Tender for Electronic Patient Record and Information System

Tender for Electronic Patient Record and Information System

Electronic Patient Record and Information System for Specialist Community Children’s Services.

United Kingdom-Chesterfield: Software package and information systems

2014/S 245-431580

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Chesterfield Royal Hospital NHS Foundation Trust
Top Road, Calow
For the attention of: Sanjeev Sharma
S44 5BL Chesterfield
UNITED KINGDOM
Telephone: +44 1246516229
E-mail: s.sharma2@nhs.net

Further information can be obtained from: Chesterfield Royal Hospital NHS Foundation Trust
Contact point(s): Procurement Department
For the attention of: Sanjeev Sharma
UNITED KINGDOM

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Chesterfield Royal Hospital NHS Foundation Trust
Contact point(s): Procurement Department
For the attention of: Sanjeev Sharma
UNITED KINGDOM

Tenders or requests to participate must be sent to: Chesterfield Royal Hospital NHS Foundation Trust
Contact point(s): Procurement Department
For the attention of: Sanjeev Sharma
UNITED KINGDOM

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

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Electronic Patient Record and Information System for Specialist Community Children’s Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Chesterfield Royal Hospital NHS Foundation Trust.

NUTS code UKF1

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

II.1.5)Short description of the contract or purchase(s)

Electronic Patient Record and Information System for Specialist Community Children’s Services.
There is currently no IT system dedicated for the use of Specialist Children’s Community Services.
Chesterfield Royal Hospital NHS Foundation Trust wishes to procure and deploy an electronic children’s record system including the provision of Project Management support to scope, fully manage both the access to and implementation of the chosen system (including training) for all Specialist Children’s Community Services managed by the Women and Children’s Division of the Trust. The Trust expects to have migrated to a fully integrated electronic patient record prior to the 1.7.2015.
Nationally, the vast majority of children’s services now have an IT system to support data collection for local, regional and national purposes. Therefore, Chesterfield Royal Hospital is now regarded as providing an antiquated data collection infrastructure, unfit to support a modern children’s service.
Chesterfield Royal Hospital NHS Foundation Trust manages a number of Specialist Children’s Community Services which are currently highly reliant on paper based medical records, which are large and bulky and give rise to storage, transport and filing issues/problems and their associated risks.
In order to improve the quality of healthcare records, whilst achieving benefits for staff and patients the Trust proposes to implement a fully integrated electronic children’s patient record. Speciality Children’s Community Services are commissioned from Chesterfield Royal Hospital NHS Foundation Trust by Chesterfield CCG, Hardwick CCG and Derbyshire County Council. Many of these services have been commissioned on a block contract for many years with no indicative activity and this has given rise to issues when the demand for services increases. The commissioners are supportive of the change to an electronic system which will provide additional information with a view to moving away from block contracts to cost and volume contracts in the future.
An electronic patient record information system will be required for 13 Specialist Children’s Community services across the Women and Children’s Division at Chesterfield Royal Hospital NHS Foundation Trust. The system will be installed at the main site for Chesterfield Royal Hospital NHS Foundation Trust at Calow in Chesterfield, with a large number of other sites across North Derbyshire in NHS and other community premises (e.g. Special schools, mainstream schools, health centres not owned by Chesterfield Royal Hospital NHS Foundation Trust). The scoping exercise will give consideration to access to these premises and internet connections.
The specific services for which the system will be required are:
— School Health Medical,
— School Health Nursing,
— Children’s Therapy Services Occupational Therapy,
— Children’s Therapy Services Physiotherapy,
— Children’s Therapy Services Speech and Language Therapy,
— Child and Adolescent Mental Health Services,
— Child and Adolescent Mental Health Services Learning Disabilities,
— Children’s Psychology,
— Child Protection,
— Looked After Children,
— Community Paediatric Nursing Services,
— Continence Service,
— Community Medical Services including Child Development Centre,
How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once):

Browse to the eSourcing Portal: https://in-tendhost.co.uk/noecpc and click the link to register — Enter your correct business and user details — Note: your username will be the email address you have entered — you will also then shortly receive an email confirmation.

