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Services - 267869-2015

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30/07/2015    S145

United Kingdom-Birmingham: Software package and information systems

2015/S 145-267869

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Official name: Sandwell and West Birmingham Hospitals NHS Trust
Postal address: Sandwell District Hospital, Lyndon, West Bromwich
Town: Birmingham
Postal code: B71 4HJ
Country: United Kingdom
For the attention of: Grant Catherine
Telephone: +44 1215073382

Internet address(es):

General address of the contracting authority:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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
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:
Electronic Patient Record Solution and Associated Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Sandwell District Hospital, City Hospital Birmingham, community locations in local geographical area.


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)
Type of procedure: competitive procedure with negotiation:
The Trust wishes to procure an EPR integrated solution which supports the Clinical 5 as defined by the NHS Informatics Planning Guidance 2010 before the opening of the New Midland Metropolitian Hospital. This solution must connect and share data with the Trust's core retained systems. However, the Trust requires the chosen solution to provide the platform for migration to a full Electronic Medical Record (EMR) as defined by HIMMS.

The Trust have analysed a number of options to achieve the overall objectives and benefits set out in the EPR OBC. The scope of this procurement is to procure a clinical wrap/EPR with the option to take the vendor's integrated PAS and additional EPR functionality at some point in the contract term. This is a 2-phased approach. The 1st phase concentrates on implementing a clinical wrap/EPR to the existing iPM PAS and implement this solution prior to October 2017. Following the completion of MMH a second phase will be optionally undertaken to replace the iPM PAS with the vendor's integrated PAS. Therefore, the Trust reserves the option to utilise additional existing and future healthcare functionality provided by the chosen supplier which will be evaluated through the term of the contract.

The clinical wrap EPR solution must provide the following CORE functions:
— Emergency department,
— Order communications and diagnostic reporting,
— Clinical correspondence (including Inpatient discharge summary, clinic and ED letters),
— Theatres management,
— e-Prescribing and medications administration (including integration to the Trust JAC pharmacy stock control system),
— Clinical noting and observations,
— Care pathways,
— Advanced clinical decision support,
— Electronic document management (integration capabilities),
— Voice recognition (integration capabilities).
The following requirements are considered non-core for the purposes of this procurement process and evaluation to enable the Trust to assess affordability and enable the Authority to negotiate on these requirements:
— Critical care patient management,
— Bed management,
— Enterprise wide scheduling,
— Patient portal,
— Business intelligence (including data warehouse and statutory reporting).
As described above the Trust wants the option to procure additional EPR functionality during the life of the contract including:
— Patient administration including patient demographics, referrals (including 18 WW pathway), appointments, admissions, waiting lists,
— Maternity — inpatient, outpatient and community,
— Ophthalmology — to support the specialist Birmingham Midlands Eye Centre,
— Cardiology and other specialist departmental functions.
Additional licenses maybe procured during the term of the contract.
In addition, the Trust requires the provision of the following services:
— A fully hosted and managed service,
— Integration within the Trust and with local GP and community trust systems,
— Associated systems implementation services including, but not limited to, data migration, project management, technical implementation, business change, training, integration and documentation.
As an Integrated Care Organisation, the integration and interoperability of systems is vital to the efficient and effective operation of the Trust both internally and with the local health economy. The new EPR system will need to integrate with the Trust's specialist PAS/EPR systems (SystmOne, Badgernet and MediSoft) and the local GP systems (primarily EMIS and SystmOne).
The Contract will be a 10 year contract with a further 5-1 year renewals. It is expected that the hosting service maybe reprocured or at least benchmarked at year 5.
The procurement of the Authorities EPR Solution is being procured utilising the competitive procedure with negotiation. The Authority has reviewed all procurement vehicles as part of its EPR Procurement Strategy including utilising framework agreements. This new procedure allows the Authority to set out its CORE mandatory requirements as part of the tendering process, whilst allowing flexibility to discuss solutions and inclusion of non-core requirements as part of a compliant process. It also allows the Authority to agree a contract for 10 years with 5 optional annual renewals.
The contracting authority reserves the right under this procedure to award the contract on the basis of the initial tender without conducting a negotiation.
The contract may also be subject to amendment during the course of the contract to include additional licenses and service to implement these licenses, services to support the solution, additional functionality and modules detailed in the procurement documentation and which are within scope of an EPR including departmental systems during the term of the contract. We reserve the right to seek these modifications but may not do so.

Full details of the scope and the requirements are available in the PQQ and procurement documentation available at:

II.1.6)Common procurement vocabulary (CPV)

48000000 Software package and information systems, 72610000 Computer support services, 72500000 Computer-related services, 72000000 IT services: consulting, software development, Internet and support

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
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
Estimated value excluding VAT: 16 500 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 5
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:
The Trust reserves the right to request deposits, guarantees, parent guarantees or other forms of security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
The Trust has set out such information within its pre-qualification questionnaire suite of documents available through the Trust's online bid management portal, BravoSolutions.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
The Trust has set out such information within its pre-qualification questionnaire suite of documents available through the Trust's online bid management portal, BravoSolutions.
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 e-Sourcing portal. (This is only required once),

— Browse to the e-Sourcing Portal: 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 e-tendering help desk.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The Trust has set out such information within its pre-qualification questionnaire suite of documents available through the Trust's online bid management portal, BravoSolutions.
Minimum level(s) of standards possibly required: The Trust has set out such information within its pre-qualification questionnaire suite of documents available through the Trust's online bid management portal, BravoSolutions.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
The Trust has set out such information within its pre-qualification questionnaire suite of documents available through the Trust's online bid management portal, BravoSolutions.
Minimum level(s) of standards possibly required:
The Trust has set out such information within its pre-qualification questionnaire suite of documents available through the Trust's online bid management portal, BravoSolutions.
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
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Objective criteria for choosing the limited number of candidates: Type of procedure: competitive procedure with negotiation.
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 yes
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
Time limit for receipt of requests for documents or for accessing documents: 24.8.2015 - 12:00
IV.3.4)Time limit for receipt of tenders or requests to participate
24.8.2015 - 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
VI.3)Additional information
The Trust reserves the right to procure repeat requirements of a similar nature without a further call for competition pursuant to Article 31(4)(b) of Directive 2004/18/EC and Regulation 14(1)(d)(ii) of the Public Contracts Regulations 2006 (as Amended). The Trust reserves the right to extend the contract duration subject to a value for money assessment, market conditions or other factors that may affect the contract period. As noted above the Trust reserves the right during the first 5 year period to procure a patient administration system, maternity system, opthalmology and other departmental systems. It also reserves the right to amend the contract to include other licenses for additional Trusts within the geographical area in accordance with the Black Country Alliance programme.
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: