Services - 385690-2014

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12/11/2014    S218

United Kingdom-Liverpool: Patient-administration system

2014/S 218-385690

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Official name: Royal Liverpool and Broadgreeen University Hospitals NHS Trust
Postal address: Royal Liverpool Hospital, Prescott Street
Town: Liverpool
Postal code: L78XP
Country: United Kingdom
Contact person: Nautilus Consulting Ltd
For the attention of: Barbara Still

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: yes

Official name: Aintree University Hospitals NHS Foundation Trust
Postal address: Longmore Lane
Town: Liverpool
Postal code: L9 7AL
Country: United Kingdom

Official name: Liverpool Women's NHS Foundation Trust
Postal address: Crown Street
Town: Liverpool
Postal code: L8 7SS
Country: United Kingdom

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:
Procurement of an Integrated Electronic Patient Record System 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: Liverpool.
UKD2, UKD5, UKD52.
NUTS code
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)
Integrated Electronic Patient Record (EPR) System, and associated Services.
II.1.6)Common procurement vocabulary (CPV)

48814200 Patient-administration system, 48814400 Clinical information system

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
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 Trusts anticipate undertaking a joint procurement, selecting an EPR solution provider and jointly contracting for EPR solution and services across the three organisations.
The Trusts require a primary relationship with an EPR software and services provider that encompasses some or all of the software and services listed below.
The Trusts require a solution that addresses the full scope of each Trust's incumbent PAS/EPR solution from the point of transition that may be further extended to cover the full scope of administrative and clinical functions.
This may include any or all of the following:
— Patient Administration — Registration, Referral management, waiting lists, bed management;
— Clinical Coding, Allergies, Diagnosis and Procedures;
— Information Management Reporting;
— Emergency Department;
— Clinical Documentation and Care Plans;
— Requests and Results reporting;
— Medication Management;
— Maternity department workflows;
— Theatres and Anaesthetics, including Scheduling and Lists;
— Critical Care department workflows;
— Security: including RBAC, authentication controls, audit;
— Sterile Supplies and Stock Management;
— Electronic Document Records Management;
— Integration with other clinical solutions that are used by the Trusts;
— Integration with other providers across the local health economy;
— Support for other administrative and clinical functions as identified by the Trusts during the procurement process.
The solution shall be made available to all relevant clinical and administrative staff working on behalf of the Trusts and related organisations.
As well as providing the software, potential bidders will be required to provide a full range of services that may include transition and deployment services, solution support and maintenance, and solution monitoring.
The Trusts require the solution to be flexible and to be able to extend the solution as the size / shape of the Trusts (or related future organisations) changes (to include but not limited to service re-configuration, inter NHS Trust collaboration, merger, etc.).
The solution may be extended for use by other local NHS organisations as are included in the lists below and any successor organisations (providing equivalent healthcare services) as may exist throughout the life of the contract:

The Trusts further reserve the right to amend or reduce the scope at any stage during the procurement process.
Estimated value excluding VAT:
Range: between 20 000 000 and 70 000 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The Trusts will consider a range of hosting options:
— Local hosting at a Trust site of the solution, with local support;
— Local hosting at a Trust site of the solution, with remote management provided by the potential bidder; or
— Remote hosting and management by the potential bidder; or
— Other appropriate variants.
For all hosting options, the Trusts require there to be a single primary relationship between the Trusts and the potential bidder, regardless of any sub-contracting arrangements that the potential bidder may choose to put in place.
In the event that a single contract with a single supplier does not provide the most economically advantageous solution for all Trusts, the Trusts reserve the right to select any or all of the following options;
— placing separate contracts with each, or any combination of the three Trusts;
— placing a contract or contracts for only one or two of the named Trusts;
— undertaking separate (trust by trust evaluation) and selecting different suppliers between the contracting Trusts.
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: 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:
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
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 potential bidders may register a note of interest by 17:00 GMT on 11.12.2014.
Suppliers shall be selected for full tender following the receipt and evaluation of the Pre-Qualification Questionnaire. The questionnaire shall be issued to suppliers that have registered notes of interest within 2 working days of receipt of such a note and no later than 17:30 GMT on 11.12.2014.
Any potential bidders must submit completed Pre-Qualification Questionnaires by 17:00 GMT on 13.12.2014.
All notes of interest and Pre-Qualification Questionnaires must be sent by email to:

Selection for full tender will be based on the following criteria as set out in further detail in the Pre-Qualification Questionnaire:
— Personal situation of economic operators;
— Economic and Financial capacity;
— Technical and service capacity.
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 minimum number 3: and maximum number 9
Objective criteria for choosing the limited number of candidates: Numbers are subject to applicants meeting the standards laid out in the PQQ documentation and will be selected on the basis of aggregate score.
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
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
11.12.2014 - 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
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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Official name: Aidan Kehoe, Chief Executive
Postal address: Royal Liverpool Hospital Prescott Street
Town: Liverpool
Postal code: L7 8XP
Country: United Kingdom
Internet address:

Body responsible for mediation procedures

Official name: Judith Greensmith, Chairman
Postal address: Royal Liverpool Hospital Prescott Street
Town: Liverpool
Postal code: L7 8XP
Country: United Kingdom
Internet address:

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: As per OJEU guidance and requirements.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Official name: Les Stamper, Procurement Manager
Postal address: Procurement Office, Royal Liverpool Hospital Prescott Street
Town: Liverpool
Postal code: L7 8XP
Country: United Kingdom

VI.5)Date of dispatch of this notice: