Tender for Electronic Document Management System

Tender for Electronic Document Management System

University Hospitals Bristol NHS Trust therefore wishes to procure an Electronic Document Management System to enable it to digitise the clinical casenotes in the various Trust medical records libraries and to support on-going ‘day-forward’ scanning.

United Kingdom-Bristol: Document management system

2013/S 156-272018

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Bristol and Weston NHS Purchasing Consortium
Level 3, Whitefriars
For the attention of: BWPC Yvonne Hall
BS1 2NT Bristol
UNITED KINGDOM
Telephone: +44 1173420819
E-mail: yvonne.hall@uhbristol.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

Body governed by public law
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

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

BWPC RA7 – Electronic Document Management System.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: The main place of delivery will be University Hospitals Bristol NHS Foundation Trust. The awarded contract may also be opened up to North Bristol NHS Trust, Weston Area Health NHS Trust, Bristol Primary Care Trust, North Somerset PCT, South Gloucestershire PCT, Bristol Community Health CIC, North Somerset Community Partnership CIC and any organisation within the remit of the Bristol and Weston NHS Purchasing Consortium at the time of contract award or during the term of contract.
NUTS code UKK

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)

The Trust-wide delivery of a comprehensive, clinically-focussed Electronic Document Management System (EDM) is a key component of the Trust’s Clinical Systems Strategy and the biggest single influence over our ability to transform and efficiently run our business in the coming years.
University Hospitals Bristol NHS Trust therefore wishes to procure an Electronic Document Management System to enable it to digitise the clinical casenotes in the various Trust medical records libraries and to support on-going ‘day-forward’ scanning. The chosen system must be integrated with the Trust’s PAS/EPR system, System C’s Medway, although not a requirement of the current project, bidders should be able to demonstrate that their solution is extendable to other types of documentation e.g. corporate, non-clinical records.
The Trust also requires the provision of associated services to support the implementation and subsequent operation of the system.
The Trust is looking for a Strategic Partner whose chosen solution must be adaptable or extendable to meet the future needs of the Trust.
An integrated solution is required, from a single supplier.
The required solution will be evaluated and procured as one lot. Initial short listing will take place following submission of Pre-Qualification documentation. The Trust will then undertake a Restricted OJEU process with between 3 and 5 bidders to determine the best solution for current and future needs commensurate with good value for money.
The Trust reserves the right to award or withdraw any or all of the business.
II.1.6)Common procurement vocabulary (CPV)

48311100, 48000000, 48300000, 48311000

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

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:

The chosen solution or solutions must be scalable or otherwise adaptable to meet the needs of a possible future enlarged Trust that may arise as a result of any local NHS reorganisation, or any other change in service provision. Appropriate supporting services, including possible integration with systems not currently managed by the Trust, would need to be provided. The solution must also be flexible in response to any future physical development of the Trust’s estate which may impact the size or geographical spread of the Trust’s premises.
The chosen solution will be hosted at the Trust’s data centre.
The system must conform to all of the Trust’s Statutory, Information Governance and Data Protection requirements.
The main place of delivery will be University Hospitals Bristol NHS Foundation Trust. The awarded contract may also be opened up to North Bristol NHS Trust, Weston Area Health NHS Trust, Bristol Primary Care Trust, North Somerset PCT, South Gloucestershire PCT, Bristol Community Health CIC, North Somerset Community Partnership CIC and any organisation within the remit of the Bristol and Weston NHS Purchasing Consortium at the time of contract award or during the term of contract.
II.2.2)Information about options

Options: yes
Description of these options: It is envisaged that the initial contract will be for a period of 7 years with an option to extend for an additional two periods of 12-months each.
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
II.3)Duration of the contract or time limit for completion

Duration in months: 108 (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 and other guarantees may be required in certain circumstances see the invitation to tender for further details.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and severable liability.
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: Any supplier may be disqualified who does not respond to the following in the requisite manner:
1) Suppliers are required to express an interest in the OJEU process and complete PQQ documents (where applicable) via the Trusts eSourcing system TACTICA – which is accessed at https://tactica-live.advanced365.com – please make sure that you are registered to avoid any future delays.

2) Information and formalities necessary for evaluating if requirements are met:
(a) Is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) Is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) Has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) Has been guilty of grave professional misconduct proven by any means which the contracting authorities can demonstrate;
(e) Has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) Has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) Is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) Has been the subject of a conviction for participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) Has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) Has been the subject of a conviction for fraud within the meaning of
Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) Has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
Bidders who have been convicted of a Bribery Act 2010 offence under section 1 (offences relating to bribing another person) or section 6 (bribery of foreign public officials) will be excluded.
In addition to the Provisions of Freedom of Information Act, Bidders will have due regard to the Trusts obligations on Transparency which are set out in more detail at
www.businesslink.gov.uk/transparency/procurement and all offers will be submitted on the basis that the contract when awarded may be published in full in accordance with H M Government Transparency Guidance.

The Trust will also be utilising the supplier information database (SID4Gov) to manage and assess general pre-qualification information in the form of a profile. As well as responding to the tender via TACTICA, candidates are requested to provide or update their profile on the SID4Gov as follows:
a) candidates should register on SID4Gov at https://sid4gov.cabinetoffice.gov.uk/ by clicking on the “Register for sid4gov” option listed under “Join Us” .

b) to continue with the registration process Suppliers must have a current DUNS Number. If a Supplier does not have a DUNS Number there is a link to the D&B UK website to request a DUNS Supplier Number.
c) Suppliers who already have a published profile on SID4Gov must confirm that information is up to date; i) candidates should ensure all relevant sections of their SID4Gov profile are completed to demonstrate their ability to meet the short listing criteria applicable to this contract. Where access to SID4Gov is unavailable, please contact SID4Gov Support Centre on +44 (0) 845 299 2994
Please note all responses to OJEU should be made through TACTICA eSourcing system – registration is required on sid4gov to update or provide company profiles only.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met: Full details of the information to be provided are detailed in the pre qualification questionnaire which must be sought and returned by the closing deadline.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if requirements are met.
Full details of the information to be provided are detailed in the pre qualification questionnaire which must be sought and returned by the closing deadline.
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

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

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: Full details of the criteria are in the Pre-Qualification Questionnaire which must be sought and returned by the closing deadline.
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:

RFT3507
IV.3.2)Previous publication(s) concerning the same contract

no
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

9.9.2013 – 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

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

To receive more information about this tender, including any amendments and/or clarifications and to request any clarifications and/or to respond to this tender, you must register your interest to this tender on the following site: https://tactica-live.advanced365.com

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will allow a minimum 10 calendar day standstill period between notifying the award decision and awarding the contract. Unsuccessful tenderers and applicants are entitled to receive reasons for the decision, including the characteristics and relative advantages of the winning bid and the reasons why the tenderer/applicant was unsuccessful. Should additional information be required it should be requested of the addressee in section I.1). Aggrieved parties who have been harmed or are at risk of harm by breach of the procurement rules have the right to take action in the High Court (England and Wales). Any such action is subject to strict time limits and must be brought in accordance with the Public Contracts Regulations 2006 as amended by the Public Contracts (Amendment) Regulations 2009 and the Public Procurement (Miscellaneous Amendments) Regulations 2011.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:9.8.2013