Procurement of PAS and EPR systems

Basildon and Thurrock University Hospitals NHS Foundation Trust is seeking to procure a patient administration system (PAS) and electronic patient record (EPR) system.

UK-Basildon: information systems

2012/S 83-136621

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Basildon and Thurrock University Hospitals NHS Foundation Trust
Basildon Hospital, Nethermayne
For the attention of: Rosemary Cole – Contracts Manager
SS16 5NL Basildon
UNITED KINGDOM
Telephone: +44 1268524900
E-mail: tenders@btuh.nhs.uk

Internet address(es):

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

Health
Other: NHS Foundation Trust

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

Section II: Object of the contract

II.1)Description

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

Procurement of PAS and EPR systems.

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: Basildon and Thurrock Hospitals NHS Foundation Trust sites in Essex.
NUTS code

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)

Basildon and Thurrock University Hospitals NHS Foundation Trust is seeking to procure a patient administration system (PAS) and electronic patient record (EPR) system.

II.1.6)Common procurement vocabulary (CPV)

48810000, 48814000, 48180000, 48814400, 48613000, 48814200

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: yes

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Basildon and Thurrock University Hospitals NHS Foundation Trust (‘the Trust’) is seeking to procure an electronic patient record (EPR) system using the competitive dialogue procedure.
The initial core phase of the procurement is for a replacement to an existing Patient Administration System (PAS) system. The new PAS must provide bed management and outpatient self-service facilities, and ideally provide business intelligence and data warehousing functionality. Thereafter, optional phases of the procurement, for a series of additional solution components, will lead to the development of a full EPR system.
The PAS investment must provide the foundation upon which, in time, a full EPR system can be built. The Trust’s requirements will, therefore, be scoped broadly to encompass a core integrated patient management system, capable of expansion over time to include, as a minimum, the additional clinical functionality necessary to enable five key elements, the ‘Clinical 5’, set out in the 2008 Health Informatics Review:
— A PAS with integration to other systems and sophisticated reporting,
— Order communications (order comms) and Diagnostics Results Reporting (within the Trust and ordered from external healthcare providers),
— Letters with clinical coding (discharge summaries, clinic and A&E letters),
— Resource scheduling (for beds, tests, theatres, etc.),
— E-prescribing (including ‘To Take Out’ (TTO) medicines).
In addition the core system should be capable of expansion to provide functionality currently provided by specialist departmental systems interfaced to PAS. As contracts for these systems expire, the intention is to expand the core EPR system to incorporate their functionality, where possible, rather than replace them directly with new standalone departmental systems. Potential examples of such systems suitable for optional replacement include:
— A&E,
— Configurable observations, noting and assessments,
— Theatres,
— Integration engine,
— Radiology,
— Maternity; and
— Pathology (unless replaced as part of the East of England pathology restructuring).
The Trust also requires the provision of associated systems implementation services including but not limited to data migration, project management, technical implementation, interfacing and integration, training, documentation, support and maintenance.
The Trust is looking for strategic partners whose chosen solutions must be adaptable or extendable to meet the future needs of the Trust in building an electronic patient record and, potentially, beyond. The Trust therefore reserves the option to utilise additional existing and future healthcare (and other) functionality provided by the chosen supplier.
An integrated solution is required, whether from a single supplier or multiple suppliers, 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.
This advertisement is placed as a follow on from the PIN (Prior Information Notice) Ref 2012/S 55-089604 dispatched on 15 March 2012. The PIN has assisted the Trust with its planned market engagement in respect of testing the market in terms of the achievability of the scope, scale and timeframe of our requirements and to encourage input from potential suppliers to the design of the provision.

It is envisaged that the period of the contract will be awarded in early 2013. Duration of contract 10 years, with the option for the Trust to extend the contract for a further 5 years in yearly periods.
Indicative 10 year supplier budget of 5 000 000 GBP for core requirements. See PQQ for further details.
This notice is supported by full pre-qualification questionnaire documentation which will set out in more detail the requirements of the Trust. The Trust anticipates that this will be made available from 30.4.2012. The PQQ can be accessed, from the date of this Contract Notice, via the East of England Bravo portal at: https://eoecph.bravosolution.co.uk.

The closing date for completion and submission of the PQQ is anticipated to be 11.6.2012 (the PQQ will confirm the actual closing date).

II.2.2)Information about options

II.2.3)Information about renewals

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

Information and formalities necessary for evaluating if the requirements are met: As stated in the PQQ. Instructions on how to obtain the PQQ is given in VI.3 Additional Information. The PQQ must be completed and submitted by the date in point IV.3.4.
Minimum level(s) of standards possibly required: As stated in the PQQ. Instructions on how to obtain the PQQ is given in VI.3 Additional Information. The PQQ must be completed and submitted by the date in point IV.3.4.
Minimum level(s) of standards possibly required: As stated in the PQQ. Instructions on how to obtain the PQQ is given in VI.3 Additional Information. The PQQ must be completed and submitted by the date in point IV.3.4.
Minimum level(s) of standards possibly required: As stated in the PQQ. Instructions on how to obtain the PQQ is given in VI.3 Additional Information. The PQQ must be completed and submitted by the date in point IV.3.4.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As stated in the PQQ. Instructions on how to obtain the PQQ is given in VI.3 Additional Information. The PQQ must be completed and submitted by the date in point IV.3.4.
Minimum level(s) of standards possibly required: As stated in the PQQ. Instructions on how to obtain the PQQ is given in VI.3 Additional Information. The PQQ must be completed and submitted by the date in point IV.3.4.
Minimum level(s) of standards possibly required:
As stated in the PQQ. Instructions on how to obtain the PQQ is given in VI.3 Additional Information. The PQQ must be completed and submitted by the date in point IV.3.4.
Minimum level(s) of standards possibly required: As stated in the PQQ. Instructions on how to obtain the PQQ is given in VI.3 Additional Information. The PQQ must be completed and submitted by the date in point IV.3.4.

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 minimum number 3: and maximum number 5
Objective criteria for choosing the limited number of candidates: Please see PQQ.

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 yes

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

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

Trust reference 482

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: 11.6.2012 – 15:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

11.6.2012 – 15:00

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

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

VI.2)Information about European Union funds

VI.3)Additional information

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://eoecph.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 at the top 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 ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender:
— Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining),
— 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 submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

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:26.4.2012