2. Once registered access the site and from the Home page hover over Tenders on the tool bar and select current tenders from the drop down options.
3. Express Interest in the tender you are interested in — Select ‘Express Interest’ within the Tender Details (located at the bottom of the synopsis). On doing so, you will instantly have access to the Tender Management area for that tender. Any available documentation will be available via the various relevant tabs. You can access this area at any point by logging in, navigating to ‘My Tenders’ and selecting ‘View Details’.
4. Responding to the tender — There will be a tab allocated to any tender stage (e.g. PQQ and/or ITT). Under the ‘My Tender Return’ area, you will be required to complete any mandatory questionnaires and upload any requested documentation. You can now use the ‘Correspondence’ function to communicate with the buyer and seek any clarification (any clarifications will be found within the ‘Clarifications’ tab) — Note the deadline for completion, then follow the onscreen instructions to complete and submit your response — There may be a mixture of online and offline actions for you to perform (there is detailed online help available).
You must then submit your reply using the ‘Submit Response’ button at the bottom of the page. If you require any further assistance please consult the online help, or contact the In-tend Support Desk. Alerts will be sent to your request e-mail addresses when any correspondence, alterations or clarifications are issued.
The standards and criteria are available in the ITT documents available as indicated above.

II.1.6)Common procurement vocabulary (CPV)

48000000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

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:
Range: between 259 000 and 406 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contract will be for an initial period of 5 years with the provision to extend up to 30.6.2022. The range above includes the option to extend up to 30.6.2022.

II.2.3)Information about renewals

This contract is subject to renewal: yes

II.3)Duration of the contract or time limit for completion

Duration in months: 60 (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:

Parent company or other guarantees, bonds, deposits, insurance or other forms of security may be required in certain circumstances. See the invitation to tender for further details.
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:

Bids by groups or consortia of economic operators are permitted. However, Chesterfield Royal Hospital NHS Foundation Trust reserves the right to require groupings or consortia of economic operators if they are the successful bidder to take a particular legal form in order to contract for this contract opportunity or to require one party to undertake primary legal liability or to require that each party undertakes joint and several liability.
Joint and several liability.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Electronic Patient Record and Information System for Specialist Community Children’s Services.
There is currently no IT system dedicated for the use of Specialist Children’s Community Services.
Chesterfield Royal Hospital NHS Foundation Trust wishes to procure and deploy an electronic children’s record system including the provision of Project Management support to scope, fully manage both the access to and implementation of the chosen system (including training) for all Specialist Children’s Community Services managed by the Women and Children’s Division of the Trust. The Trust expects to have migrated to a fully integrated electronic patient record prior to the 1.7.2015.
Nationally, the vast majority of children’s services now have an IT system to support data collection for local, regional and national purposes. Therefore, Chesterfield Royal Hospital is now regarded as providing an antiquated data collection infrastructure, unfit to support a modern children’s service.
Chesterfield Royal Hospital NHS Foundation Trust manages a number of Specialist Children’s Community Services which are currently highly reliant on paper based medical records, which are large and bulky and give rise to storage, transport and filing issues/problems and their associated risks.
In order to improve the quality of healthcare records, whilst achieving benefits for staff and patients the Trust proposes to implement a fully integrated electronic children’s patient record. Speciality Children’s Community Services are commissioned from Chesterfield Royal Hospital NHS Foundation Trust by Chesterfield CCG, Hardwick CCG and Derbyshire County Council. Many of these services have been commissioned on a block contract for many years with no indicative activity and this has given rise to issues when the demand for services increases. The commissioners are supportive of the change to an electronic system which will provide additional information with a view to moving away from block contracts to cost and volume contracts in the future.
An electronic patient record information system will be required for 13 Specialist Children’s Community services across the Women and Children’s Division at Chesterfield Royal Hospital NHS Foundation Trust. The system will be installed at the main site for Chesterfield Royal Hospital NHS Foundation Trust at Calow in Chesterfield, with a large number of other sites across North Derbyshire in NHS and other community premises (e.g. Special schools, mainstream schools, health centres not owned by Chesterfield Royal Hospital NHS Foundation Trust). The scoping exercise will give consideration to access to these premises and internet connections.
The specific services for which the system will be required are:
— School Health Medical,
— School Health Nursing,
— Children’s Therapy Services Occupational Therapy,
— Children’s Therapy Services Physiotherapy,
— Children’s Therapy Services Speech and Language Therapy,
— Child and Adolescent Mental Health Services,
— Child and Adolescent Mental Health Services Learning Disabilities,
— Children’s Psychology,
— Child Protection,
— Looked After Children,
— Community Paediatric Nursing Services,
— Continence Service,
— Community Medical Services including Child Development Centre.
How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once):

Browse to the eSourcing Portal: https://in-tendhost.co.uk/noecpc and click the link to register — Enter your correct business and user details – Note: your username will be the email address you have entered – you will also then shortly receive an e-mail confirmation.

2. Once registered access the site and from the Home page hover over Tenders on the tool bar and select current tenders from the drop down options.
3. Express Interest in the tender you are interested in — Select ‘Express Interest’ within the Tender Details (located at the bottom of the synopsis). On doing so, you will instantly have access to the Tender Management area for that tender. Any available documentation will be available via the various relevant tabs. You can access this area at any point by logging in, navigating to ‘My Tenders’ and selecting ‘View Details’.
4. Responding to the tender – There will be a tab allocated to any tender stage (e.g. PQQ and/or ITT). Under the ‘My Tender Return’ area, you will be required to complete any mandatory questionnaires and upload any requested documentation. You can now use the ‘Correspondence’ function to communicate with the buyer and seek any clarification (any clarifications will be found within the ‘Clarifications’ tab) — Note the deadline for completion, then follow the onscreen instructions to complete and submit your response — There may be a mixture of online and offline actions for you to perform (there is detailed online help available).
You must then submit your reply using the ‘Submit Response’ button at the bottom of the page. If you require any further assistance please consult the online help, or contact the In-tend Support Desk. Alerts will be sent to your request e-mail addresses when any correspondence, alterations or clarifications are issued.
The standards and criteria are available in the ITT documents available as indicated above.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Candidates may be disqualified who do not respond in accordance with the format and instructions of this requirement as set out in the ITT.
Minimum level(s) of standards possibly required: As defined in the ITT.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Candidates may be disqualified who do not respond in accordance with the format and instructions of this requirement as set out in the ITT.
Minimum level(s) of standards possibly required: As defined in the ITT.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
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:

CRH 00497

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

26.1.2015
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

in days: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

Electronic Patient Record and Information System for Specialist Community Children’s Services.
There is currently no IT system dedicated for the use of Specialist Children’s Community Services.
Chesterfield Royal Hospital NHS Foundation Trust wishes to procure and deploy an electronic children’s record system including the provision of Project Management support to scope, fully manage both the access to and implementation of the chosen system (including training) for all Specialist Children’s Community Services managed by the Women and Children’s Division of the Trust. The Trust expects to have migrated to a fully integrated electronic patient record prior to the 1.7.2015.
Nationally, the vast majority of children’s services now have an IT system to support data collection for local, regional and national purposes. Therefore, Chesterfield Royal Hospital is now regarded as providing an antiquated data collection infrastructure, unfit to support a modern children’s service.
Chesterfield Royal Hospital NHS Foundation Trust manages a number of Specialist Children’s Community Services which are currently highly reliant on paper based medical records, which are large and bulky and give rise to storage, transport and filing issues/problems and their associated risks.
In order to improve the quality of healthcare records, whilst achieving benefits for staff and patients the Trust proposes to implement a fully integrated electronic children’s patient record. Speciality Children’s Community Services are commissioned from Chesterfield Royal Hospital NHS Foundation Trust by Chesterfield CCG, Hardwick CCG and Derbyshire County Council. Many of these services have been commissioned on a block contract for many years with no indicative activity and this has given rise to issues when the demand for services increases. The commissioners are supportive of the change to an electronic system which will provide additional information with a view to moving away from block contracts to cost and volume contracts in the future.
An electronic patient record information system will be required for 13 Specialist Children’s Community services across the Women and Children’s Division at Chesterfield Royal Hospital NHS Foundation Trust. The system will be installed at the main site for Chesterfield Royal Hospital NHS Foundation Trust at Calow in Chesterfield, with a large number of other sites across North Derbyshire in NHS and other community premises (e.g. Special schools, mainstream schools, health centres not owned by Chesterfield Royal Hospital NHS Foundation Trust). The scoping exercise will give consideration to access to these premises and internet connections.
The specific services for which the system will be required are:
— School Health Medical,
— School Health Nursing,
— Children’s Therapy Services Occupational Therapy,
— Children’s Therapy Services Physiotherapy,
— Children’s Therapy Services Speech and Language Therapy,
— Child and Adolescent Mental Health Services,
— Child and Adolescent Mental Health Services Learning Disabilities,
— Children’s Psychology,
— Child Protection,
— Looked After Children,
— Community Paediatric Nursing Services,
— Continence Service,
— Community Medical Services including Child Development Centre.
How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once):

