Supply Picture Archiving and Communication Service and Radiology Information Service

Supply Picture Archiving and Communication Service and Radiology Information Service

Picture Archiving and Communications Systems (PACS) and Radiology Information Systems (RIS) have been used extensively across the East Midlands to radically improve the delivery of patient care by providing rapid access to appropriate clinical images from the point of care in multiple settings.

United Kingdom-Nottingham: Imaging and archiving system

2013/S 140-243905

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Chesterfield Royal Hospitals NHS Foundation Trust, Kettering General Hospital, Northampton General Hospital, Nottingham University Hospitals Trust (NUH), Sherwood Forest NHS Foundation Trust, University Hospitals of Leciester NHS Trust, United Lincolnshire Hospitals Trust. For Convenience, the seven Trusts are referred to in this document as East Midlands Procurement Consortium (EMRAD). For the avoidance of doubt EMRAD is not a legal entity and it is not intended that it will become one. NUH is leading EMRAD for administrative purposes (the main point of contact is noted below) and is also solely procuring a Framework Agreement for provision of similar services to any NHS body in England
Nottingham University Hospitals Trust, City Campus, Hucknall Road
For the attention of: Rachel Wing
NG5 1PB Nottingham
Telephone: +44 1159691169

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: yes

Section II: Object of the contract

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

Picture Archiving and Communication Service (PACS) and Radiology Information Service (RIS).
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: The services will be delivered to:
(A) All EMRAD members under a single service contract between each of the EMRAD members and the provider. It is anticipated that the EMRAD members may have somewhat different specific requirements, and this will be reflected in this contract (the Wave One Contract).
EMRAD members as at the date of this notice are as set out at I.1) above, but additional NHS Trusts and Foundation Trusts within the East Midlands may, with the agreement of the EMRAD members from time to time and prior to conclusion of this procurement, become EMRAD members.
(B) Any NHS body in England entering into a call-off arrangement under the Framework Agreement (the Wave 2 Framework) which is also being procured by NUH as part of this procurement exercise.
NUTS code UK

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

Framework agreement with a single operator
Duration of the framework agreement

Duration in months: 48
Justification for a framework agreement, the duration of which exceeds four years: The wave 2 Framework will be for a 4 year period. The Wave 1 Contract will be for 10 years with the option to extend for 1 + 1 + 1 (3 years in total) + 2 years for transition.

II.1.5)Short description of the contract or purchase(s)

Picture Archiving and Communications Systems (PACS) and Radiology Information Systems (RIS) have been used extensively across the East Midlands to radically improve the delivery of patient care by providing rapid access to appropriate clinical images from the point of care in multiple settings. PACS is now well established and part of the essential fabric of health care delivery across East Midlands, and the wider UK.
The majority of trusts in the East Midlands area are currently operating their core PACS under existing contractual arrangements that are due to cease between 2014 and 2016.
On the basis that the current EMRAD trusts were faced with a similar objective of re-procuring a PACS system in the same timescales a Strategic Outline Case (SOC), subsequently developed into an Outline Business Case, identified a joint procurement (administered by NUH) of a single contract to deliver these services (the Wave 1 Contract), as the most effective way forward leading to the establishment of EMRAD in April 2013. The Consortium is one of the largest in the UK and currently consists of the following member Trusts:
— Chesterfield Royal Hospital NHS Foundation Trust (CRH),
— Kettering General Hospital NHS Foundation Trust (KGH),
— Sherwood Forest Hospitals NHS Foundation Trust (SFH),
— Nottingham University Hospitals NHS Trust (NUH),
— Northampton General Hospital NHS Trust (NGH),
— University Hospitals of Leicester (UHL), and
— United Lincolnshire Hospitals NHS Trust (ULH).
As noted, additional NHS and Foundation Trusts in the East Midlands may join EMRAD during the procurement process. Moreover, NUH intends to procure a Framework Agreement which can used by any NHS body in England to call-off services (Wave 2 Framework).
For the avoidance of doubt the framework agreement will be let on a non exclusive basis and its use will be completely optional for any NHS Body. On this Basis NUH makes no guarantee about the level or regularity of any call off contracts under that part of the procured arrangements. Details in relation to the level of commitment for the Wave 1 Contract will be as set out in the contract documents.
A prime supplier of PACS and RIS Services will enter into both the Wave 1 Contract and Wave 2 Framework. Further background information including the core principles relating to service requirements is available in a Memorandum of Information (MOI) provided within the PQQ documentation pack (

All trusts in EMRAD currently have functioning PACS and RIS systems which, in most cases, are highly integrated, enterprise wide, and connected to external archives and have tools for exchanging images and reports such as Image Exchange Portal (IEP).
These systems have been delivered to a high standard and operate 24/7, 365 days a year with high availability and limited service issues. Bidders are not dealing with “greenfield” sites and the services sought are aimed at improving on the existing baseline situation as detailed in the core principles outlined within the Memorandum of Information (MOI). This applies to both the Wave 1 Contract and the Wave 2 Framework. Further details of the contractual arrangements will be set out in the contract documents.
The outline of the requirements under the Wave 1 and Wave 2 contracts include:
— A PACS, RIS and Storage Managed Service Solution across the member Trusts in the East Midlands;
— A scalable service which has high availability (99.99 % uptime) Business Continuity and Disaster Recovery abilities;
— The ability to broadcast and receive images and reports to Trusts outside of the Consortium arrangement;
— Operating replacement PACS and RIS systems before the end of June 2016 with improved PACS /RIS Service Contracts;
— A PACS solution that is agnostic about image acquisition modalities, image display equipment, image storage and disaster recovery facilities and is capable of supporting additional services including cardiology, endoscopy and pathology;
— Having access to image sharing capabilities that meet National Information Governance requirements, support patient care pathways, allow optimal use of radiology resources including radiologists, radiographers and PACS administration staff and open up the opportunities for more radical service redesign;
— Incurring reduced operational overheads and costs for core PACS infrastructure, including image storage;
— Using environmentally friendly, “Green”, solutions; and
— Suffering minimum clinical and business disruption throughout the transition to the replacement solutions;
— Ability of bidder to deploy across the Consortium to agreed timescales;
— Partnership in the development of future services.
A more detailed service requirement document will be included within the Service Specification during the following stages of the procurement exercise.
The full PQQ documentation pack is available via:

II.1.6)Common procurement vocabulary (CPV)

48329000, 48814000, 48000000, 48814400, 33197000, 48311000

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

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

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 seven current EMRAD Trusts will require a full operational PACS and RIS by June 2016 and will form part of the Wave One Contract.
Trusts who call of the framework as part of the Wave 2 Framework at the time of the call off. It is also unknown at this stage the volume and frequency of such call offs.
Estimated value excluding VAT: 50 000 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 180 (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:

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. EMRAD 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
— 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, EMRAD 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): 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 pack.
Minimum level(s) of standards possibly required: As outlined within the PQQ documentation pack.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As outlined within the PQQ documentation pack.
Minimum level(s) of standards possibly required:
As outlined within the PQQ documenation pack.
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 5
Objective criteria for choosing the limited number of candidates: Outlined within the PQQ Documentation pack (

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

Prior information notice

Notice number in the OJEU: 2013/S 106-181700

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

28.8.2013 – 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

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

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: