NHS Wales contract for Digital Dictation and Speech Recognition Solutions

NHS Wales contract for Digital Dictation and Speech Recognition Solutions

BCU LHB will raise the initial call off order but all NHS Wales organisations, including Trusts and Health Boards, will be permitted to call-off any products or services at anytime during the entire length of the contract and any agreed extensions, should they wish.

UK-St Asaph: voice recognition software package

2012/S 146-244224

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Betsi Cadwaladr University Local Health on behalf of NHS Wales Shared Services
NHS Wales Shared Services Partnership, Procurement Services, Alder House, Alder Court, St Asaph Business Park, Denbighshire,
For the attention of: via eTenderWales
LL17 0JL St Asaph
UNITED KINGDOM

Internet address(es):

General address of the contracting authority: http://https://etenderwales.bravosolution.co.uk/nhs/

Address of the buyer profile: http://www.procurement.wales.nhs.uk/index

Further information can be obtained from: The above mentioned contact point(s)

I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
Health
I.4)Contract award on behalf of other contracting authorities

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
NHS Wales contract for Digital Dictation and Speech Recognition Solutions.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: NHS Wales sites.
NUTS code UKL
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
Framework agreement with a single operator
Duration of the framework agreement

Duration in months: 48
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 000 000 and 2 000 000 GBP

II.1.5)Short description of the contract or purchase(s)
Betsi Cadwaladr University Local Health Board (BCU LHB), hosting the NHS Wales Shared Services Partnership (NWSSP), is tendering to appoint a supplier to provide Digital Dictation & Speech Recognition Solutions.
BCU LHB will raise the initial call off order but all NHS Wales organisations, including Trusts and Health Boards, will be permitted to call-off any products or services at anytime during the entire length of the contract and any agreed extensions, should they wish. These other NHS Wales organisations include, but are not limited to, Aneurin Bevan Local Health Board, Cwm Taf Local Health Board, Abertawe Bro Morgannwg University Local Health Board, Powys Teaching Local Health Board, Hywel Dda Local Health Board, Cardiff and Vale University Local Health Board, Velindre NHS Trust and the Welsh Ambulance Services NHS Trust.
Under the agreement, NHS Wales would like to consider a number of options that are to be provided by one supplier, as follows:
Supply, Installation & Maintenance of Digital Dictation systems.
The provision of a digital dictation system with associated management workflow that includes hardware, software, implementation, project management, training, maintenance, technical support and any other associated service. The digital dictation system should provide a complete workflow managed solution from point of dictation to transcription and have the capability to integrate with Health Board/Trust I.T infrastructure and clinical systems.
Supply, Installation & Maintenance of Digital Dictation and Speech Recognition systems.
In addition to the Digital Dictation Supply, Installation & Maintenance provision, the provision of an additional speech recognition system that will be fully integrated with the Digital Dictation solution and have the functionality to produce documents that can be checked by the author (front end) or the secretary (back end).
Digital Dictation systems provided as part of a Managed Service.
A fully managed service solution for a comprehensive range of services to provide a transcription solution that includes digital dictation only, including hardware, software, workflow, implementation, project management, training, maintenance, technical support and any other associated service.
It is the expectation of the Contracting Authority to enter into an arrangement for the supply of the required services that will be structured in a manner that will facilitate VAT recovery by the Contracting Authority on all associated costs of the arrangement under the appropriate NHS VAT Contracted Out Services relief, on the basis that it qualified as a fully managed outsourced service by meeting all the requirements for such arrangements as laid down by the relevant Tax Authority. In the event that a Managed Service Solution is proposed, it is the expectation of BCU LHB to enter into an arrangement for the supply of any solution/service that will be structured in a manner that will allow all associated costs of the arrangement to be kept off- Balance sheet under International Financial Reporting Standards.
Digital Dictation and Speech Recognition systems provided as part of a Managed Service.
A fully managed service solution for a comprehensive range of services to provide a transcription solution that includes digital dictation with speech recognition, hardware, software, workflow, implementation, project management, training, maintenance. technical support and any other associated service.
It is the expectation of the Contracting Authority to enter into an arrangement for the supply of the required services that will be structured in a manner that will facilitate VAT recovery by the Contracting Authority on all associated costs of the arrangement under the appropriate NHS VAT Contracted Out Services relief, on the basis that it qualified as a fully managed outsourced service by meeting all the requirements for such arrangements as laid down by the relevant Tax Authority. In the event that a Managed Service Solution is proposed, it is the expectation of BCU LHB to enter into an arrangement for the supply of any solution/service that will be structured in a manner that will allow all associated costs of the arrangement to be kept off- Balance sheet under International Financial Reporting Standards.
Expressions of Interest for participation in a competitive tender process are requested as well as a simultaneous completion of a Pre Qualification Questionnaire (PQQ). 5 Suppliers will be shortlisted and invtied through to tender.
A supplier will be appointed for a solution to replace existing analogue audiotape dictation and playback with a fully digital and server based Digital Dictation/Speech Recognition and associated workflow system integrated with existing IT infrastructure. This will include the supply of software and services, and the supply of and /or the specification of associated hardware where appropriate.
The solution must be flexible, easy to use and have sufficient capacity in order to enable voice files stored to be accessed by secretarial staff within 2 seconds of a file selected command. The cost of the solution will include all hardware and software provided by the supplier (one-off and on-going), plus implementation costs. The proposed solution functions will be available anywhere within the respective Health Boards.
It is anticipated that the scope of the initial call off for BCU LHB for the Digital Dictation and Speech Recognition system is estimated at 1 195 Authors (clinicians) and 543 Transcribers.
Proof of Concept.
The successful supplier will be required to conduct a proof of concept phase within a small number of specialties in BCU LHB. It is expected that the proof of concept will be restricted to a maximum of 50 authors and their transcription staff and will run for a 6 month period. The Proof of Concept will need to satisfy a number of criteria in order to proceed to wider scale roll out of the contract.
The awarding authority proposes that call-offs from the framework agreement of up to 7 years duration may be awarded, but will consider the duration of call-off contracts specifically in dialogue and reserves the right to award a framework contract permitting a longer call-off period if indicated for value for money reasons.
The contract will also cover training and consultancy work for the contract duration.
The tender will be evaluated in line with current Standing Financial Instructions which will be based on the following high level criteria and weightings:
40 % Commercial
60 % Technical
Community Benefits do not apply to this contract.
II.1.6)Common procurement vocabulary (CPV)

