Electronic Document Management System Tender

Electronic Document Management System Tender

University Hospitals of Morecambe Bay NHS Foundation Trust. UK-Kendal: electronic data management (EDM)

2012/S 24-039365

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University Hospitals of Morecambe Bay NHS Foundation Trust
Westmorland General Hospital, Burton Road,
Contact point(s): Procurement Dept
For the attention of: Paul Dowell
LA9 7RG Kendal
UNITED KINGDOM
Telephone: +44 1539716632
E-mail: paul.dowell@mbht.nhs.uk
Fax: +44 15245833580

Internet address(es):

General address of the contracting authority: www.mbht.nhs.uk

Address of the buyer profile: www.uhmb.bravosolution.co.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

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:

Provision of an electronic document management system (EDMS).
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Main site or location of works, place of delivery or of performance: University Hospitals of Morecambe Bay NHS Trust is based in North Lancashire and South Cumbria and has sites at Lancaster, Morecambe, Kendal and Barrow in Furness.
NUTS code UKD

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

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 5 000 000,00 and 8 000 000,00 GBP

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

University Hospitals of Morecambe Bay NHS Foundation Trust (UHMB) has a requirement to procure a provider of an electronic document management system on either a fully managed service basis or via an internal scanning Solution supported by existing Trust staff.
Trust profile.
University Hospitals of Morecambe Bay NHS Foundation Trust is a large acute hospital organisation serving the population of South Cumbria and North Lancashire. The Trust operates from three main hospital sites, Royal Lancaster Infirmary (RLI) in Lancaster, Furness General Hospital (FGH) in Barrow and Westmorland General Hospital (WGH) in Kendal serving a population of circa 363 000 spread across an area of over 1 000 square miles.
Each hospital has a range of ‘General Hospital’ services, with full accident and emergency departments, critical / coronary care units and consultant led beds at Barrow and Lancaster plus a Primary Care Assessment Service with GP led inpatient beds in Kendal. All 3 sites provide a range of planned care, including outpatients, diagnostics, therapies, day case and inpatient surgery. In addition a range of local outreach services and diagnostics are provided from a number of community facilities.
The Trust employs approximately 5 000 staff (4 300 WTE’s) and had a total income in 2010/11 of approximately 254 000 000 GBP.
Activity 2010/11.
Inpatient visits 77 000.
Outpatients visits 400 000.
A&E attendances 90 000.
The Strategic context.
The Trust has recognised that medical records management is an area for improvement. It has already taken short-term actions following the external review of medical records.
At present University Hospitals of Morecambe Bay NHS Foundation Trust is faced with an expanding requirement to manage medical records. There are specific problems of space to store records, timeliness of delivery and availability of records across multiple sites.
There is a pressing need to improve the service to clinicians so that they can be sure that they have access to essential patient information when they need to, where they need to, in a secure and reliable way. This in turn will improve services to patients ensuring that those associated with their care have up-to-date and timely information available throughout the hospital.
The strategic case for this investment is therefore very strong. It addresses an immediate clinical and operational requirement, improves services to the patient, supports the Trusts Informatics strategy and improves the security and confidentiality of patient records.
The prime drivers for this initiative directly address these recommendations with respect to the health and safety of Trust staff and equally importantly the care and safety of patients to whom the Trust serves. Clinical care and therefore decision making, is only as good as the information it is informed by. The solutions offered via this procurement must remove the Trusts reliance on the physical case note and at the same time improve information coverage, accuracy and clarity delivered at the point of clinical care.
Scope.
