Supply Electronic Document Management System

University Hospitals Southampton NHS Foundation Trust (UHS) is going out to tender for the provision of an electronic document management system (EDMS) solution as part of the IM&T ‘Digital by default’ strategy.

United Kingdom-Southampton: Document management system

2014/S 083-144209

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

University Hospital Southampton NHS Foundation Trust
Graham Road
For the attention of: Jeremy Day
SO14 0YG Southampton
UNITED KINGDOM
Telephone: +44 2380825132
Fax: +44 2380825932

Internet address(es):

General address of the contracting authority: http://www.uhs.nhs.uk

Electronic access to information: www.delta-esourcing.com

Electronic submission of tenders and requests to participate: www.delta-esourcing.com

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

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

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

Solent NHS Trust
Adelaide Health Centre, Western Community Hospital Campus, William Macleod Way, Millbrook
SO16 4XE Southampton
UNITED KINGDOM

Southern Health NHS Foundation Trust
Tatchbury Mount, Calmore
SO40 2RZ Southampton
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

UHS10332 Electronic Document Management System.

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

Supplies
Purchase

NUTS code UKJ3

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)

Document management system. Document management software package. University Hospitals Southampton NHS Foundation Trust (UHS) is going out to tender for the provision of an electronic document management system (EDMS) solution as part of the IM&T ‘Digital by default’ strategy. The EDMS solution will consist of software together with implementation and ongoing support and maintenance services. This procurement may be extended to include UHS partner organisations e.g. Solent NHS Trust and Southern Health NHS Foundation Trust.

II.1.6)Common procurement vocabulary (CPV)

48311100, 48311000

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: no

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The combination of an EDMS and in house scanning of paper case notes is a key component of the Trust’s IM&T strategy to create a true electronic patient record (EPR). To achieve this, the project will:
1. Implement an intuitive EDMS user interface as part of the existing EPR to enable UHS staff to access relevant patient information more quickly.
2. Enable tablet access to EDMS.
3. Enable any paper notes created during a patient’s care to be scanned and indexed as part of the EDMS.
It is envisaged that by 2017 this will remove the need for local storage and provision of paper case notes to support patient care. Between 2015 and 2017, information from paper case notes will be scanned into the EDMS to support patient care.
The EDMS solution procured will be required to:
— Integrate with the existing UHS EPR, as part of the integrated EDMS product suite.
— Acquire, index and store data from scanned documents.
— Present data through an intuitive user friendly graphical user interface (GUI) with a single view of both scanned documents and documents created in the UHS EPR.

II.2.2)Information about options

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 24 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Duration in months: 60 (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:

Please see PQQ for further information.

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

Please see PQQ for further information.

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

Please see PQQ for further information.

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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
Please see PQQ for further information.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please see PQQ for further information.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please see PQQ for further information.

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

Restricted

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 for further information.

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:

UHS10332

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

27.5.2014 – 14:00

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

For more information about this opportunity, please visit the Delta eSourcing portal at:

https://www.delta-esourcing.com/tenders/UK-UK-Southampton:-Document-management-system./7264UJJPM6.

To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/7264UJJPM6.

GO Reference: GO-2014425-PRO-5630417.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

University Hospital Southampton, NHS Foundation Trust
Tremona Road
SO16 6YD Southampton
UNITED KINGDOM
Telephone: +44 2380825105
Internet address: www.uhs.nhs.uk
Fax: +44 2380825932

Body responsible for mediation procedures

University Hospital Southampton, NHS Foundation Trust
Tremona Road
SO16 6YD Southampton
UNITED KINGDOM
Telephone: +44 2380825105
Internet address: www.uhs.nhs.uk
Fax: +44 2380825932

VI.4.2)Lodging of appeals

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

University Hospital Southampton NHS Foundation Trust
Tremona Road
SO16 6YD Southampton
UNITED KINGDOM
Telephone: +44 2380825105
Internet address: www.uhs.nhs.uk
Fax: +44 2380825932

VI.5)Date of dispatch of this notice:25.4.2014