Medical Records Scanning Tender Sunderland

Medical Records Scanning Tender Sunderland

Procurement for Medical Records Scanning for GP Practices in Sunderland.

United Kingdom-Sunderland: Scanning services

2019/S 111-272459

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

NHS Sunderland Clinical Commissioning Group
Pemberton House, Colima Avenue
Sunderland
SR5 3XB
United Kingdom
Contact person: Garry Mitchell, Commercial and Procurement Lead, Estates and Technology Transformation Fund
Telephone: +44 7786275627
E-mail: commercial.procurementhub@nhs.net
NUTS code: UKC23
Internet address(es):Main address: https://www.sunderlandccg.nhs.uk/

Address of the buyer profile: https://in-tendhost.co.uk/scwcsu/aspx/Home

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/scwcsu/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Health

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

NHS Sunderland CCG — Procurement for the Provision of Medical Records Scanning for GP Practices in Sunderland

Reference number: PR003587

II.1.2)Main CPV code

79999100

II.1.3)Type of contract

Services

II.1.4)Short description:

A typical GP Practice in Sunderland, with 7100 patients will house approx. 450 000 pages in Lloyd George (LG) Envelopes containing crucial historical medical records for every patient.

The detailed personal information stored inside means that security and accuracy are vital and coupled with the fact that many paper records are over 60 years old and in a state of decay and becoming unreadable, this is both clinically and legally unsafe.

Practices are required by law to retain patient records, pre-digitisation records are kept within the Lloyd George envelope. For the most part, they can be very paper heavy and take up storage space on a practice site or in secondary storage areas, sometimes at significant costs to practices.

39 practices across Sunderland have funding to fully digitise their Lloyd George Records which will not only create efficiencies within general practice but free up much needed space within the practice which can be utilised for clinical use.

II.1.5)Estimated total value

Value excluding VAT: 771 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

79996100
60000000
72512000

II.2.3)Place of performance

NUTS code: UKC23
Main site or place of performance:

Sunderland.

II.2.4)Description of the procurement:

This procurement is for a one off scanning exercise up to and including the above number of Lloyd George Records. The practices reserve the right to withdraw from the process. In the event of practice withdrawal the cost envelope will reduce in relation to their list size. To help ensure practices remain in the process it is requested that the work that is required from the practices must be kept to a minimum.

Sunderland CCG is leading the procurement on behalf of it’s GP Practices, but the contract shall reside with the individual practice and any ongoing work following the initial scanning requested as part of this procurement, will be agreed and funded by the practice.

For avoidance of doubt the list size is the maximum number of Lloyd George records that will be required and may not be the final total number once the supplier is chosen. It will depend upon the work required by the practices.

A project group has been established within Sunderland CCG with a dedicated project manager who will be coordinating the procurement process, responsible for guiding practices through the process and will be the main point of contact.

This procurement is being carried out by the National Commercial and Procurement Hub (NHS England) on behalf of the commissioners.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 771 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 20/08/2019
End: 31/03/2021
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

Option to extend for a further 12-month period.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Please see eligibility criteria in the procurement documents.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 08/07/2019
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 08/07/2019
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

Interested providers will be able to view this notice via the ‘current tenders’ list on the e-procurement system In-Tend, available on the following link: https://in-tendhost.co.uk/scwcsu/aspx/Home

In order to submit a bid, you will need to be registered on the e-procurement system and ‘express an interest’, and then complete a response as specified within the procurement documents.

On registration, please include at least two contacts to allow for access to the system in times of absence.

The services are deemed to be subject to the full regime of current EU procurement legislation and as such this tender will be conducted in accordance with, and governed by, the Public Contracts Regulations 2015. This contract will therefore be awarded in accordance with the provisions applicable in Section 5 (sub-section 7) of the Public Contracts Regulations 2015.

The Contracting Authority intends to observe the provisions and 10 day standstill period described in the Public Contracts Regulations 2015. Unsuccessful bidders and applicants will receive scores and reasons for the decision, including the characteristics and relative advantages of the winning bid and the reasons why the bidder/applicant was unsuccessful. Deadlines for lodging appeals should be in accordance with the Regulations.

VI.4)Procedures for review

VI.4.1)Review body

NHS Sunderland Clinical Commissioning Group
Pemberton House, Colima avenue
Sunderland
SR5 3XB
United KingdomInternet address: https://www.sunderlandccg.nhs.uk/

VI.4.2)Body responsible for mediation procedures

NHS Sunderland Clinical Commissioning Group
Pemberton House, Colima avenue
Sunderland
SR5 3XB
United KingdomInternet address: https://www.sunderlandccg.nhs.uk/
VI.4.3)Review procedure

VI.4.4)Service from which information about the review procedure may be obtained

NHS Sunderland Clinical Commissioning Group
Pemberton House, Colima avenue
Sunderland
SR5 3XB
United KingdomInternet address: https://www.sunderlandccg.nhs.uk/

VI.5)Date of dispatch of this notice:

07/06/2019