The Trusts Health Records Service (the Service) is currently facing unsustainable pressures, manifested most visibly in its libraries, which are packed beyond capacity. The trust has invested in some short term interim additional storage that will provide adequate case note storage capacity up to August 2013. This procurement has the fundamental objective of providing a long term case note management solution through the use of electronic document management systems capability that will integrate tightly with the Trusts electronic patient record system (Lorenzo). Lorenzo ePR phase one deployment went live October 2008 with phase 2, replacement patient administration capability live in June 2010. The system is being delivered to UHMB using the national programme for information technology (NPfIT) local service provider (LSP) contracts, computer science corporation alliance (CSCA) are responsible for the Lorenzo deployment project at the Trust. The Lorenzo system is being deployed within University Hospitals of Morecambe Bay NHS Foundation Trust as a true clinical portal, providing a one stop shop for clinicians to access or input any patient information they require through a single secure log on. Any resultant systems capability offered through this procurement must adhere to this principle.
This procurement aims to reinforce compliance with the Trusts own medical records policy objectives by providing:
— Better quality of clinical records – improved patient care,
— Better storage and retrieval of clinical records,
— Improved control of clinical records,
— Compliance with legislation and standards,
— Improved disposal of clinical records and
— Reduced costs.
The Trust requires a significant improvement in the percentage of notes available at all patient facing events, typically the Trust achieves only on average 90 %-95 %. The Trust requires 100 % as a result of this project.
The prime driver for this procurement is the improvement of patient care in terms of both efficiencies and safety.
The 2 lots described in this OJUE notice aim to give suppliers flexibility in how they construct a service able to satisfy the Trusts objective, however the Trust expects to contract with a single prime contractor who will deliver the full capability required.
The supplier and solution should be compliant with and preferably certified to the following standards:
— ISO 9001:2008 quality management,
— ISO 27001 information security management,
— ISO 14001:2004 environmental management.
The Trust requires a complete successful deployment of this service by August 2013.
Key business drivers.
There is a significant organisation devoted to ensuring that the paper record is kept up to date and is available to those who need to use it. This includes over 98.7 WTE staff in the medical records and outpatients department, a proportion of these staff have a dual responsibility for both the case note management and the outpatient appointment / reception processes.
This current situation has led to a multitude of problems:
— Existing paper patient notes are often unavailable, difficult to find, in a poor state or incomplete,
— There can be multiple sets of notes for a patient e.g. main file, maternity file, physiotherapy file – and some patients even have multiple main files,
— Staff – including nurses – are duplicating effort (and records) in an effort to compensate for the problems. This also adds risk as there is no single ‘version of the truth’,
— It is extremely difficult for anybody to find all information about a patient with information held on multiple clinical systems,
— Paper notes can only be seen by the person holding them, requiring notes to be copied for MDTs,
— The end result is a complexity that also contributes to poor data quality with no ownership,
— The direct cost of managing and administering the paper record is high.
An EDMS solution will enable the Trust to convert paper health records to an electronic scanned image and then provide networked PC based access to the information contained in these records across the hospital.
In summary the key business drivers are:
— Poor security of paper health record,
— Cost of maintaining paper files – filing, retrieving, delivering, culling and destroying,
— Paper files susceptible to fire and flood,
— Storage facilities over-loaded leading to handling problems,
— Pressure on storage space,
— Cost of transporting paper files between sites,
— Duplication and fragmentation of files in several locations,
— Lost and missing files – unavailability of Health Record for appointments,
— Need to access to stored files when needed – time delays in accessing paper file,
— Inability to share information over different sites or for multiple clinic appointments,
— ePR alignment and strategic fit.
II.1.6)Common procurement vocabulary (CPV)

48613000, 72310000, 79999100, 48329000, 48311100, 48318000

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: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

See II.1.5.
Estimated value excluding VAT:
Range: between 5 000 000,00 and 8 000 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: The initial contract length is envisaged to be 96 months with the option for the Trust to extend for up to an additional 24 months subject to satisfactory KPI’s.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 96 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Managed Service

1)Short description

University Hospitals of Morecambe Bay NHS Foundation Trust (UHMB) has a requirement to procure a provider of an electronic data management system on either a fully managed service basis or via an internal scanning solution supported by existing Trust staff.
Trust profile.
University Hospitals of Morecambe Bay NHS Foundation Trust is a large acute hospital organisation serving the population of South Cumbria and North Lancashire. The Trust operates from three main hospital sites, Royal Lancaster Infirmary (RLI) in Lancaster, Furness General Hospital (FGH) in Barrow and Westmorland General Hospital (WGH) in Kendal serving a population of circa 363,000 spread across an area of over 1 000 square miles.
Each hospital has a range of ‘General Hospital’ services, with full accident and emergency departments, critical / coronary care units and consultant led beds at Barrow and Lancaster plus a primary care assessment service with GP led inpatient beds in Kendal. All three sites provide a range of planned care, including outpatients, diagnostics, therapies, day case and inpatient surgery. In addition a range of local outreach services and diagnostics are provided from a number of community facilities.
The Trust employs approximately 5 000 staff (4 300 WTE’s) and had a total income in 2010/11 of approximately 254 000 000 GBP.
Activity 2010/11.
Inpatient visits 77 000.
Outpatients visits 400 000.
A&E attendances 90 000.
The strategic context.
The Trust has recognised that medical records management is an area for improvement. It has already taken short-term actions following the external review of medical records.
At present University Hospitals of Morecambe Bay NHS Foundation Trust is faced with an expanding requirement to manage medical records. There are specific problems of space to store records, timeliness of delivery and availability of records across multiple sites.
There is a pressing need to improve the service to clinicians so that they can be sure that they have access to essential patient information when they need to, where they need to, in a secure and reliable way. This in turn will improve services to patients ensuring that those associated with their care have up-to-date and timely information available throughout the hospital.
The strategic case for this investment is therefore very strong. It addresses an immediate clinical and operational requirement, improves services to the patient, supports the Trusts Informatics strategy and improves the security and confidentiality of patient records.
The prime drivers for this initiative directly address these recommendations with respect to the health and safety of Trust staff and equally importantly the care and safety of patients to whom the Trust serves. Clinical care and therefore decision making, is only as good as the information it is informed by. The solutions offered via this procurement must remove the Trusts reliance on the physical case note and at the same time improve information coverage, accuracy and clarity delivered at the point of clinical care.
Scope.
The Trusts Health Records Service (the Service) is currently facing unsustainable pressures, manifested most visibly in its libraries, which are packed beyond capacity. The trust has invested in some short term interim additional storage that will provide adequate case note storage capacity up to January 2014. This procurement has the fundamental objective of providing a long term case note management solution through the use of electronic document management systems capability that will integrate tightly with the Trusts electronic patient record system (Lorenzo). Lorenzo ePR phase one deployment went live October 2008 with phase 2, replacement patient administration capability live in June 2010. The system is being delivered to UHMB using the national programme for information technology (NPfIT) local service provider (LSP) contracts, computer science corporation alliance (CSCA) are responsible for the Lorenzo deployment project at the Trust. The Lorenzo system is being deployed within University Hospitals of Morecambe Bay NHS Foundation Trust as a true clinical portal, providing a one stop shop for clinicians to access or input any patient information they require through a single secure log on. Any resultant systems capability offered through this procurement must adhere to this principle.
This procurement aims to reinforce compliance with the Trusts own medical records policy objectives by providing:
— Better quality of clinical records – improved patient care,
— Better storage and retrieval of clinical records,
— Improved control of clinical records,
— Compliance with legislation and standards,
— Improved disposal of clinical records and,
— Reduced costs.
The Trust requires a significant improvement in the percentage of notes available at all patient facing events, typically the Trust achieves only on average 90 %-95 %. The Trust requires 100 % as a result of this project.
The prime driver for this procurement is the improvement of patient care in terms of both efficiencies and safety.
The 2 lots described in this OJUE notice aim to give suppliers flexibility in how they construct a service able to satisfy the Trusts objective, however the Trust expects to contract with a single prime contractor who will deliver the full capability required.
The supplier and solution must be accredited with the following standards:
— ISO 9001:2008 quality management,
— ISO 27001 information security management,
— ISO 14001:2004 environmental management,
— ISO 15489 records management.
The Trust requires a complete successful deployment of this service by October 2013.
Key business drivers.
There is a significant organisation devoted to ensuring that the paper record is kept up to date and is available to those who need to use it. This includes over 98.7 WTE staff in the Medical Records and Outpatients department, a proportion of these staff have a dual responsibility for both the case note management and the outpatient appointment / reception processes.
This current situation has led to a multitude of problems:
— Existing paper patient notes are often unavailable, difficult to find, in a poor state or incomplete,
— There can be multiple sets of notes for a patient e.g. main file, maternity file, physiotherapy file – and some patients even have multiple main files,
— Staff – including nurses – are duplicating effort (and records) in an effort to compensate for the problems. This also adds risk as there is no single ‘version of the truth’,
— It is extremely difficult for anybody to find all information about a patient with information held on multiple clinical systems,
— Paper notes can only be seen by the person holding them, requiring notes to be copied for MDTs,
— The end result is a complexity that also contributes to poor data quality with no ownership,
— The direct cost of managing and administering the paper record is high.
An EDMS solution will enable the Trust to convert paper health records to an electronic scanned image and then provide networked PC based access to the information contained in these records across the hospital.
In summary the key business drivers are:
— Poor security of paper Health Record,
— Cost of maintaining paper files – filing, retrieving, delivering, culling and destroying,
— Paper files susceptible to fire and flood,
— Storage facilities over-loaded leading to handling problems,
— Pressure on storage space,
— Cost of transporting paper files between sites,
— Duplication and fragmentation of files in several locations,
— Lost and missing files – unavailability of Health Record for appointment,
— Need to access to stored files when needed – time delays in accessing paper file,
— Inability to share information over different sites or for multiple clinic appointments,
— ePR alignment and strategic fit.
2)Common procurement vocabulary (CPV)

48613000

3)Quantity or scope

This would involve a supplier to provide a fully end-to-end managed service including secure offsite physical storage facilities and the provision of an electronic version of the case note via the Lorenzo system on every networked desktop within UHMB.
It is expected that the service will provide storage for approx. 700 000 paper case notes with the facility to digitise any case note within an agreed SLA and provide electronically back to the Trust via the secure NHS N3 network in a context-aware setting accessed through the Trust PAS Lorenzo. It’s the suppliers responsibility to confirm the exact number of notes to be managed through this service.
The electronic case note will match all current legal and practical requirements with the characteristics necessary for use by all consultants, doctors, clinicians and service providers such as ward staff through presentation by speciality and chronological order. The resultant scanned case note must be presented to clinicians in a user friendly familiar format taking advantage of existing chapter headings and differentiation of document types. It is expected that full use of colour will be used along with optical character recognition giving visual cues and full text searching.
The service must also provide the facility to locally scan ‘new paper’ and append to the already electronic record in a context sensitive setting recognising episode encounters and event constructs.
This option requires a Lorenzo to EDMS patient context interface, fully maintained by the supplier.
The service must include the click through capability from Lorenzo maintaining the patient context and any security / sensitivity flagging for all case note access both historical and new records. The new records will be the combination of external to UHMB documentation and internally generated. Internally generated paperwork templates will be generated by the EDMS making use of barcoding to identify: speciality; treatment function code; patient event; encounter; and episode context.
This service must recognise a range of triggers that will automatically request a scanned case note (the demand). As a minimum the service will recognise a OPD clinic pulling list, an inpatient TCI list, the conversion of an A&E encounter to an in-patient admission in addition the service will provide for an ad-hoc request for a paper note to be scanned.
The service must also include a fully audited destruction process set against business rules defined by the Trust once scanning of the paper case note is complete.
Interface delivery.
This LOT implicitly includes a set of complex interfaces. The interfaces will exist between the EDMS delivered solution either sitting within UHMB infrastructure, the suppliers own technical infrastructures and the Trusts Lorenzo ePR system.
UHMB has a mature ensemble Trust Integration Engine (TIE), this TIE connects and communicates between all locally hosted systems at UHMB and also provides a strategic messaging layer between UHMB and national systems including the Trusts ePR Lorenzo.
The Lorenzo messaging layer is fully managed and maintained by Computer Science Corporation Alliance (CSCA), it is the suppliers responsibility to ensure the most effective secure system interfaces are provided as part of this procurement.
The supplier must adhere to the HL7 messaging standards and any proposal needs to demonstrate how the application will interface with Lorenzo. The supplier should detail its applications in context with the NHS Interoperability Toolkit framework.
Minimum complex interfaces expected:
Patient identification.
Patient identification and context, as the only route to the EDMS image is via Lorenzo this message will primarily use a combination of system user; NHS number; case note number and other appropriate patient; user and context information identification giving a guaranteed match between each system. This interface will also highlight any security or sensitivity flagging allowing the EDMS solution to respond accordingly. This will drive the click through aspect of the systems integration.
Triggers to support scan on demand.
Structured messages will be solicited from Lorenzo to the EDMS solution to present patients lists to support scan on demand processes; each patient list will include absolute patient identification and the context of the request e.g. outpatients pulling list, inpatient TCI list.
Paper template.
The new records will be the combination of external to UHMB documentation and internally generated paperwork. Internally generated paperwork templates will be produced by the EDMS making use of barcoding to identify: speciality; treatment function code; patient event; encounter; and episode context. An interface set needs to support the production of this paperwork in context with the patient.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 2 Lot title: Internal scanning solution

1)Short description

University Hospitals of Morecambe Bay NHS Foundation Trust (UHMB) has a requirement to procure a provider of an electronic data management system on either a fully managed service basis or via an internal scanning solution supported by existing Trust staff.
Trust profile.
University Hospitals of Morecambe Bay NHS Foundation Trust is a large acute hospital organisation serving the population of South Cumbria and North Lancashire. The Trust operates from 3 main hospital sites, Royal Lancaster Infirmary (RLI) in Lancaster, Furness General Hospital (FGH) in Barrow and Westmorland General Hospital (WGH) in Kendal serving a population of circa 363 000 spread across an area of over 1 000 square miles.
Each hospital has a range of ‘General Hospital’ services, with full accident and emergency departments, critical / coronary care units and consultant led beds at Barrow and Lancaster plus a primary care assessment service with GP led inpatient beds in Kendal. All three sites provide a range of planned care, including outpatients, diagnostics, therapies, day case and inpatient surgery. In addition a range of local outreach services and diagnostics are provided from a number of community facilities.
The Trust employs approximately 5 000 staff (4 300 WTE’s) and had a total income in 2010/11 of approximately 254 000 000 GBP.
Activity 2010/11.
Inpatient visits 77 000.
Outpatients visits 400 000.
A&E attendances 90 000.
The strategic context.
The Trust has recognised that medical records management is an area for improvement. It has already taken short-term actions following the external review of medical records.
At present University Hospitals of Morecambe Bay NHS Foundation Trust is faced with an expanding requirement to manage medical records. There are specific problems of space to store records, timeliness of delivery and availability of records across multiple sites.
There is a pressing need to improve the service to clinicians so that they can be sure that they have access to essential patient information when they need to, where they need to, in a secure and reliable way. This in turn will improve services to patients ensuring that those associated with their care have up-to-date and timely information available throughout the hospital.
The strategic case for this investment is therefore very strong. It addresses an immediate clinical and operational requirement, improves services to the patient, supports the Trusts Informatics strategy and improves the security and confidentiality of patient records.
The prime drivers for this initiative directly address these recommendations with respect to the health and safety of Trust staff and equally importantly the care and safety of patients to whom the Trust serves. Clinical care and therefore decision making, is only as good as the information it is informed by. The solutions offered via this procurement must remove the Trusts reliance on the physical case note and at the same time improve information coverage, accuracy and clarity delivered at the point of clinical care.
Scope.
The Trusts Health Records Service (the Service) is currently facing unsustainable pressures, manifested most visibly in its libraries, which are packed beyond capacity. The trust has invested in some short term interim additional storage that will provide adequate case note storage capacity up to January 2014. This procurement has the fundamental objective of providing a long term case note management solution through the use of Electronic Document Management Systems capability that will integrate tightly with the Trusts electronic patient record system (Lorenzo). Lorenzo ePR phase one deployment went live October 2008 with phase 2, replacement patient administration capability live in June 2010. The system is being delivered to UHMB using the national programme for information technology (NPfIT) local service provider (LSP) contracts, computer science corporation alliance (CSCA) are responsible for the Lorenzo deployment project at the Trust. The Lorenzo system is being deployed within University Hospitals of Morecambe Bay NHS Foundation Trust as a true clinical portal, providing a one stop shop for clinicians to access or input any patient information they require through a single secure log on. Any resultant systems capability offered through this procurement must adhere to this principle.
This procurement aims to reinforce compliance with the Trusts own medical records policy objectives by providing:
— Better quality of clinical records – improved patient care,
— Better storage and retrieval of clinical records,
— Improved control of clinical records,
— Compliance with legislation and standards,
— Improved disposal of clinical records and,
— Reduced costs.
The Trust requires a significant improvement in the percentage of notes available at all patient facing events, typically the Trust achieves only on average 90 %-95 %. The Trust requires 100 % as a result of this project.
The prime driver for this procurement is the improvement of patient care in terms of both efficiencies and safety.
The 2 lots described in this OJUE notice aim to give suppliers flexibility in how they construct a service able to satisfy the Trusts objective, however the Trust expects to contract with a single prime contractor who will deliver the full capability required.
The supplier and solution must be accredited with the following standards:
— ISO 9001:2008 quality management,
— ISO 27001 information security management,
— ISO 14001:2004 environmental management,
— ISO 15489 records management.
The Trust requires a complete successful deployment of this service by October 2013.
Key business drivers.
There is a significant organisation devoted to ensuring that the paper record is kept up to date and is available to those who need to use it. This includes over 98.7 WTE staff in the medical records and outpatients department, a proportion of these staff have a dual responsibility for both the case note management and the outpatient appointment / reception processes.
This current situation has led to a multitude of problems:
— Existing paper patient notes are often unavailable, difficult to find, in a poor state or incomplete,
— There can be multiple sets of notes for a patient e.g. main file, maternity file, physiotherapy file – and some patients even have multiple main files,
— Staff – including nurses – are duplicating effort (and records) in an effort to compensate for the problems. This also adds risk as there is no single ‘version of the truth’,
— It is extremely difficult for anybody to find all information about a patient with information held on multiple clinical systems,
— Paper notes can only be seen by the person holding them, requiring notes to be copied for MDTs,
— The end result is a complexity that also contributes to poor data quality with no ownership,
— The direct cost of managing and administering the paper record is high.
An EDMS solution will enable the Trust to convert paper health records to an electronic scanned image and then provide networked PC based access to the information contained in these records across the hospital.
In summary the key business drivers are:
— Poor security of paper health record,
— Cost of maintaining paper files – filing, retrieving, delivering, culling and destroying,
— Paper files susceptible to fire and flood,
— Storage facilities over-loaded leading to handling problems,
— Pressure on storage space,
— Cost of transporting paper files between sites,
— Duplication and fragmentation of files in several locations,
— Lost and missing files – unavailability of Health Record for appointments,
— Need to access to stored files when needed – time delays in accessing paper file,
— Inability to share information over different sites or for multiple clinic appointments,
— ePR alignment and strategic fit.
2)Common procurement vocabulary (CPV)

