Medical Records Digitisation Tender

Medical Records Digitisation Tender

Morecambe Bay has funding to fully digitise their Lloyd George medical records to a cloud solution.

United Kingdom-Preston: Scanning services

2019/S 243-597593

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: NHS Morecambe Bay CCG
Town: Preston
NUTS code: UKD
Country: United Kingdom
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
Internet address(es):Main address: https://www.morecambebayccg.nhs.uk

I.1)Name and addresses

Official name: NHS Greater Preston Clinical Commissioning Group
Town: Leyland
NUTS code: UKD
Country: United Kingdom
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
Internet address(es):Main address: https://www.healthierlsc.co.uk

I.1)Name and addresses

Official name: NHS Chorley and South Ribble Clinical Commissioning Group
Town: Leyland
NUTS code: UKD
Country: United Kingdom
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
Internet address(es):Main address: https://www.healthierlsc.co.uk

I.1)Name and addresses

Official name: NHS Blackburn with Darwen Clinical Commissioning Group
Town: Blackburn
NUTS code: UKD
Country: United Kingdom
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
Internet address(es):Main address: https://www.healthierlsc.co.uk

I.1)Name and addresses

Official name: NHS East Lancashire Clinical Commissioning Group
Town: Nelson
NUTS code: UKD
Country: United Kingdom
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
Internet address(es):Main address: https://www.healthierlsc.co.uk

I.1)Name and addresses

Official name: NHS Blackpool Clinical Commissioning Group
Town: Blackpool
NUTS code: UKD
Country: United Kingdom
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
Internet address(es):Main address: https://www.healthierlsc.co.uk

I.1)Name and addresses

Official name: NHS Fylde and Wyre Clinical Commissioning Group
Town: Wakefield
NUTS code: UKD
Country: United Kingdom
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
Internet address(es):Main address: https://www.healthierlsc.co.uk

I.1)Name and addresses

Official name: NHS West Lancashire Clinical Commissioning Group
Town: Ormskirk
NUTS code: UKD
Country: United Kingdom
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
Internet address(es):Main address: https://www.healthierlsc.co.uk

I.2)Information about joint procurement

The contract involves joint procurement
The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/scwcsu/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Health

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Digitisation of Lloyd George Medical Records for GP Practices across NHS Lancashire and South Cumbria ICS

II.1.2)Main CPV code

79999100

II.1.3)Type of contract

Services

II.1.4)Short description:

Lancashire and South Cumbria integrated care system have been part of the national NHSX teams acceleration programme in which they have secured funding to enable Morcambe Bay Clinical Commissioning Group to fully digitise their Lloyd George medical records. This is in accordance with the General Medical Services Contract Reform 2019 to digitise all Lloyd George records in a phased approach across the integrated care system footprint by 2023.

This procurement for Morecambe Bay Clinical Commissioning Group is part of a larger digitisation programme and the first of 5 phases covering the 5 integrated care providers for Lancashire and South Cumbria. There will be potential to roll out to the rest of Lancashire and South Cumbria.

Morecambe Bay has funding to fully digitise their Lloyd George medical records to a cloud solution which will not only create efficiencies within general practice but free up much needed space within the practice.

II.1.5)Estimated total value

Value excluding VAT: 4 200 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

79996100
72512000
60000000
92512100
72317000
63121100

II.2.3)Place of performance

NUTS code: UKD
Main site or place of performance:

UKD North West England, UKD1 Cumbria, UKD4 Lancashire.

II.2.4)Description of the procurement:

This procurement for Morecambe Bay Clinical Commissioning Group is part of a larger digitisation programme and the first of 5 phases covering the 5 integrated care providers for Lancashire and South Cumbria. There will be potential to roll out to the rest of Lancashire and South Cumbria. This includes a further 200 practices across 4 Trusts and 7 clinical commissioning groups totalling circa 1 300 000 records.

Morcambe Bay Clinical Commissioning Group covers 33 GP Practices with a typical practice size of circa 7 200 patients. Practices vary in size from around 1 000 patients to a larger practice of over 63 000 patients. Morecambe Bay has a dispersed population of 350 000 spread over 310 km2 and the list size stands at 394 073 Lloyd George Envelopes containing essential historical medical records for every patient.

