Direct Award to Allocate Software - Time Clocks Contract Extension

{
  "awards": [
    {
      "aboveThreshold": false,
      "contractPeriod": {
        "endDate": "2027-07-31T23:59:59+01:00",
        "startDate": "2025-09-01T00:00:00+01:00"
      },
      "documents": [
        {
          "datePublished": "2025-08-19T08:22:44+01:00",
          "description": "Transparency notice on Find a Tender",
          "documentType": "awardNotice",
          "format": "text/html",
          "id": "049674-2025",
          "noticeType": "UK5",
          "url": "https://www.find-tender.service.gov.uk/Notice/049674-2025"
        }
      ],
      "id": "1",
      "items": [
        {
          "additionalClassifications": [
            {
              "description": "Electronic timekeeping systems",
              "id": "31711300",
              "scheme": "CPV"
            }
          ],
          "deliveryAddresses": [
            {
              "country": "GB",
              "countryName": "United Kingdom",
              "region": "UK"
            }
          ],
          "id": "1",
          "relatedLot": "1"
        }
      ],
      "mainProcurementCategory": "goods",
      "milestones": [
        {
          "dueDate": "2025-09-01T23:59:59+01:00",
          "id": "1",
          "status": "scheduled",
          "type": "futureSignatureDate"
        }
      ],
      "relatedLots": [
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      ],
      "status": "pending",
      "suppliers": [
        {
          "id": "GB-COH-02814942",
          "name": "ALLOCATE SOFTWARE LIMITED"
        }
      ],
      "value": {
        "amount": 27964,
        "amountGross": 33556.8,
        "currency": "GBP"
      }
    }
  ],
  "buyer": {
    "id": "GB-PPON-PMBM-6973-YNDX",
    "name": "University Hospitals Bristol and Weston NHS Foundation Trust"
  },
  "date": "2025-08-19T08:22:44+01:00",
  "id": "049674-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-058a32",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Bristol",
        "postalCode": "BS1 3NU",
        "region": "UKK11",
        "streetAddress": "Trust Headquarters, Marlborough St,"
      },
      "contactPoint": {
        "email": "procurement@nbt.nhs.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - central government",
            "id": "publicAuthorityCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://www.nbt.nhs.uk/bristol-weston-nhs-purchasing-consortium"
      },
      "id": "GB-PPON-PMBM-6973-YNDX",
      "identifier": {
        "id": "PMBM-6973-YNDX",
        "scheme": "GB-PPON"
      },
      "name": "University Hospitals Bristol and Weston NHS Foundation Trust",
      "roles": [
        "buyer"
      ]
    },
    {
      "additionalIdentifiers": [
        {
          "id": "PMDT-3379-BBLR",
          "scheme": "GB-PPON"
        }
      ],
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Richmond",
        "postalCode": "TW9 2QE",
        "region": "UKI75",
        "streetAddress": "2nd Floor 1 Church Road"
      },
      "contactPoint": {
        "email": "Bid.Manager@rldatix.com"
      },
      "details": {
        "scale": "large",
        "url": "https://www.allocatesoftware.co.uk/",
        "vcse": false
      },
      "id": "GB-COH-02814942",
      "identifier": {
        "id": "02814942",
        "scheme": "GB-COH"
      },
      "name": "ALLOCATE SOFTWARE LIMITED",
      "roles": [
        "supplier"
      ]
    }
  ],
  "tag": [
    "award",
    "contract"
  ],
  "tender": {
    "description": "Contract Title: Extension of Time Clocks\nSupplier: Allocate Software (RLDatix)\nTotal Charges (\u00a3) 27,964\nPlanned Contract Start Date: 1st September 2025\nPlanned Contract Duration: 24 Months\nJustification for Direct Award:\nThis direct award is made under the provisions of Section 41 and Schedule 5 of the Procurement Act 2023, specifically under the justification that only a particular supplier can supply the required services due to technical reasons and absence of reasonable alternatives.\nAllocate Software\u0027s Time Clocks are deeply integrated into our existing workforce management and rostering systems. The solution provides:\nReal-time workforce visibility across hospital, supporting safe staffing and operational deployment.\nAttendance tracking for all staff groups, including temporary and substantive members.\nInteroperability with existing Allocate rostering and payroll systems, ensuring accurate timekeeping and compliance.\nReplacing Allocate Time Clocks with an alternative system would incur significant financial and operational costs, including:\nDisruption to payroll accuracy and compliance, risking errors and manual interventions.\nLoss of integration with rostering and workforce deployment tools, which are critical for patient flow and safety.\nHigh implementation costs for new hardware, software, and retraining of staff.\nTechnical risks associated with reconfiguring and testing new systems, which could impact service delivery.\nGiven the exclusive integration and the absence of reasonable alternatives that can deliver the same level of interoperability and functionality without disproportionate cost and risk, this direct award is justified under the Procurement Act 2023.\nA transparency notice shall be published in accordance with Section 44 and Regulation 26 of the Procurement Regulations 2024, ensuring stakeholders are informed and the process remains compliant and transparent.",
    "id": "BWPCIT797",
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "id": "1",
        "status": "complete"
      }
    ],
    "procurementMethod": "direct",
    "procurementMethodDetails": "Below threshold - without competition",
    "status": "complete",
    "title": "Direct Award to Allocate Software - Time Clocks Contract Extension"
  }
}