Tender for Electronic Document Management System

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

2014/S 018-028027

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Heatherwood and Wexham Park Hospitals NHS Foundation Trust
Wexham Street
SL2 4HL Slough
E-mail: tenders@hwph-tr.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

Ministry or any other national or federal authority, including their regional or local sub-divisions
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

Ashford and St Peter’s Hospitals NHS Foundation Trust
St Peter’s Hospital, Guildford Road
KT16 0PZ Chertsey

Frimley Park Hospital NHS Foundation Trust
Portsmouth Road
GU16 7UJ Frimley

Section II: Object of the contract

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

Electronic Document Management System.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 27: Other services

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. Software package and information systems. Industry specific software package. Information systems and servers. Miscellaneous software package and computer systems. 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. Although a single supplier will be selected, each Trust will contract separately.
II.1.6)Common procurement vocabulary (CPV)

48311100, 48000000, 48100000, 48800000, 48900000

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: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The EDM Collaborative is seeking to procure an electronic document management system solution as part of the Health Informatics strategies of the three trusts. The combination of electronic document management software with separately procured scanning services is viewed as a key transformation programme leading to a best of breed approach to an electronic patient record. The aim of the EDMS Collaborative is to fully digitise the current paper medical records, whilst making them easily accessible for multidisciplinary team working at any trust site, and ensuring they contain contemporaneous information. This will enable each trust to implement electronic medical records and forms, and enable working towards the future of a paperless NHS by 2018.
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
II.2.2)Information about options

Options: yes
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.
II.2.3)Information about renewals

This contract is subject to renewal: no
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:

Subject to a bidders’s corporate structure, a parent company guarantee may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

See IV.1.2 below regarding Pre-Qualification Questionnaire Manual.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

See IV.1.2 below regarding Pre-Qualification Questionnaire Manual.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
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.
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: See IV.1.2 below regarding Pre-Qualification Questionnaire Manual.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: See IV.1.2 below regarding Pre-Qualification Questionnaire Manual.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See IV.1.2 below regarding Pre-Qualification Questionnaire Manual.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 6
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.
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:

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

4.3.2014 – 12:00
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

Suppliers must read through this set of instructions and follow the process to respond to this opportunity.
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.
If you experience any technical difficulties please contact the Delta eSourcing Helpdesk on call +44 8452707050 or email helpdesk@delta-esourcing.com

To view this notice, please click here:

GO Reference: GO-2014123-PRO-5410655

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Heatherwood & Wexham Park Hospitals NHS Foundation Trust
Wexham Street
SL2 4HL Slough
E-mail: tenders@hwph-tr.nhs.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 calendar day standstill period (or 15 days where non-electronic or fax methods are used) at the point that an award decision is communicated to bidders. This period allows the unsuccessful bidders to consider the decision and highlight any errors in the award process.
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.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:23.1.2014