Browse to the eSourcing Portal: https://in-tendhost.co.uk/noecpc and click the link to register — Enter your correct business and user details — Note: your username will be the e-mail address you have entered — you will also then shortly receive an email confirmation.

2. Once registered access the site and from the Home page hover over Tenders on the tool bar and select current tenders from the drop down options.
3. Express Interest in the tender you are interested in — Select ‘Express Interest’ within the Tender Details (located at the bottom of the synopsis). On doing so, you will instantly have access to the Tender Management area for that tender. Any available documentation will be available via the various relevant tabs. You can access this area at any point by logging in, navigating to ‘My Tenders’ and selecting ‘View Details’.
4. Responding to the tender — There will be a tab allocated to any tender stage (e.g. PQQ and/or ITT). Under the ‘My Tender Return’ area, you will be required to complete any mandatory questionnaires and upload any requested documentation. You can now use the ‘Correspondence’ function to communicate with the buyer and seek any clarification (any clarifications will be found within the ‘Clarifications’ tab) — Note the deadline for completion, then follow the onscreen instructions to complete and submit your response — There may be a mixture of online and offline actions for you to perform (there is detailed online help available).
You must then submit your reply using the ‘Submit Response’ button at the bottom of the page. If you require any further assistance please consult the online help, or contact the In-tend Support Desk. Alerts will be sent to your request e-mail addresses when any correspondence, alterations or clarifications are issued.
The standards and criteria are available in the ITT documents available as indicated above.
The deadline for submitting the ITT is 10:00 on 26.1.2015.
Tenders and all supporting documentation for the contract must be priced in sterling and written in English. Any agreement entered into will be considered a contract made and written in England according to English Law and will be subject to the exclusive jurisdiction of the English Courts. Chesterfield Royal Hospital NHS Foundation Trust is not liable for any costs incurred by those expressing an interest in and/or tendering for this contract opportunity. Chesterfield Royal Hospital NHS Foundation Trust reserves the rights to terminate the procurement process (or part of it), to change the basis of and the procedures for the procurement process at any time or to procure the subject matter of the contract by alternative means if it appears that it can be more advantageously procured by alternative means. The most economically advantageous or any tender will not automatically be accepted.
The value/range stated in section II.2.1) of this notice is indicative only and the final value of the contract will depend on the final tenders received by Chesterfield Royal Hospital NHS Foundation Trust and the tender submitted by the successful tenderer. Chesterfield Royal Hospital NHS Foundation Trust therefore reserves the right to award a contract for more or less than the value/range indicated in section II.2.1). The values detailed in II.2.1) includes the cost of the option to extend the contract for up to 30.6.2022.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: It is anticipated that Chesterfield Royal Hospital NHS Foundation Trust will incorporate (bon apurely voluntary basis) a minimum of 10 calender day standstill period at the point information on award of the contract is communicated to tenderers that is similar to but not required by Regulation 32A of the Public Contracts Regulations 2006. Any tenderer wishing to appeal the decision to award the contract, or after the award of the contract appeal the award of the contract, shall have the rights set out in Part 9 of the Public Contract Regulations 2006.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

16.12.2014

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