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Services - 63375-2020

07/02/2020    S27

United Kingdom-Leeds: Scanning services

2020/S 027-063375

Prior information notice

This notice is for prior information only


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: NHS England
Town: Leeds
Country: United Kingdom
Contact person: Garry Mitchell
Telephone: +44 7786275627
Internet address(es):
Main address:
I.2)Information about joint procurement
The contract is awarded by a central purchasing body
Additional information can be obtained from another address:
Official name:
Town: Leeds
Country: United Kingdom
Contact person: Garry Mitchell, Procurement Lead, National Commercial and Procurement Hub
Internet address(es):
Main 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

Digitisation of Lloyd George records

II.1.2)Main CPV code
79999100 Scanning services
II.1.3)Type of contract
II.1.4)Short description:

NHS England is seeking to develop a national approach to the digitisation of Lloyd George records in GP practices. There are currently 6993 GP practices in England service a population of 54 700 000 patients. Some practices have already digitised their records and nationally supported pilots have informed the development of an approach, specification and set of standards and process map. These documents, which are available via the InTend eProcurement system, are still in draft form and being tested nationally prior to being published.

There are 4 main reasons for digitisation of Lloyd George records:

— safer care for patients,

— release of space within practices to provide additional consultation areas,

— access to the full patient record at the point of care,

— GP contract commitment to digitise all Lloyd George records by March 2023.

II.1.5)Estimated total value
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
79996100 Records management
72512000 Document management services
60000000 Transport services (excl. Waste transport)
92512100 Archive destruction services
72317000 Data storage services
63121100 Storage services
II.2.3)Place of performance
II.2.4)Description of the procurement:

NHS England are seeking views from potential suppliers to inform the national approach and specification. It is proposed to establish a dynamic purchasing system framework (DPS) which will allow NHS contracting bodies e.g. CCGs/STPs to procure services on a regional/local basis. This could include 2 Lots — 1 for storage of the digital records in a cloud based solution and 1 for upload of the digital records directly to the Foundation Clinical Systems (currently EMIS, SystmOne, Vision and Microtest).

The GP Contract requires that by 2022/23, Lloyd George notes will be digitised and patients will have access to their records. The agreed approach, therefore, needs to ensure that CCGs can award contracts to suitably qualified and experienced suppliers who can deliver against this requirement, whilst keeping the burden to practices to a minimum.

The contract period for the DPS will remain open (valid) for approximately 3 years with a possible extension up to 24 months.

Since 1999 the use of digital technology within general practice has increased; GP consultations are recorded electronically, prescriptions are issued electronically and more recently records are transferred electronically. However, there still exists a large volume of paper records typically in the form of a Lloyd George (LG) patient record. These records are still utilised within general practice however transferring them to a digital medium would provide significant benefits.

Each Lloyd George envelope has a broad range of detailed personal information stored inside and maintaining the security and accuracy of these legacy records are vital. Paper records are over 70 years old in a state of deterioration therefore becoming illegible coupled with the fact the information they hold it vital and paramount for safe medical practice. The security and accuracy of these records is vital and needs to be preserved. The lack of continuity and resilience within the paper record poses a risk to the ongoing, continuity of person-centred care.

II.2.14)Additional information
II.3)Estimated date of publication of contract notice:

Section IV: Procedure

IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes

Section VI: Complementary information

VI.3)Additional information:

This notice is an information gathering exercise rather than a call for competition in its own right and therefore publication or response does not commit the commissioner(s) to a future procurement, nor provide any process exemptions or preferential treatment to any parties expressing an interest. NHS England will not be liable for costs incurred by any interested party in participating in this exercise.

Interested suppliers are required to submit their expressions of interest via email to the National Commercial and Procurement Hub (email: Further information will be shared upon submitting the expression of interest.

The services are deemed to be subject to the full regime of current EU procurement legislation and as such this tender will be conducted in accordance with and governed by, the Public Contracts Regulations 2015. This contract will therefore be awarded in accordance with the provisions applicable in Section 5 (sub-section 7) of the Public Contracts Regulations 2015.

The contracting authority intends to observe the provisions and 10 day standstill period described in the Public Contracts Regulations 2015. Unsuccessful bidders and applicants will receive scores and reasons for the decision, including the characteristics and relative advantages of the winning bid and the reasons why the bidder/applicant was unsuccessful. Deadlines for lodging appeals should be in accordance with the Regulations.

VI.5)Date of dispatch of this notice: