Scanning Tender - Electronic Document Imaging Services

Scanning Tender – Electronic Document Imaging Services

Nottingham University Hospitals Trust (NUH) is looking to appoint a single supplier to deliver electronic document imaging services, specific to health records, to the ICT Services Directorate.

United Kingdom-Nottingham: Scanning services

2013/S 199-344448

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Nottingham University Hospitals NHS Trust
City Campus, Hucknall Road
For the attention of: Rachel Wing
NG5 1PB Nottingham
UNITED KINGDOM
Telephone: +44 1159691169
E-mail: rachel.wing@nuh.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

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:

Electronic Document Imaging Services.

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: Nottingham University Hospitals NHS Trust, Nottingham.
NUTS code UKF14

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)

Nottingham University Hospitals Trust (NUH) is looking to appoint a single supplier to deliver electronic document imaging services, specific to health records, to the ICT Services Directorate.
The Trust was formed on 1.4.2006, when the Queen’s Medical Centre and Nottingham City Hospital merged in order to develop a range of high quality, sustainable patient services delivered across several sites.
NUH is one of the largest NHS Trusts in the UK and provides acute and specialist services to 2 500 000 people within Nottingham and the surrounding communities from two hospital sites. NUH’s vision is to become the country’s best acute teaching trust by 2016.
The Trust currently has 13 000+ employees.
Accordingly a set of objectives for this initiative have been defined as:
Objectives:
— Improve clinical safety by reducing the incidence of clinicians not having timely access to relevant and consistent patient information
— Reduce the costs incurred in filing, retrieving, transporting and tracking case notes across multiple sites
— Make better use of physical storage space currently used for paper case notes
— Improve the patient experience through fewer delays and cancellations caused by incomplete or missing information being available to clinicians
— Improve the working life for staff by reducing frustrations associated with managing paper case notes.
This service has the fundamental objective of providing a long-term casenote management solution through the use of electronic document management system capability that will integrate with the Trust’s EPR (Medway PAS). Medway PAS is currently being deployed and due to go live in the autumn of 2013.
For durther information in relation to the services required please refer to the PQQ documentation available via: www.nhssourcing.co.uk

II.1.6)Common procurement vocabulary (CPV)

79999100, 72500000

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

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

II.1.9)Information about variants

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

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:

It may be a requirement for the successful bidder to provide a guarantee and/or financial bond on request. In particular, bidders should note (without limitation to III.I.3) that where the financial strenghts of an entity (in the case of a consortium bid) are used as part of the PQQ submission such entity will be required to offer a full and unlimited guarntee in respect of the obligations of all consortium members.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

NHS payment terms and conditions as outlined within the final contractual documentation.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No particular legal form is required.
Nottingham Univsersity Hospitals NHS Trust acknowledges that a consortium approach may be also be appropriate for this procurement.
In this case, the consortium will be required to:
— form a legal entity in order to enter into the contract, and such entity must be appropriately supported by each consortium member;
— sign the contract on a joint and several basis; or Powered by BravoSolution eSourcing Technology 9 / 20;
— nominate a lead contractor which will enter the contract. In this case, a guarantee in respect of the obligations of such lead contractor must be provided by each member of the consortium.
In any event, Nottingham University Hospitals NHS Trust will require appropriate evidence that suitable governance
arrangements are in place between consortium members

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: Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once): https://www.nhssourcing.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 email 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 and 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.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As outlined within the PQQ documentation.
Minimum level(s) of standards possibly required: As outlined within the PQQ documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As outlined within the PQQ documentation.
Minimum level(s) of standards possibly required:
As outlined within the PQQ documentation.

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 number of operators: 5

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:

NUH-2013-115

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

8.11.2013 – 17:00

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 of 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

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

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

The High Court
The Strand
WC2 2AA London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals: The Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the Authority as soon as possible after the decision has been made as to the reasons why the Applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2006 (SI 2006 No. 5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action.
Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Authority to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:9.10.2013