Electronic Patient Record Tender

Sheffield: software programming and consultancy services

The supply installation and commissioning of an electronic patient record, all associated consumables and maintenance to the Sheffield Children’s NHS Foundation Trust.

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Sheffield Children’s NHS Foundation Trust
Western Bank
For the attention of: Patricia Marriott
S10 2TH Sheffield
Telephone: +44 1142717105
E-mail: Tenders_at_Sheffield_Childrens@sch.nhs.uk

Internet address(es):

General address of the contracting authority: http://www.sheffieldchildrens.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

Body governed by public law


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: no


Section II: Object of the contract


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

The supply installation and commissioning of an electronic patient record, all associated consumables and maintenance to the Sheffield Children’s NHS Foundation Trust.


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

A combination of these
Main site or location of works, place of delivery or of performance: Sheffield Children’s NHS, Foundation Trust, Western Bank, Sheffield S10 2TH, UNITED KINGDOM.
NUTS code UKE32


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)

The supply installation and commissioning of an, electronic patient record, all associated consumables and maintenance to the Sheffield Children’s NHS Foundation Trust.


II.1.6)Common procurement vocabulary (CPV)



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

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



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:

Broad scope.
The supply installation and commissioning of an, electronic patient record, all associated consumables and maintenance for the useful life of the product to the Trust.
General plan is to procure and implement a set of modules (functional parts) of what is traditionally termed and electronic patient record (EPR). The Trust wants the chosen option to be flexible in respect of timescales for implementation of the parts and the actual purchase of the parts. The Trust has a general outline as to the implementation/procurement timescales. The initial need is clearer than the longer term requirements and these depend on finances and the ability of the Trust to implement parts as well as a changing market and a changing NHS needs base.
It is required that the supplier will have the parts described already available and not as general future plans to create, although this is not a hard and fast rule. All functions graded as stage 1 are mandatory elements and must be available by implementation, functions graded as stage 2 are highly desirable elements.
There is likely to be 2 stages to the procurement with payments being made when functions/modules are taken, the stages and options are not a hard and fast rule unless specified:
Stage 1 being the immediate must haves with a short timescales of implementation and procurement.
Followed by a more slower phased stage 2 and these will be dependent on benefits that can be achieved and the needs of the Trust.
The overarching need is for functionality that will replace existing disparate systems with an inclusive product with potential for future development with products that are advanced and likely to provide long term benefits and minimise the need for short term future changes. The product must support the business of the Trust providing a platform for change and growth of services.
It is desirable but not mandatory for the toolset to utilise what the Trust already has or knows such as be based around Microsoft technologies and licensing, be usable within a virtualised system environment, to be accessible via a web browser within the organisation and not require a thick client, to have access options for more than just desktop PC’s with high bandwidth networks and to be highly customisable to the specific needs of the Trust with changes being made by Trust staff without recourse to a supplier. The toolset must be supplier supported with high availability access to technical support. The toolset must support a British children’s NHS service and the mandatory functions to be live in the minimum of two sites preferably in the NHS in the UK.
Stage 1 will be around a patient administration system (PAS) and functionality generally associated with a PAS.
A development toolset that will allow the Trust to migrate numerous small scale databases and systems into the wider environment providing seamless integration with business intelligence tools and user access.
The functional areas are listed below and not exhaustive but are an indicative high level list of the Trust’s needs stating the stage followed by the function:
— 1 (mandatory), PAS (PMI),
— 1 (mandatory), PAS inpatient, outpatient, waiting list, day case, choose and book, ward attenders, alerts, scheduling, patient record management e.g. duplicates, NHS numbers, letters, clinics, integration with letters such as merging PMI/GP details, etc.,
— 1, case note tracking,
— 1 (mandatory), bed management,
— 1 (mandatory), clinical tools/development environment, system customisation,
— 1 (mandatory), accident and emergency, short stay ward (referral unit),
— 1 (mandatory), business intelligence tools, reports tools with extracts and statutory returns,
— 1, integrated work flow and process flow and customisation ability,
— 1 (mandatory), integration facilities, 2 way options with the ability to export and import data from other systems,
— 1/2, clinical notes and customisation ability,
— 2, community services (primarily child health, school nursing, health visiting, speech and language therapy, community nursing),
— 2, child and adolescent mental health,
— 2, adoption and looked after children’s services,
— 2, clinical and non clinical document management,
— 2, theatre, anaesthetics, sterile supplies service integration,
— Potential future need, order communications/results reporting,
— Potential future need, therapy services,
— Potential future need, integration options with social services, messaging tools,
— Potential future need, prescribing and medicines stock/management,
— Potential future need, PACS/RIS integration,
— Services,
— 1 (mandatory), data migration, data take on, data cleansing,
— 1 (mandatory), data set change notice management,
— 1 (mandatory), project management and support including training and benefits/change management, implementation.


II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

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: 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: 1) A statement of the educational and professional qualifications of the bidder’s managerial staff and of the persons who will be responsible for carrying out the contract requirements must be submitted with the expression of interest;
2) A reference from the bidder’s banker must be submitted with the expression of interest;
3) A statement of the bidder’s overall turnover must be submitted with the expression of interest.


III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please supply 3 years audited accounts with your expression of interest.


III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
1) Detail of public sector contracts preferably within the NHS within the UK, relating to the goods/service to be tendered;
2) The provision of 3 reference sites, with contact details, preferably NHS within the UK.


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



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:



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



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 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

Expressions of interest must be in writing in hard copy, the reference 1327/T/EU/PM and the closing date for expressions of interest 19.12.2011 must be stated on the outside of the envelope. No further information is available until the despatch of the invitation to tender. The Trust reserves the right not to award.


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:11.11.2011