Workflow Software and Services Tender

Workflow Software and Services Tender

IT solution to support the development and delivery of integrated electronic work-flow and personalised care plans — Coordinate My Care.

United Kingdom-London: IT services: consulting, software development, Internet and support

2014/S 236-415552

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

The Royal Marsden NHS Foundation Trust
Fulham Road
For the attention of: Stringer Paul
SW3 6JJ London
Telephone: +44 2087468000

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: The Royal Marsden NHS Foundation Trust
Internet address:

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The Royal Marsden NHS Foundation Trust
Internet address:

Tenders or requests to participate must be sent to: The Royal Marsden NHS Foundation Trust
Internet address:

I.2)Type of the contracting authority

Regional or local authority

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: no

Section II: Object of the contract


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

IT solution to support the development and delivery of integrated electronic work-flow and personalised care plans — Coordinate My Care.

II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 25: Health and social services
Main site or location of works, place of delivery or of performance: The Royal Marsden NHS Foundation Trust.

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

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

The contracting authority is looking for an IT partner to develop an IT solution to support the Coordinate My Care Service. The CMC service provides personalised urgent care plans for the coordination of end of life care (EoLC) with significant proven benefits for patients and the NHS. This contract looks to replace the existing standalone IT solution with integrated work-flow providing real time information exchange and alerting, supporting integrated urgent and emergency care provision pan-London and beyond.
The CMC service requires an intuitive, quick and easy user interface provided across multiple devices, and a flexible, repeatable, scalable and interoperable platform to support the provision of an Integrated Care Exchange (ICE). The system should be flexible enough to enable the contracting authority to add at a later date additional patient cohorts, data sets and associated consent models and the provision of a connectivity mechanism through which care providers in different settings can share care plan information with partners in real time, regardless of the systems they use. The service requires a fully hosted and managed service, providing support and maintenance.
The information system will allow interrogation of patient data by all clinicians and care providers relevant to the respective patient and will also provide a facility for patients to manage their care needs by allowing patients access to their urgent care plan.
[The Trust may choose to award a contract of 3 years’ duration with an option to extend for a further 2 years, or a 5-year contract.
The Trust will initially require Base deliverables and may then choose to call-off Core deliverables and Additional Functionality (as set out in the Additional Information section).

II.1.6)Common procurement vocabulary (CPV)

72000000, 72200000, 72212180, 72263000, 72253000, 72000000

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:

Please refer to the PQQ document.
Estimated value excluding VAT:
Range: between 15 000 000 and 25 000 000 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

Starting 30.1.2015. Completion 28.6.2019

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:

None specified save that in the case of a partnership or consortium or other groups of more than one legal entity, liability shall be joint and several. In the case of groups of consortia or similar groups, one party must act as a lead contractor.
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 opportunity: 1. Register your company on the eSourcing portal (this is only required once) — Browse to the eSourcing Portal: click the link to register — Accept the terms and conditions and click ‘continue’ — Enter your correct business and user details — Note the user-name 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 opportunity — Login to the portal with the user-name/password — Click the ‘PQQs Open To All Suppliers’ link. Click on the relevant PQQ to access the content. — Click the ‘Express Interest’ button at the top of the page. — This will move the PQQ into your ‘My PQQs page. (This is a secure area reserved for your projects only) — You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ Details’ box 3. Responding to the opportunity — Click ‘My Response’ under ‘PQQ 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 on-screen instructions to complete the PQQ — There may be a mixture of on-line and off-line actions for you to perform (there is detailed on-line 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 on-line 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: Refer to PQQ in published opportunity.
Minimum level(s) of standards possibly required: Refer to PQQ in published opportunity.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Refer to PQQ in published opportunity.
Minimum level(s) of standards possibly required:
Refer to PQQ in published opportunity.
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

Accelerated negotiated
The Royal Marsden will pursue the Accelerated Negotiated Procedure (with advertisement) because the previous tender exercise failed to produce any acceptable tenders and the system needs to be in place by next financial year (April 2015). Bidders should note that as much of the Requirement as possible will be specified as mandatory and only limited elements will be open to negotiation (as specified in the Invitation to Negotiate).

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

Envisaged number of operators: 3
Objective criteria for choosing the limited number of candidates: Please see PQQ.

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 no
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

12.12.2014 – 10:00

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

Duration in months: 6 (from the date stated for receipt of 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

Economic operators who wish to express interest in this tender must complete and submit a Pre-Qualification Questionnaire available from [the above contact point][OR] PQQs will cease to be available on 12.12.2014. Completed PQQs must be submitted to the Authority at by no later than 10:00 on 12.12.2014. PQQs submitted after this time will not be considered.

All tender costs and liabilities incurred by economic operators shall be the sole responsibility of the economic operators and the Authority will not be liable for any part of such costs and liabilities. The Authority reserves the right to award the contract in whole, in part, or in any combination of Lots to any one or more economic operators, or to annul the tendering process at any time and not award any contract.
The resulting contract will contain 3 types of deliverables as follows:
1. ‘Base’ which will be priced and Supplier will be committed to deliver it in accordance with the Implementation Plan;
2. ‘Core’ which will be priced; and
3. ‘Additional Functionality’ where indicative pricing will be provided by the bidders.
However there is no commitment on the Trust to commission the Core or Additional Services. The Trust will only do so if and when funding is available. The resulting contract will include the requirements for all 3 types of deliverables and pricing. Core and Additional will then be called off (if required by the Trust and subject to funding) using the governance process in the contract and documented through the Change Control Procedure.

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 promptly in accordance with the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: