Tender for Electronic Document Management System
This procurement process is conducted on behalf of Heatherwood and Wexham Park Hospitals NHS Foundation Trust, Ashford and St Peter’s Hospitals NHS Foundation Trust and Frimley Park Hospital NHS Foundation Trust collectively known as the EDM Collaborative.
United Kingdom-Slough: Document management system
Section I: Contracting authority
Heatherwood and Wexham Park Hospitals NHS Foundation Trust
SL2 4HL Slough
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)
The contracting authority is purchasing on behalf of other contracting authorities: yes
Ashford and St Peter’s Hospitals NHS Foundation Trust
St Peter’s Hospital, Guildford Road
KT16 0PZ Chertsey
Frimley Park Hospital NHS Foundation Trust
GU16 7UJ Frimley
Section II: Object of the contract
Service category No 27: Other services
NUTS code UKJ
48311100, 48000000, 48100000, 48800000, 48900000
To enable this, the project has the following objectives:
— Enhance the quality and efficiency of patient care services
— Reduce the total and unit cost of medical records management
— Improve ease of access to records for ourselves, patients and partner care organisations
All 3 trusts currently create paper patient records and store them on site. Older records are gradually moved to longer-term remote, sometimes third-party, storage sites. When patient records are needed local staff search and retrieve the paper notes using transport to fetch them from the archive locations if necessary.
The trusts have all identified therefore the same requirement to migrate to storing, retrieving and sharing patient records electronically, and believe that they can achieve a number of benefits by collaborating on the procurement of an EDMS to achieve this. The Trusts also have in mind further benefits such as the ability to create new (electronic) clinical documents and facilitate secure collaboration for clinicians across the trust and more widely.
The Collaborative aims to procure a modern system, with a well-developed and user friendly interface, and a sophisticated underlying architecture.
The procurement of the Electronic Document Management System is for one electronic solution (with associated professional services) for clinical documentation for all three trusts in The EDM Collaborative, through 3 separate contracts (1 per trust). This solution will include the following:
— Provision of an integrated front-end view of scanned documents:
— The ability to search, retrieve and manipulate electronic documents
— Provision of workflow business process management capability
— Provision of a non-proprietary architecture based on industry-standard platforms.
— The ability to build, deploy and manage e-forms
— Provision of professional services for support, training, implementation
— Provision of a minimum specification document for trusts’ infrastructure.
— A clinical portal is a desirable element of the procurement, although it is recognised that not all EDMS suppliers provide this capability. As such, it carries a weighting which reflects this approach.
— The agreement to work with any scanning services providers (both internal and externally supplied) to establish an end-to-end solution for digitising and making available to all relevant users the medical record in accordance with arrangements agreed in the Detailed Implementation Plan.
Estimated value excluding VAT:
Range: between 5 000 000 and 10 000 000 GBP
Description of these options: Although one supplier will be appointed by the 3 trusts forming the collaborative, each trust may have a differently configured version of the system that is chosen.
As part of the tendering process, details of additional services will be sought that are available from the bidders which the trusts may wish to use during the life of the contract; costs for each service will be provided in the form of a rate card.
It is envisaged that, at some point, corporate documentation eg staff records, will be incorporated. This is outside the immediate scope of this procurement.
Section III: Legal, economic, financial and technical information
Description of particular conditions: Tenderers will be required to confirm their acceptance of the Model ICT Agreement. In addition to which, detailed performance requirements will be included in the tender documentation and to which the successful tenderer will be required to adhere.
See IV.1.2 below regarding Pre-Qualification Questionnaire Manual.
Section IV: Procedure
Objective criteria for choosing the limited number of candidates: A pre-qualification questionnaire manual, response sheet and associated documentation – 5 in total, will be made available to all those that register. This documentation contains weighted evaluation criteria against which each submission will be assessed and scored. The documentation will be available for download after 24 hours following publication of this contract notice and the return date (the deadline) will be coterminous with the end of the period for expressions of interest to be made.
To assist candidates, the Memorandum of Information will give information on each of the three trusts forming the EDM Collaborative plus the details of the scope of, and expected benefits from, the procurement.
Section VI: Complementary information
The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.
Suppliers must log in, go to your Response Manager and add the following Access Code: MP4GYN3965. Please ensure you follow any instruction provided to you here. The documents will be available to download 24 hours following publication of this notice.
The deadline for submitting your response(s) is 4.3.2013 at 12:00 noon. Please allow yourself plenty of time when responding to this opportunity ensuring that it is prior to the closing date and time, especially if you have been asked to upload documents.
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GO Reference: GO-2014123-PRO-5410655
Heatherwood & Wexham Park Hospitals NHS Foundation Trust
SL2 4HL Slough
The award decision notice will specify the criteria for the award of the contract, the reasons for the decision, including the characteristics and relative advantages, the name and score of the successful tender and the relative scores of the unsuccessful bidder. It will specify when the standstill period is expected to end or the date before which the Contracting Authority will not conclude the contract. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006, as amended by the Public Contracts (Amendment) Regulations 2009 and the Public Procurement Miscellaneous Amendments) Regulations 2011, set out the time frame within which aggrieved parties who have been harmed or are at risk of a breach of the rules may take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought within 30 days from the date when the economic operator in question first knew or ought to have known that grounds for the bringing of proceedings have arisen. The Court may extend the 30 day period in a particular case if it is considered that there is good reason for so doing, up to a period of 3 months from the actual or deemed date of knowledge of the economic operator. The court may order the setting aside of the award decision or may order the Contracting Authority to amend many document and may award damages. If the contract has been entered into the Court may make a declaration of ineffectiveness or may order that the contract be shortened and additionally may award damages. The time limit for seeking such a declaration is generally 30 days from notification of the award (either by award decision notification or contract award notice depending on the circumstances) or otherwise 6 months.
Any such action must be brought promptly and the intention to take action brought to the attention of the contracting authority to enable suspension of award proceedings.
VI.5)Date of dispatch of this notice:23.1.2014