48329000, 72310000, 48311100, 79999100, 48318000

3)Quantity or scope

This would involve a supplier to provide an internally provided scanning system utilising the existing records stores and staff with the provision of an electronic version of the case note via the Lorenzo system on every networked desktop within UHMB.
It is expected that the electronic case note will be provided in a context-aware setting accessed through the Trust PAS Lorenzo.
The electronic case note will at least match all current legal and practical requirements with the characteristics necessary for use by all consultants, doctors, clinicians and service providers such as ward staff through presentation by speciality and chronological order if appropriate. The resultant scanned case note must be presented to clinicians in a user friendly familiar format taking advantage of existing chapter headings and differentiation of document types. It is expected that full use of colour will be used along with optical character recognition giving visual cues and full text searching.
The service must also provide the facility to locally scan ‘new paper’ and append to the already electronic record in a context sensitive setting recognising episode encounters and event constructs.
This option requires a Lorenzo to EDMS patient context interface, fully maintained by the supplier.
The service must include the click through capability from Lorenzo maintaining the patient context and any security / sensitivity flagging for all case note access both historical and new records. The new records will be the combination of external to UHMB documentation and internally generated. Internally generated paperwork templates will be generated by the EDMS making use of barcoding to identify: speciality; treatment function code; patient event; encounter; and episode context.
This service must recognise a range of triggers that will automatically request a scanned case note (the demand). As a minimum the service will recognise a OPD clinic pulling list, an inpatient TCI list, the conversion of an A&E encounter to an in-patient admission in addition the service will provide for an ad-hoc request for a paper note to be scanned.
The service must recognise when the Trust has destroyed a set of notes and mark the record appropriately to avoid any confusion and include a fully audited destruction process set against business rules defined by the Trust once scanning of the paper case note is complete.
It is anticipated that three scanning teams managed and staffed by the Trust (supplemented with temporary staff where required) would be established at the three main medical record libraries. The case note will be pulled as before but instead of delivery to clinician it will be passed to the Trust scanning team for scanning. The record will then be available to the clinician electronically.
The service must also provide the facility to locally scan ‘new paper’ and append to the already electronic record in a context sensitive setting recognising episode encounters and event constructs.
Given the storage challenges within the UHMB estate the suppliers must provide suitable accommodation for the additional staff and equipment in each location for as long as required, until the existing case note libraries are sufficiently reduced to provide this space internally. If this accommodation is offsite any network infrastructure must be provided as per UHMB/NHS security standards.
Interface delivery.
This lot implicitly includes a set of complex interfaces. The interfaces will exist between the EDMS delivered solution either sitting within UHMB infrastructure, the suppliers own technical infrastructures and the Trusts Lorenzo ePR system.
UHMB has a mature ensemble trust integration engine (TIE), this TIE connects and communicates between all locally hosted systems at UHMB and also provides a strategic messaging layer between UHMB and national systems including the Trusts ePR Lorenzo.
The Lorenzo messaging layer is fully managed and maintained by Computer Science Corporation Alliance (CSCA), it is the suppliers responsibility to ensure the most effective secure system interfaces are provided as part of this procurement.
The supplier must adhere to the HL7 messaging standards and any proposal needs to demonstrate how the application will interface with Lorenzo. The supplier should detail its applications in context with the NHS Interoperability Toolkit framework.
Minimum complex interfaces expected:
Patient identification.
Patient identification and context, as the only route to the EDMS image is via Lorenzo this message will primarily use a combination of system user; NHS Number; case note number and other appropriate patient; user and context information identification giving a guaranteed match between each system. This interface will also highlight any security or sensitivity flagging allowing the EDMS solution to respond accordingly. This will drive the click through aspect of the systems integration.
Triggers to support scan on demand.
Structured messages will be solicited from Lorenzo to the EDMS solution to present patients lists to support scan on demand processes; each patient list will include absolute patient identification and the context of the request e.g. outpatients pulling list, inpatient TCI list.
Paper template.
The new records will be the combination of external to UHMB documentation and internally generated paperwork. Internally generated paperwork templates will be produced by the EDMS making use of barcoding to identify: speciality; treatment function code; patient event; encounter; and episode context. An interface set needs to support the production of this paperwork in context with the patient.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The contracting authority reserves the right to require deposits and/or guarantees and/or bonds and/or any other form of security. Details will be provided in the contract documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Further details will be provided in the contract documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The contracting authority reserves the right to require groupings of bidders to take a particular legal form, a single bidder to take primary liability or each party to undertake joint and several liability.
Consortia bids are acceptable.
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: As set out in the PQQ which is available from the address in Section I.1.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the PQQ which is available from the address in Section I.1.
Minimum level(s) of standards possibly required: As set out in the PQQ which is available from the address in Section I.1.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the PQQ which is available from the address in Section I.1.
Minimum level(s) of standards possibly required:
It is preferable that the ‘Provider’ and solution should be accredited with the following standards:
— ISO9001: 2008 quality management,
— ISO27001 information security management,
— ISO14001: 2004 environmental management,
— ISB 0129 (DSCN 14/2009) patient safety risk management.
And as additionally set out in the PQQ which is available from the address in Section I.1.
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

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
Objective criteria for choosing the limited number of candidates: As set out in the pre-qualification questionnaire which is available from the address in Section I.1.
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:
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 24.2.2012 – 23:59
IV.3.4)Time limit for receipt of tenders or requests to participate

7.3.2012 – 23:59
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

20.3.2012
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

(A) The Contracting Authority intends to use an eTendering system in this procurement exercise.
Suppliers instructions 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://uhmb.bravosolution.co.uk and click the link to register,

— 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 e-mail 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 “PQQs / ITTs Open To All Suppliers” link. (These are pre-qualification questionnaires or invitations to tender open to any registered supplier),
— Click on the relevant PQQ/ ITT 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 /ITT into your “My PQQs/ My ITTs” page. (This is a secure area reserved for your projects only),
— 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/ ITT,
— There may be a mixture of online & offline actions for you to perform (there is detailed online help available). You must then publish your reply using the publish button in the “Actions” box on the left-hand side of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.
(B) Any supplier may be disqualified who does not respond to the following in the requisite manner:
1) Supplying a profile in NHS Supplier Information Database (sid4health) as part of their PQQ submission.
The Contracting Authority has no influence in relation to the time period involved in the generation of a sid4health profile, however, it understands that the process can take between 2 to 5 days and that these timescales may vary from country to country.
(C) The contracting authority does not bind itself to accept the lowest or any offer.
(D) The contracting authority is not responsible for any costs incurred by bidders in relation to their participation in this process.
(E) Bidders should be aware that TUPE may apply to this contract.

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 contracting authority will incorporate a minimum 10 calendar day standstill period at the point of information on the decision to award the contract is communicated to bidders in accordance with Regulation 32A of the Public Contracts Regulations 2006. Any bidder 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 as set out in part 9 of the Public Contracts 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:2.2.2012