Contract for the Provision of Staff and Student Counselling Services

{
  "buyer": {
    "id": "GB-NIC-101788",
    "name": "Queen\u0027s University Belfast"
  },
  "date": "2025-07-18T15:30:51+01:00",
  "id": "041384-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05624a",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Belfast",
        "postalCode": " BT7 1NN",
        "region": "UKN06",
        "streetAddress": "University Rd"
      },
      "contactPoint": {
        "email": "procurement@qub.ac.uk",
        "name": "Fei Li Toh"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          },
          {
            "description": "Northern Irish devolved regulations apply",
            "id": "GB-NIR",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
          }
        ],
        "url": "https://in-tendhost.co.uk/queensuniversitybelfast/aspx/Home"
      },
      "id": "GB-NIC-101788",
      "identifier": {
        "id": "101788",
        "scheme": "GB-NIC"
      },
      "name": "Queen\u0027s University Belfast",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2025-10-09T23:59:59+00:00"
    },
    "contractTerms": {
      "financialTerms": "Payment for the services delivered is to be invoiced in arrears, on satisfactory completion of the requirements outlined in a respective monthly service delivery report. Invoices must quote the relevant University purchase order number.  Invoices without a purchase order may be rejected."
    },
    "description": "Queen\u2019s have a requirement for the Provision of Staff and Student Counselling Services. The University\u2019s requirements have been spilt into the following two Lots: \nLot 1: Provision of an Employee Assistance Programme \n The University is fully committed to the wellbeing of its staff and recognises that many staff have competing demands on their time and resources, both inside and outside work.\nThe importance of achieving and maintaining a satisfactory work/life balance is fundamental to the maintenance of good health and wellbeing, and counselling has been shown to be of benefit to those who are in need of support and guidance on a wide variety of personal, social and occupational issues.\nThe Employee Assistance Programme will supplement the other sources of support to staff which include their line management, the People and Culture Directorate, the Occupational Health Service, Trade Union advisers etc.\nThe current service usage includes approximately 720 personal counselling sessions delivered to approximately 160 new clients per year, using a maximum six session counselling model. Counselling is mainly delivered face to face, but telephone and online video sessions must also be allowed.\nLot 2: Provision of a Student Counselling Hub \nBy working in partnership with the University\u2019s Student Wellbeing and Accessible Learning Support the Supplier will be required to mobilise their diverse and inclusive workforce to provide an effective, timely, confidential and professional psychological therapy and support service through a \u2018matched stepped care model\u2019.\nIn addition, the Supplier will have responsible for:\n\u2022\tAppropriate signposting and onward referral to NHS or third sector providers for specialist or longer-term support for complex cases.   \n\u2022\tClinical governance \n\u2022\tService marketing and accessibility \n\u2022\tDelivery in partnership with the University \nPlease note that provision of services under Lot 2 is to Queen\u0027s University registered students only and does not include students from University Colleges or INTO Queen\u2019s.\nSuppliers are invited to tender for one or both Lots.  There are no restrictions on how many Lots a Supplier can apply for.  Each Lot will be evaluated independently against the evaluation criteria as set out in the Tender Response Pack and Queen\u2019s reserves the right to award each lot separately.  The award in respect of each Lot shall be made to one Supplier.",
    "documents": [
      {
        "description": "Tender Documents can be accessed via https://in-tendhost.co.uk/queensuniversitybelfast/aspx/Home",
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "https://in-tendhost.co.uk/queensuniversitybelfast/aspx/Home"
      },
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-07-18T15:30:51+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "041384-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/041384-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-08-06T16:00:00+00:00"
    },
    "hasRecurrence": true,
    "id": "250083",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Guidance and counselling services",
            "id": "85312300",
            "scheme": "CPV"
          },
          {
            "description": "Counselling services",
            "id": "85312320",
            "scheme": "CPV"
          }
        ],
        "id": "LOT-0001",
        "relatedLot": "LOT-0001"
      },
      {
        "additionalClassifications": [
          {
            "description": "Guidance and counselling services",
            "id": "85312300",
            "scheme": "CPV"
          },
          {
            "description": "Counselling services",
            "id": "85312320",
            "scheme": "CPV"
          }
        ],
        "id": "LOT-0002",
        "relatedLot": "LOT-0002"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lotDetails": {
      "awardCriteria": {
        "description": "Suppliers are invited to tender for one or both Lots.  There are no restrictions on how many Lots a Supplier can apply for.  Each Lot will be evaluated independently against the evaluation criteria as set out in the Tender Response Pack and Queen\u2019s reserves the right to award each lot separately.  The award in respect of each Lot shall be made to one Supplier."
      }
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "The award criteria consist of 60% Technical and 40% Price, with the Technical criteria broken down as follows: Implementation \u2013 10%, Service Provision \u2013 20%, Service Promotion \u2013 10%, Data Analytics \u2013 5%, Added Value/Innovation \u2013 5%, Quality Review \u2013 5%, and Responsible Procurement \u2013 5%.",
              "name": "Simple description",
              "type": "price"
            }
          ],
          "weightingDescription": "The award criteria consist of 60% Technical and 40% Price, with the Technical criteria broken down as follows: Implementation \u2013 10%, Service Provision \u2013 20%, Service Promotion \u2013 10%, Data Analytics \u2013 5%, Added Value/Innovation \u2013 5%, Quality Review \u2013 5%, and Responsible Procurement \u2013 5%."
        },
        "contractPeriod": {
          "endDate": "2027-01-10T23:59:59+00:00",
          "maxExtentDate": "2031-01-10T23:59:59+00:00",
          "startDate": "2026-01-11T00:00:00+00:00"
        },
        "description": "The University is seeking to appoint a Supplier to deliver an Employee Assistance Programme in Queen\u0027s University Belfast.\nThe Supplier must provide the core requirements which must include, but not limited to:\n1.\tTelephone Triage and Support Services\n2.\tCounselling Services\n3.\tOnline Wellbeing Support Hub\n4.\tTrauma and Critical Incident Support\n5.\tManagement Support Services\n6.\tManager support and advice\n7.\tCase Management\n8.\tHealth and wellbeing promotion and awareness\n9.\tPublicity and awareness of service\nThe goal is to:\n\u2022\tprovide professional, confidential, and accessible support services to improve staff wellbeing. \n\u2022\tfocus on mental health, financial wellbeing, legal guidance, and workplace challenges, \n\u2022\tensure employees receive timely and effective support. \nThis aligns with Queen\u2019s commitment to fostering a healthy and engaged workforce.",
        "hasRenewal": true,
        "id": "LOT-0001",
        "renewal": {
          "description": "For both Lot 1 and Lot 2, the Contract shall be for a period of 3 years, subject to satisfactory annual review, with the option to extend the contract by up to a further 24 Months .\nThis option to extend shall be entirely at the discretion of Queen\u2019s and shall be subject to satisfactory review of performance."
        },
        "status": "active",
        "title": "Lot 1: Provision of an Employee Assistance Programme ",
        "value": {
          "amount": 291666.67,
          "amountGross": 350000,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "The award criteria consist of 60% Technical and 40% Price, with the Technical criteria broken down as follows: Service Implementation \u2013 20%, Service Delivery and Impact\u2013 20%, Service Promotion \u2013 5%, Key Personnel Experience - 5%, Innovation and Added Value \u2013 5%, and Responsible Procurement \u2013 5%.",
              "name": "Simple description",
              "type": "price"
            }
          ],
          "weightingDescription": "The award criteria consist of 60% Technical and 40% Price, with the Technical criteria broken down as follows: Service Implementation \u2013 20%, Service Delivery and Impact\u2013 20%, Service Promotion \u2013 5%, Key Personnel Experience - 5%, Innovation and Added Value \u2013 5%, and Responsible Procurement \u2013 5%."
