Document Management Tender Kent

Document Management Tender Kent

The Provision of an RFID-based Electronic Tracking Solution for Paper Case Notes to Ashford and St Peter’s Hospitals NHS Foundation Trust.

UK-Ashford: document management services

2012/S 138-230834

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Ashford and St Peter’s Hospitals Nhs Foundation Trust
Supplies & Procurement Department, Ashford & St Peter’s Hospitals NHS Foundation Trust, Ashford Hospital, London Road, Middlesex
For the attention of: Sylvia Lestrade
TW15 3AA Ashford
UNITED KINGDOM
Telephone: +44 178484766
E-mail: sylvia.lestrade@asph.nhs.uk
Fax: +44 1784884729

Internet address(es):

General address of the contracting authority: http://www.ashfordstpeters.org.uk/

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

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions
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:

The Provision of an RFID-based Electronic Tracking Solution for Paper Case Notes to Ashford and St Peter’s Hospitals NHS Foundation Trust.
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: St Peters Hospital.
Guildford Road.
Chertsey Surrey.
KT16 0PZ.
NUTS code UKJ23

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)

Ashford and St Peter’s Hospitals NHS Foundation Trust (ASP TRUST) is seeking to procure an RFID-based electronic tracking solution for its paper Case Notes. The solution will reduce the instances of Case Notes that are permanently lost and those that are not available at the time required, thereby reducing the costs and clinical risks associated with those events and allowing the Trust to reduce its expenditure on tracing ‘lost’ Case Notes. The system will be implemented across all the Trust sites, including Ashford Hospital and St Peter’s Hospital with the potential for a third hospital site.
II.1.6)Common procurement vocabulary (CPV)

72512000

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:

Ashford and St Peter’s Hospitals NHS Foundation Trust (ASP TRUST) is seeking to procure an RFID-based electronic tracking solution for its paper Case Notes. The solution will reduce the instances of Case Notes that are permanently lost and those that are not available at the time required, thereby reducing the costs and clinical risks associated with those events and allowing the Trust to reduce its expenditure on tracing ‘lost’ Case Notes. The system will be implemented across all the Trust sites, including Ashford Hospital and St Peter’s Hospital with the potential for a third hospital site.
II.2.2)Information about options

Options: no
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:
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:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The invitation to tender documents.
NHS Ts & Cs.
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: Please see subsequent PQQ for details.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please see subsequent PQQ for details.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please see subsequent PQQ for details.
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

Envisaged minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: As required by the Public Contracts Regulations.
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:

ASP/TE/12/05
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

28.8.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

17.9.2012
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
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

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

The contracting Authority adheres to the mandatory timescales, and acknowledges that the spirit of the Directive must be followed. The contracting Authority understands that is obliged to publish an award notice. The short-listing of expressions of interest will be undertaken by Pre-Qualification Questionnaire (PQQ). This will be sent electronically via e-mail. Please ensure that the full contact details (including e-mail address) of the person responsible for completion of the PQQ are included in your expression of interest. Details of the contract will be provided in the ITT documentation.
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: The Authority will incorporate a minimum of 10 day standstil period starting from the day after the information on the award of contract has been communicated to tenderers. This period allows the unsuccessful tenderers to challenge or seek further debriefing from the contracting authority generally before the contract is entered into. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2006 (2006 No. 5) as amended by the Public Contracts (Amendment) 2009 (2009 No. 2992) and The Public Procurement (Miscellaneous Amendments) Regulations 2011 (2011 No. 2053) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

18.7.2012