Flu Vaccination E- Vouchers

Description of the Project

This will support two large Government Departments:

• Department for Energy Security and Net Zero
• Department for Science, Innovation and Technology

We anticipate over 2000 flu vaccination e-vouchers, with scope to procure more if demand increases. We would like the option of MI data, e.g number of vouchers requested, vouchers redeemed and vouchers remaining, with the option to redistribute unredeemed/cancelled vouchers if possible.

The process for staff redeeming the vouchers should be clear and simple to the requester.

The E-vouchers should be able to be redeemed at a local pharmacy across UK sites typically within a 5-mile radius of office locations which are:

LONDON 26 Whitehall London SW1H

LONDON OAB Annex Old Admiralty Building, London

CARDIFF 2 Ty William Morgan 6 Central Square, Cardiff, CF10 1EP

BELFAST Erskine House 20-32 Chichester House, Belfast BT1 4GF

LONDON 100PS 100 Parliament Street

LONDON 10 Victoria Street 10 Victoria Street, London

GLASGOW 1 Atlantic Square, Glasgow, G2 8NJ

ABERDEEN AB1 AB1, Crimon Place, Aberdeen, AB10 1BJ

SHEFFIELD 1 St Paul's Place, Sheffield, S1 2NB

YORK Foss House York

NOTTINGHAM Loxley House Station Street, NG2 3NG,

BRISTOL 2 Rivergate 2 Rivergate, Temple Quay, BS1 6EH

BIRMINGHAM 23 Stephenson Street 23 Stephenson Street, Birmingham, B2 4BJ

BRISTOL Glass Wharf 3 Glass Wharf, Bristol BS2 0EL

BIRMINGHAM Victoria Square House 1 Pinfold Street, Birmingham B2 4AA

NEWCASTLE City Gate City Gate, 6th Floor, Gallowgate, NUponT, NE1 4WH

SALFORD Trinity Bridge House Salford, M3 5BS

MANCHESTER 2 St Peter's Square Clarendon House, 2 St Peter's Sq, Manchester M2 3AA

LONDON 2 22 Whitehall London SW1H

CARDIFF 1 Companies House Crown Way, Cardiff, CF14 3UZ

EDINBURGH Queen Elizabeth House Sibbald Walk, Edinburgh, EH8

LONDON 3-8 Whitehall Place London SW1H

LONDON 55 Whitehall London SW1H

CAMBRIDGE Eastbrook Shaftesbury Road, Cambridge CB2 8DF

DARLINGTON Feethams House Darlington, DL1 5AD

LONDON Whitechapel Building 10 Whitechapel High St, London E1 8QS

LEEDS 7&8 Wellington Place, Leeds, LS1 4AP

BIRMINGHAM Edmund Street 120 Edmund Street, Birmingham B3 2QZ

DARLINGTON Brunswick Brunswick St, Darlington DL1 1GB

MANCHESTER Manchester Central Retail Park, Great Acolatse St, Manchester M4 6DJ

ABERDEEN AB1 AB1, Crimon Place, Aberdeen, AB10 1BJ

As this is an e-voucher system, we would expect an instant turnaround when staff request their voucher, with no later than 24 hours of staff receiving it to their email address and a response to any queries within 48 hours of contacting.

Our proposed process is as follows: staff members request an e-voucher by entering their chosen email address, either through a link or an online portal. The e-voucher will then be sent to their specified email address within 24 hours. The email will include the voucher itself, along with clear instructions detailing how to redeem it, where it can be used, and the time frame in which it must be redeemed.

We are open to alternative methods or processes from the above.

The contract and service launch should be in place by 30th September 2026, for the scheme to be open for 6 months each year. We do not anticipate any GDPR of personal information will be required, simply a work email address to send the e-voucher to.

Key Performance Indicators

KPI Title KPI Description KPI Monitoring

Voucher request timeframe Receive e-voucher within 24 hours N/A

Queries & Complaints from staff Queries & complaints answered within 48 hours N/A

Queries and Complaints from DESNZ contract managers Queries & complaints answered within 48 hours N/A

Payment

Payments will be made in two stages, in arrears. An initial payment of 20% will be made following successful delivery at the end of the first three months. The remaining 80% of the Year 1 contract value will be paid upon successful completion, once all e-vouchers have been distributed and no balance remains.

Procurement Plan / Dates and Budget

Indicative Project budget - £20,000.00 excluding VAT per year

Final budget TBC

Indicative advertising timescales for the Invitation To Tender - Wednesday 10th June - Wednesday1st July 2026.

Indicative tender live period - 3 weeks

Indicative Contract start date - 31st August 2026

Indicative Contract end date - 30th August 2027 (with an option to extend for another 1+1 years).

To ensure that this procurement maximises appropriate bidder responses we have the following questions that we would like to pose to interested suppliers:

1. Supplier Capability and Supplier Capacity -

a. Please can you confirm that you would have the relevant skills, capability and capacity to undertake the services detailed?

b. Based on the information provided, please can you advise if you believe that the scope is clear and achievable?

2. Procurement Timescales -

a. Based on the timescales for the procurement and services, please can you advise if your organisation would have capacity to provide a bid response and undertake the services within the timescales detailed?

3. Project Scope -

a. Please can you advise if there is any additional information that you would require to ensure you have all the information required to submit a tender response?

Based on the project detail provided, is it your intention to respond to the Further Competition documentation once issued?

We are inviting interested suppliers to respond to the above questions by completing this questionnaire forms.cloud.microsoft/e/ccX9R85kkq ↗ by Wednesday 27th May 2025

By responding to the questionnaire, you will be engaging in non-competitive dialogue which will enable ICS to develop and assess the market's appetite, concerns and view on the formulation of its requirements. ICS may consider the information and responses received as part of the questionnaire to help inform the specification and further decision making in relation to the planning and conduct of the procurement, ensuring all valid options are considered. If only 1 supplier expresses interest, ICS will pursue a direct award.

For the avoidance, this notice is not a Call for Competition; a Contract Notice will be issued as a call for competition. Not providing a response to the questionnaire shall not prevent any supplier from participating in a future procurement, nor is it intended that any information suppliers as part of the market consultation place any supplier at an advantage in a potential procurement process.