        },
        "contractPeriod": {
          "endDate": "2027-01-10T23:59:59+00:00",
          "maxExtentDate": "2031-01-10T23:59:59+00:00",
          "startDate": "2026-01-11T00:00:00+00:00"
        },
        "description": "The University is seeking to appoint a supplier to deliver Student Counselling services via a Student Counselling Hub.\nThe goal is to :\n- complement existing nontherapeutic supports offered through University support services. \n- Deliver a\u202fpsychological therapy and support service through a \u2018matched stepped care model\u2019 that empowers students as healthy learners to manage their mental health, build resilience, and develop practical coping strategies. \nSupports required include:\no\tOn-line self-help resource platform that equips students with self-help tools to manage their mental health independently.\no\tGuided self-help to support students to implement strategies \no\tShort-term, solution-focused talking therapy counselling for students \no\t24/7 helpline\no\tlow intensity group work and psycho education workshops\no\t\u201cOut of Hours\u201d Support calls \nIn addition, the Supplier will have responsible for:\n\u2022\tAppropriate signposting and onward referral to NHS or third sector providers for specialist or longer-term support for complex cases.   \n\u2022\tClinical governance \n\u2022\tService marketing and accessibility \n\u2022\tDelivery in partnership with the University",
        "hasRenewal": true,
        "id": "LOT-0002",
        "renewal": {
          "description": "For both Lot 1 and Lot 2, the Contract shall be for a period of 3 years, subject to satisfactory annual review, with the option to extend the contract by up to a further 24 Months .\nThis option to extend shall be entirely at the discretion of Queen\u2019s and shall be subject to satisfactory review of performance."
        },
        "status": "active",
        "title": "Lot 2: Provision of a Student Counselling Hub",
        "value": {
          "amount": 1875000.0,
          "amountGross": 2250000.0,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2030-07-18T23:59:59Z"
        }
      ]
    },
    "riskDetails": "It is known that there may be potential development to the service which may result in additional requirement, which cannot be adequately quantified or estimated at this time.\nWhilst it is not possible to understand at the point of writing the specification what the additional service requirement might be, what impact this may have on the performance of the contract or what the level of impact may be; it is recognised that this may potentially happen in future and as such may lead to a modification of the contract to facilitate these risks arising.\nThe potential developments may include, but are not limited to, the following:\n1.\tExpansion of Service Coverage\n\u2022\tIncrease in the number of staff, departments, or geographical locations to be supported due to organisational growth.\n2.\tAdditional Service Channels\n\u2022\tIntroduction of new modes of delivery (e.g. digital/virtual wellbeing services, mobile apps, on-site clinics, or satellite drop-ins).\n3.\tIncreased Volume of Demand\n\u2022\tA significant rise in the number of service users due to heightened awareness, increased internal promotion, or external factors (e.g. public health crises, organisational change, legal requirements).\n4.\tEnhanced Data and Reporting Requirements\n\u2022\tMore comprehensive reporting, outcomes tracking, or integration with organisational dashboards and systems. \n5.\tTraining and Capacity Building\n\u2022\tDelivery of increased volumes or broader scope of training sessions (e.g. manager training, MHFA (Mental Health First Aid) refreshers, or targeted sessions for specific staff groups).\n6.\tContract Management and Governance\n\u2022\tAdditional engagement in performance monitoring meetings, audits, or collaborative development of policies and procedures.\n7.\tCompliance with Legislative Changes\n\u2022\tAdaptations to meet new or amended legal or regulatory requirements related to health and wellbeing, EDI, or occupational health. \n8.\tExpansion of Service Coverage\n\u2022\tGrowth in number of students in Queen\u2019s or addition of University sites to be supported due to the development of Queen\u2019s University regionally and internationally. Indicative increase: Up to 20% more sessions than the original annual volume.\n9.\tWorld Events\n\u2022\tIncrease in number of service uptake due to unforeseen geopolitical events such as global pandemic\n10.\tChange in Balance between Queen\u2019s contracted counsellors and sessional counsellors \n\u2022\t An increase in the number of counselling sessions required from the supplier, driven by a change in Queen\u2019s staffing levels. Indicative change: by +/- 30% of estimated annual sessions.",
    "specialRegime": [
      "lightTouch"
    ],
    "status": "active",
    "submissionMethodDetails": "Please submit response via https://in-tendhost.co.uk/queensuniversitybelfast/aspx/Home",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-08-13T16:00:00+00:00"
    },
    "title": "Contract for the Provision of Staff and Student Counselling Services",
    "value": {
      "amount": 2166666.67,
      "amountGross": 2600000,
      "currency": "GBP"
    }
  }
}