48314000, 32344100, 30100000, 32332100, 30000000, 32342450, 48317000, 48100000, 48900000, 48000000, 48517000, 72000000, 72212220, 72253200, 72500000, 72261000, 72260000, 72253000, 72212314, 72250000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
Estimated value excluding VAT: 2 000 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 48 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Joint and Several Liability.
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
T.0314
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate
29.8.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about European Union funds
VI.3)Additional information
Suppliers Instructions How to Express Interest in this Tender.
1. Register your company on the xchangewales portal (this is only required once):
— browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk,

— click the “Click here to register” link,
— 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
— login to the portal with the username/password,
— click the “Open Access PQQs” link. (These are Pre-Qualification Questionnaires open to any registered supplier),
— click on the relevant PQQ to access the content,
— click the “Express Interest” button in the “Actions” box on the left-hand side of the page,
— this will move the PQQ into your “My PQQs” page. (This is a secure area reserved for your projects only),
— click on the PQQ code, you can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box.
3. Responding to the tender
— you can now choose to “Reply” or “Reject” (please give a reason if rejecting),
— you can now use the ”Messages” function to communicate with the buyer and seek any clarification,
— note the deadline for completion, then follow the onscreen instructions to complete the PQQ,
— there may be a mixture of online & offline actions for you to perform (there is detailed online help available).
If you require any further assistance use the online help, or the BravoSolution help desk is available Mon – Fri (8am – 6pm) on:
— eMail: help@bravosolution.co.uk,

— phone: +44 8003684850.
The Contracting Authority will not accept completed PQQ”s after the stated closing date.
All tender costs and liabilities incurred by bidders shall be the sole responsibility of the bidders.
The Contracting Authority reserves the right to award the contract in whole, in part or annul the tendering process and not award any contract.
All documents to be priced [where applicable] in sterling and all payments made in sterling.
The tendering process may be undertaken in part via electronic means using the Bravo e-tendering system.
Buy4Wales Reference Number: 30576.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
27.7.2012

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