Tender for Integrated Electronic Patient Record

Tender for Integrated Electronic Patient Record

West Suffolk Hospital NHS Foundation Trust (‘the Trust’) is seeking to procure a single integrated Electronic Patient Record (EPR) solution using the competitive dialogue procedure.

United Kingdom-Bury St Edmunds: Medical software package

2013/S 141-245343

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

West Suffolk NHS Foundation Trust
Hardwick Lane
For the attention of: Debbie Stevenson
IP33 2QZ Bury St Edmunds
UNITED KINGDOM
Telephone: +44 1284713000
E-mail: debbie.stevenson@wsh.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

National or federal agency/office
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: no

Section II: Object of the contract

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

Integrated electronic patient record.
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: West Suffolk Hospital NHS Foundation Trust.
NUTS code UKH14

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)

West Suffolk Hospital NHS Foundation Trust (‘the Trust’) is seeking to procure a single integrated Electronic Patient Record (EPR) solution using the competitive dialogue procedure. The solution will comprise the following EPR components:
— Patient Administration System (PAS);
— Maternity system;
— Order Communications and Results Reporting system;
— Clinical Noting, Assessments and observations system;
— ePrescribing and Medicine Administration system;
— Patient Portal;
— Clinical Portal including GP and community access;
— Care Pathway Management.
II.1.6)Common procurement vocabulary (CPV)

48180000, 48814200

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

West Suffolk Hospital NHS Foundation Trust (‘the Trust’) is seeking to procure a single integrated Electronic Patient Record (EPR) solution using the competitive dialogue procedure. The solution will comprise the following EPR components:
— Patient Administration System (PAS);
— Maternity system;
— Order Communications and Results Reporting system;
— Clinical Noting, Assessments and observations system;
— ePrescribing and Medicine Administration system;
— Patient Portal;
— Clinical Portal including GP and community access;
— Care Pathway Management.
In addition, the core system should be capable of expansion to provide functionality currently provided by specialist departmental systems interfaced to the existing PAS. As contracts for these systems expire, the intention is to expand the core EPR system to incorporate their functionality, where possible, rather than replace them directly with new standalone departmental systems. Potential examples of such systems suitable for optional replacement include:
— Theatres;
— Accident and Emergency;
— Chronic Disease Management including Registers;
— Radiology.
The Trust also requires the provision of associated systems implementation systems services potentially including, but not limited to: system support and maintenance; benefits identification, realisation and ensuring value for money; programme and project management; applying business change management expertise, for example, offering and applying best practice insight in redesigning operational processes; technical integration services; bringing innovation and resourcing to training; controlling and reducing Trust IT costs.
As the procurement progresses, the Trust would welcome innovative Potential Provider proposals surrounding some, or all, of these implementaton issues in seeking the ‘right’ balance between the use of Trust and Potential Provider resources.
The Trust is looking for a strategic partner whose chosen solutions must be adaptable or extendable to meet the future needs of the Trust in building an electronic patient record and, potentially, beyond. The Trust therefore reserves the option to utilise additional existing and future healthcare (and other) functionality provided by the chosen supplier.
A single integrated solution is required, preferably from a single supplier, to enable clinicians to access an increasing set of clinical information over time. All suppliers must undertake to work with other Trust suppliers to achieve the required standard of integration.
Should it prove to be necessary, the Trust reserves the right to amend the size and scope of the contract to reflect any future organisational changes that might be made to the Trust.
It is envisaged that the period of the contract will be awarded in April 2014. The duration of contract will be 10 years, with the option for the Trust to extend the contract for a further 5 years in yearly periods and, potentially, for longer.
An indicative 10 year supplier budget of 12 500 000 GBP has been set for core requirements. See the PQQ for further details.
This notice is supported by full pre-qualification questionnaire documentation, and an associated Potential Provider Briefing Paper, which sets out in more detail the requirements of the Trust. The PQQ can be accessed, from the date of this Contract Notice, via: https://eoecph.bravosolution.co.uk

The closing date for completion and submission of the PQQ is 27.8.2013.

II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
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:
III.1.4)Other particular conditions
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): https://eoecph.bravosolution.co.uk 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
III.2.3)Technical capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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 number of operators: 3
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:

WSFT/NM/DS/EPR.PROCUREMENT/07/13
IV.3.2)Previous publication(s) concerning the same contract

no
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

27.8.2013 – 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

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

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
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:

19.7.2013