Place of performanceII.2.3) Place of performance
• UKL – Wales
Main site or place of performance
Various sites across NHS Wales
two.2.4) Description of the procurementII.2.4) Description of the procurement
This procurement has been issued by Digital Health and Care Wales , in connection with the Open Procedure, as set out in Regulation 27 of the Public Contract Regulations 2015 (PCR15), for the procurement of a Dental eReferral Management System.
The aim of a referral management system is to manage clinical demand and allocation of referrals, with valid need, to specialist dental services. Such services include all dental specialties and pathways across primary and secondary care.
Referral Management Systems provide invaluable, timely data on patient need to support decision making for service planning and pathway development, as well as for assessment and reporting on referral quality and source.
The average referral activity for Wales on an annual basis is approximately 60,000 and is the expected volume to be managed by a Dental E-Referral Management Service (DRMS) provider.
Referrals will be received from:
– General Dental Practitioners within Wales
-General Dental Practitioners outside bordering Wales, whose patients are registered with a GP within Wales
– Other dental providers (including private practitioners and community dental services referring into NHS services)
two.2.5) Award criteriaII.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing systemII.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
This contract is subject to renewal
Description of renewals
The anticipated initial agreement period will be four (4) years with the capacity (at the Awarding Authority’s sole discretion) to extend for a period of a further twenty four (24) months in increments of not fewer than twelve (12) months.
two.2.10) Information about variantsII.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about optionsII.2.11) Information about options
Description of options
The option to extend the contract for a period of a further twenty four (24) months in minimum increments of twelve (12) months.
two.2.13) Information about European Union FundsII.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. ProcedureSection IV. Procedure
four.1) DescriptionIV.1) Description
four.1.1) Type of procedureIV.1.1) Type of procedure
four.1.8) Information about the Government Procurement Agreement (GPA)IV.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative informationIV.2) Administrative information
four.2.1) Previous publication concerning this procedureIV.2.1) Previous publication concerning this procedure
Notice number: 2021/S 000-029918
four.2.2) Time limit for receipt of tenders or requests to participateIV.2.2) Time limit for receipt of tenders or requests to participate
2 March 2022
four.2.4) Languages in which tenders or requests to participate may be submittedIV.2.4) Languages in which tenders or requests to participate may be submitted
four.2.6) Minimum time frame during which the tenderer must maintain the tenderIV.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 10 June 2022
four.2.7) Conditions for opening of tendersIV.2.7) Conditions for opening of tenders
2 March 2022
Section six. Complementary informationSection VI. Complementary information
six.1) Information about recurrenceVI.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Estimated timing for further notices to be published:
January 2027 if the optional extension is exercised
six.2) Information about electronic workflowsVI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional informationVI.3) Additional information
All responses must meet the criteria outlined in the Single Procurement Document (SPD).
The Contracting Authority reserves the right to award the contract in whole, in part or annul the tendering
process and not award any contract.
The Contracting Authority will not accept SPD questionnaires and completed tender documents after the stated
All documents to be priced in sterling and all payments made in sterling.
The tendering process will be undertaken via electronic means using the Bravo e-tendering system
Instructions on how to participate in this tender opportunity:
To complete your response, please access the tender documents via the Bravo ETenderWales portal
project_48950 Dental eReferral Management System (“DRMS”). ITT Code 92507
Instructions: Register your company on the eSourcing portal (this is only required once). Browse to the
eSourcing portal: https://etenderwales.bravosolution.co.uk and click the link to register — Accept the terms and
conditions and click “continue” — Enter your correct business and user details — Note the username you
chose and click “save” when complete — You will shortly receive an email with your unique password (please
keep this secure).
2. Express an Interest in the tender — Log in to the portal with the username/password — Click the
“PQQs/ITTs open to all” suppliers” link.(these are pre-qualification questionnaires or invitations to tender open
to any registered supplier)—Click on the relevant PQQ/ITT to access the content— Click the “express interest”
button at the top of the page — This will move the PQQ/ITT in to your “my PQQs/myITTs” page.(this is a
secure area reserved for your projects only)—You can now access any attachments by clicking “buyer
attachments “in the “PQQ/ITT details” box
3. Responding to the tender —Click “my response “under “PQQ/ITT details”, you can choose to “create
response “or to “decline to respond”(please give a reason if declining)—You can now use the “messages”
function to communicate with the buyer and seek any clarification — Note the deadline for completion, then
follow the on screen instructions to complete the PQQ/ITT—There may be a mixture of online & offline actions
for you to perform(there is detailed online help available)You must then submit your reply using the “submit
response” button at the top of the page.
If you require any further assistance please consult the online help or contact the eTendering helpdesk.
NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information
record your interest on Sell2Wales at https://www.sell2wales.gov.wales.
NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=117714
The buyer considers that this contract is suitable for consortia.
six.4) Procedures for reviewVI.4) Procedures for review
six.4.1) Review bodyVI.4.1) Review body
Royal Courts of Justice, The Strand