Each Lloyd George envelope has a broad range of detailed personal information stored inside and maintaining the security and accuracy of these legacy records are vital. Many paper records are over 60 years old and in a state of decay and becoming unreadable, this is both clinically unsafe and legally non-compliant. Practices are required to retain good patient records and, where these are historic paper records, maintain them within the Lloyd George envelope. These files can be very paper-heavy and take up huge amounts of storage space on a practice site or in secondary storage areas, sometimes at significant costs to practices.

Lancashire and South Cumbria integrated care system are leading the procurement on behalf of clinical commissioning groups and integrated care partnerships in Lancashire and South Cumbria.

Participating clinical commissioning groups and integrated care partnerships include:

— NHS Morecambe Bay CCG,

— NHS Greater Preston Clinical Commissioning Group,

— NHS Chorley and South Ribble Clinical Commissioning Group,

— NHS Blackburn with Darwen Clinical Commissioning Group,

— NHS East Lancashire Clinical Commissioning Group,

— NHS Blackpool Clinical Commissioning Group,

— NHS Fylde and Wyre Clinical Commissioning Group,

— NHS West Lancashire Clinical Commissioning Group.

The contract for scanning and the initial cloud solution will reside with the CCG.

This programme of work will deliver the following critical success factors:

Right time and quantity — delivery within the timescale, facilitated through excellent mobilisation and implementation, so as to avoid additional ad-hoc collections and processing.

Right quality and place — all Lloyd George/A4 records across the Lancashire and South Cumbria footprint (Morecambe Bay for phase 1) are scanned, uploaded to e-cloud solution, retained and destroyed in line with national British standards and as per requirements outlined in the specification.

Efficiency — Minimal disruption and burden to GP Practice staff and clinicians in delivering the contract

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 4 200 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 26/03/2020
End: 31/03/2021
This contract is subject to renewal: yes
Description of renewals:

Option to extend up to the end of March 2023.

II.2.9)Information about the limits on the number of candidates to be invited

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes
Description of options:

Option to extend up to the end of March 2023.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

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

II.2.14)Additional information

This procurement for Morecambe Bay CCG is part of a larger digitisation programme and the first of 5 phases covering the 5 integrated care providers for Lancashire and South Cumbria. There will be potential to roll out to the rest of Lancashire and South Cumbria. This includes a further 200 practices across 4 Trusts and 7 clinical commissioning groups totalling circa 1 300 000 records.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 13/01/2020
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 03/02/2020

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

Interested providers will be able to view this notice via the ‘current tenders’ list on the eProcurement system inTend, available on the following link: https://in-tendhost.co.uk/scwcsu/aspx/Home

In order to submit a bid, you will need to be registered on the eProcurement system and ‘express an interest’ and then complete a response as specified within the procurement documents.

On registration, please include at least 2 contacts to allow for access to the system in times of absence.

The services are deemed to be subject to the full regime of current EU procurement legislation and as such this tender will be conducted in accordance with and governed by, the Public Contracts Regulations 2015. This contract will therefore be awarded in accordance with the provisions applicable in Section 5 (sub-section 7) of the Public Contracts Regulations 2015.

The contracting authority intends to observe the provisions and 10 day standstill period described in the Public Contracts Regulations 2015. Unsuccessful bidders and applicants will receive scores and reasons for the decision, including the characteristics and relative advantages of the winning bid and the reasons why the bidder/applicant was unsuccessful. Deadlines for lodging appeals should be in accordance with the Regulations.

VI.4)Procedures for review

VI.4.1)Review body

Official name: NHS Morecambe Bay CCG
Town: Preston
Country: United Kingdom
E-mail: mlcsu.customercarelancashire@nhs.net

VI.4.2)Body responsible for mediation procedures

Official name: NHS Morecambe Bay CCG
Town: Preston
Country: United Kingdom
E-mail: mlcsu.customercarelancashire@nhs.net
VI.4.3)Review procedure

VI.4.4)Service from which information about the review procedure may be obtained

Official name: NHS Morecambe Bay CCG
Town: Preston
Country: United Kingdom
E-mail: mlcsu.customercarelancashire@nhs.net

VI.5)Date of dispatch of this notice:

13/12/2019