Electronic Patient Record Tender

Electronic Patient Record Tender

Calderdale and Huddersfield NHS Foundation Trust is seeking to transform the way in which it delivers care through the procurement and implementation of a single integrated Electronic Patient Record Solution.

United Kingdom-Huddersfield: Software package and information systems

2014/S 061-102889

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Calderdale and Huddersfield NHS Foundation Trust
Acre Street, Lindley
For the attention of: Julie Thrippleton
HD3 3EA Huddersfield
Telephone: +44 1484355210
E-mail: julie.thrippleton@cht.nhs.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

Regional or local authority
I.3)Main activity

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Bradford Teaching Hospitals NHS Foundation Trust
Duckworth Lane
BD9 6RJ Bradford

Section II: Object of the contract

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

EPR-Enabled Transformation Programme.
II.1.2)Type of contract and location of works, place of delivery or of performance

Main site or location of works, place of delivery or of performance: Huddersfield Royal Infirmary, Huddersfield and Calderdale Royal Hospital, Halifax in West Yorkshire, UK.
Potentially Bradford Teaching Hospitals NHS Foundation Trust, Duckworth Lane, Bradford, West Yorkshire, UK.
NUTS code UKE43

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Calderdale and Huddersfield NHS Foundation Trust is seeking to transform the way in which it delivers care through the procurement and implementation of a single integrated Electronic Patient Record (EPR) Solution.
II.1.6)Common procurement vocabulary (CPV)

48000000, 48180000, 48810000, 48814000, 48814400, 48814200

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

This contract is divided into lots: no
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Calderdale and Huddersfield NHS Foundation Trust (‘the Trust’) is seeking to transform the way in which it delivers care through the procurement and implementation of a single integrated Electronic Patient Record (EPR) solution. This procurement will utilise the competitive dialogue procedure.
The Trust is seeking a partner who can work with the Trust in delivering a HIMSS (Healthcare Information and Management Systems Society) Europe Electronic Medical Record Adoption Model (EMRAM) Stage 6/7 solution and realising the associated transformational opportunities.
The Trust wishes to procure, amongst other things, the following services and products:
Services Overview:
— A partnership approach based on shared goals;
— Transformation, organisational development change management and business process redesign;
— Maximising Return on Investment (RoI) through benefits identification, tracking and realisation and reducing Trust IT costs;
— Solution implementation including programme and project management, technical services and training;
— Service management, continuous improvement, innovation, maintenance and support.
Products Overview:
— Patient Administration System (PAS);
— Emergency Department;
— Order Communications;
— e-Prescribing and Medicines Management;
— Integrated Care Planning;
— The Clinical Record, Clinical Noting and Information;
— Clinical Decision Support;
— Shared Pathways and Decision Making;
— Management Information.
In addition, the system should be capable of expansion to provide functionality either currently provided by specialist departmental systems or new functionality.
The Potential Provider Briefing Paper that the Trust is making available alongside the PQQ documentation builds on the Overview information provided above, It sets out additional detail surrounding:
— EPR core functionality (at para 6.1.1);
— Systems that are currently being assessed as ‘best of breed’ and as such will not be aligned initially with the core but overtime are likely to become included within the core EPR (at para 6.1.2);
— Systems that are currently considered to be out with the core EPR and are not expected to part of the current offer from the EPR suppliers (at para 6.1.3).
A single integrated solution is required, preferably from a single solution supplier, to enable clinicians to access an increasing set of clinical information over time. All suppliers must undertake to work with other Trust suppliers to achieve the required standard of integration. The Trust is content to receive PQQ responses and Final Tenders that reflect a ‘prime’ Solution Provider and sub-contracted transformation and Return on Investment (RoI)/benefits partner arrangement.
Should it prove to be necessary, the Trust reserves the right to amend the size and scope of the contract to reflect any future organisational changes that might be made to the Trust (or to successor organisations) which might mean that the contract should ‘follow’ the Trust to an evolved, or to a different, organisational entity. Additionally, the Trust reserves the right to extend the scope of the contract to add additional Trusts from [specify candidate geographical location, perhaps in terms of region in sufficient detail but sufficiently widely to cover candidate Trusts] to the contract via a CCN. For example, Bradford Teaching Hospitals NHS Foundation Trust is actively following project progress and may opt to join the contract shortly following contract award, or thereafter.
It is envisaged that the period of the contract will be awarded in January 2015. The duration of contract will be 10 years, with the option for the Trust to extend the contract for a further 5 years in yearly periods and, potentially, for longer.
An indicative 10 year supplier budget of 18,000,000 – 30,000,000 GBP has been set for the procurement. A budget of GBP 18,000,000 has been set for the core requirements of Calderdale & Huddersfield NHS Foundation Trust. A further indicative budget of GBP 12,000,000 has been estimated to allow, subject to scope decisions, for the potential addition of Bradford Teaching Hospitals NHS Foundation Trust to the contract. This indicative 10 year supplier budget of 18,000,000 – 30,000,000 GBP would be increased should other Trusts wish to join the contract over time. See the Potential Provider Briefing Paper (PPBP) for further details.
This notice is supported by full pre-qualification questionnaire documentation, and an associated PPBP, which sets out in more detail the requirements of the Trust. As the PPBP specifies, the strategic supplier must undertake to work very closely, and in partnership with, the Trust. The Trust is looking to develop, and maintain, approaches to genuine joint-working, initially in terms of shared strategy development and, thereafter, encompassing all aspects associated with agreeing, planning and implementing solution transition and implementation. For the avoidance of doubt, the Trust is not looking to establish a more distant ‘hands-off’ relationship with the chosen partner.
The PQQ can be accessed, from the date of this Contract Notice, via email to julie.thrippleton@cht.nhs.uk

The closing date for completion and submission of the PQQ is 12:00 noon, 28.4.2014. Submissions to be made to Julie Thrippleton on the email address above.
Estimated value excluding VAT:
Range: between 18 000 000 and 30 000 000 GBP

II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 120 (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
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
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

competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 3
Objective criteria for choosing the limited number of candidates: Please refer to PQQ and Potential Provider Briefing Document.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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

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: 25.4.2014 – 13:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

28.4.2014 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The Trust cannot be held responsible for any costs incurred by Offerors in relation to the preparation of their expression of interest, offer and any subsequent post offer clarification, etc.
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:25.3.2014