Supply Electronic Health Record Solution

Supply Electronic Health Record Solution

Oxford Health NHS Foundation Trust (as also referred to in related documents and notices as ‘Oxford Health’ or ‘the Trust’) requires the provision of an Electronic Health Record solution (Software and Services) to support the delivery of integrated community and mental health services, such solution to be delivered on a managed service basis.

UK-Oxford: Software package and information systems

2013/S 104-178734

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Oxford Health NHS Foundation Trust
Trust Headquarters, 4000 John Smith Drive
Contact point(s):
For the attention of: Rafael Sorribas
OX4 2GX Oxford

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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:

UK – Oxford: Electronic Health Record (EHR) Solution.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Oxford Health NHS Foundation Trust sites and all other associated sites.
NUTS code UKJ14

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)

Oxford Health NHS Foundation Trust (as also referred to in related documents and notices as ‘Oxford Health’ or ‘the Trust’) requires the provision of an Electronic Health Record (EHR) solution (Software and Services) to support the delivery of integrated community and mental health services, such solution to be delivered on a managed service basis. The solution will be used and accessed by Oxford Health staff, as well as other organisations who need to have access to the solution to support patient care. This includes Social Care partners, Research and Education partners, and 3rd sector care provider organisations. Oxford Health is seeking to award a contract for the provision of a managed service solution capable of supporting the delivery of care across multiple care settings including Integration and Interoperability (with existing and future Trust systems), Data Migration, System Training, Deployment, Operational Reporting, Change Management, Maintenance and Support, and Hosting Services. The service (software and infrastructure) must be robust, secure and flexible enough to support all current and potential future needs of the Trust. The solution will be required to, amongst other things, capture real time data from across the Trust and interface with the National Programme for IT and legacy systems, provide information to clinicians and administrative staff and link with Choose and Book, the Spine, the Summary Care Record, and with health and social care systems before, during and after a patient’s discharge from the Trust’s care. Oxford Health is seeking to award the contract for the provision of an EHR delivered on a managed service basis, for an initial period of five years from commencement of the managed service, with provision to extend for periods of up to five years.
II.1.6)Common procurement vocabulary (CPV)

48000000, 48814000, 72250000, 48810000, 48180000, 72261000, 72212180, 72260000, 48814200, 72263000, 72000000, 48814400, 72224100, 72266000, 48311000, 48314000

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

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

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:

About Oxford Health:
Oxford Health provides specialist mental health services to people of all ages in Oxfordshire and Buckinghamshire, forensic mental health services across the Thames Valley, mental health services for children and adolescents in Bath and North East Somerset, as well as specialist eating disorder services for adults in Wiltshire. The Trust also provides extensive community health services to people in Oxfordshire.
Oxford Health is comprised of more than 6,200 staff working out of 170 locations. At any time the Trust is treating in the region of 130,000 patients. In the last year there have been more than 1.2 million patient appointments completed, 30% of these took place in the patient’s home.
Oxford Health works in partnership with other organisations: with the University of Oxford to promote innovation in healthcare and to train doctors and psychologists; with Oxford Brookes University and the University of Bedfordshire and Thames Valley to train nurses and allied health professionals; with GPs, local acute hospitals, local authorities and voluntary organisations to provide joined up care.
Oxford Health aims to provide the best possible service to all its stakeholders. These include: service users, carers, local communities, and partner providers within health and social care. Oxford Health’s vision is for ‘outstanding care delivered by outstanding people’. Further information about Oxford Health can be found at:

The Next Generation EHR Project:
The Next Generation EHR Project is a major change project with a number of service improvement and technical components. The EHR will relate to potentially every part of the Trust’s operations. As such, it must be highly effective and usable beyond current systems, boundaries and processes. The new solution must address the challenges of the future and solve the frustrations of the present, whilst maintaining the flexibility, mobility and ease of use commonly associated with paper.
Over 8,000 smartcard users are currently active within the Trust, reflecting the existing health record system user base. The change required to deliver a successful next generation EHR will be far reaching. Success will rely on gathering the experience and knowledge of many clinical and managerial staff that currently use systems, use this valuable resource to envision a better way of delivering care, and work jointly with the successful supplier to create the next generation EHR.
The project must deliver this next generation EHR to all services, by the Summer of 2015, to ensure timely exit from the current system contract.
Estimated value excluding VAT:
Range: between 50 000 and 400 000 GBP

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:

Parent company or other guarantees may be required in certain circumstances. See tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

Requests to participate will be accepted from groupings of economic operators (consortia). In the event of a successful consortium bid, Oxford Health reserves the right to required groupings of entities to take a particular legal form and/or require that a single consortium member takes primary liability or that each member undertakes joint and several liability irrespective of the legal form adopted. Where a subsidiary company is used, the ultimate parent company may be required to provide a guarantee in respect of the performance of the contract by the subsidiary before acceptance.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As specified in the tender documents.
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) – Browse to the eSourcing Portal: 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 & 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: Please see tender documents.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please see tender documents.
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

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 8
Objective criteria for choosing the limited number of candidates: Please see tender documents.
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

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

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

9.7.2013 – 16:00
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

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
VI.2)Information about European Union funds
VI.3)Additional information

Oxford Health does not bind itself to accept the lowest or any offer and reserves the right to revert back to/re-commence any earlier stage of it and/or to change the basis of and the procedures for the procurement process and/or terminate the procurement process (or any part of it), in each case at any time. The Trust is not responsible for any costs of whatever kind and whenever incurred by any bidder in relation to its participation in this process. Oxford Health will be conducting this procurement exercise through the Bravo Solutions NHS Sourcing portal at All information must be downloaded and returned through this channel. Further details regarding the Trust’s requirement, the potential components of the solution required and the competitive dialogue process will be contained in the tender documents (PQQ, invitation to participate in dialogue and others).

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:28.5.2013