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Services - 224876-2019

15/05/2019    S93

United Kingdom-Frimley: Software package and information systems

2019/S 093-224876

Contract notice


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: Frimley Health NHS Foundation Trust
Postal address: Portsmouth Road
Town: Frimley
Postal code: GU16 7UJ
Country: United Kingdom
E-mail: vanessa.jinks@nhs.net
Telephone: +44 1276604604
Internet address(es):
Main address: www.fhft.nhs.uk
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://commercialsolutions.bravosolution.co.uk/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://commercialsolutions.bravosolution.co.uk/
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity

Section II: Object

II.1)Scope of the procurement

Procurement of an Electronic Patient Record (EPR) System

II.1.2)Main CPV code
48000000 Software package and information systems
II.1.3)Type of contract
II.1.4)Short description:

Procurement of an Electronic Patient Record (EPR) System.

II.1.5)Estimated total value
Value excluding VAT: 300 000 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
48180000 Medical software package
48810000 Information systems
48814000 Medical information systems
48814200 Patient-administration system
48814400 Clinical information system
II.2.3)Place of performance
Main site or place of performance:

Frimley Health NHS Foundation Trust.

II.2.4)Description of the procurement:

Frimley Health NHS Foundation Trust (the Trust) is seeking to procure a fully integrated Electronic Patient Record (EPR) system including the following services and products.


EPR application software licences for as broad a range of clinical and administrative functionality as is available, including enhancements and new functionality (as it may be developed over the life of the contract), including:

— PAS and Enterprise Scheduling Requirements;

— enterprise clinical requirements,

— clinical support service requirements,

— specialist clinical requirements,

— the option to add a range of other EPR related clinical and departmental requirements to the contract at a later date.


— licensing, delivery, installation, interfacing and integration,

— transformation, organisational development and cultural change management, business process redesign and benefits realisation,

— solution implementation including programme and project management, technical services and training,

— service management, continuous improvement, innovation, maintenance and support,

— Subject Matter Experts (SMEs)/product specialists,

— clinical and departmental workflow specialists,

— technical platform specialists,

— capability training for the Trust EPR programme team,

— training, train the trainer and go live support,

— data conversion, migration and archiving,

— second line service support provision.

The Trust reserves the right to procure a hosted solution from the successful EPR supplier and also reserves the right to hold an appropriate competition to do so from elsewhere.

The solution should be capable of expansion over time to replace the majority of the functionality currently provided by a range of best of breed systems. The Trust’s intention is to deploy the core EPR system and incorporate the functionality of current specialist departmental systems, where possible. The Trust intends to achieve HIMSS Level 6 upon go-live and HIMSS Level 7 as soon as possible thereafter.

The Trust is not seeking an EPR development partnership for the vast majority of functionality required to meet specified OBS requirements. Rather, it requires tried and tested functionality, with HIMSS Level 6/7 accreditation, or equivalent functionality that has been successfully deployed in healthcare organisations of a similar size and nature to that of the Trust. Any proposal for an undeveloped or undelivered solution to meet specified requirements is very highly unlikely to be successful.

The Trust reserves the right to amend the size and scope of the contract to:

— add the specified optional and future requirements,

— reflect any future organisational changes that might be made to the Trust (or to successor organisations) which might mean that the contract/s should “follow” the Trust to an evolved, or to a different, organisational entity,

— extend the scope of the contract/s to add additional partner Trusts,

— evolve, adapt and extend the design and development of the solution and services over time in response to: the evolution of the Trust’s EPR and related requirements, developments in national healthcare policy and similar,

— utilise additional existing and future healthcare and other functionality to satisfy future Trust requirements.

The contract will be awarded later during this calendar year (2019) with a 10 year duration, with the option for the Trust to extend the contract for 2 further 5 year periods in yearly periods and, potentially, for longer.

This notice is supported by full SQ documentation, and an associated descriptive document in the form of a potential provider briefing paper.

The SQ can be accessed, from the date of this Contract Notice, via the e-tendering portal noted: The closing date for completion and submission of the SQ is 12:00 noon, 10.6.2019.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 120
This contract is subject to renewal: yes
Description of renewals:

2 x extension of 60 months each may be awarded.

II.2.10)Information about variants
Variants will be accepted: yes
II.2.11)Information about options
Options: yes
Description of options:

The Trust has defined a series of core, optional and future services as descripted in the potential provider briefing paper (PPBP). available with the SQ documentation.

II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents

Section IV: Procedure

IV.1.1)Type of procedure
Competitive dialogue
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 10/06/2019
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 21/06/2019
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 23/12/2019

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.3)Additional information:

Suppliers instructions — How to express interest in this tender:

1) Register your company on the eSourcing portal (this is only required once):

— browse to the eSourcing Portal: https://commercialsolutions.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.

VI.4)Procedures for review
VI.4.1)Review body
Official name: Frimley Health NHS Foundation Trust
Town: Frimley
Postal code: GU16 7UJ
Country: United Kingdom
VI.5)Date of dispatch of this notice: