UK

Voluntary Ex Ante Transparency Notice

Information

Published

External Reference: 2021-587808

FTS Reference: 2021-014493

Voluntary Ex Ante Transparency Notice

Voluntary ex ante transparency notice

Supplies

Section I: Contracting authority/entity

I.1)

Name and addresses

University Hospitals Bristol and Weston NHS Foundation Trust
RA7
Marlborough Street
Bristol
BS1 3NU
UK
Contact person: BWPC Robert Walker
Telephone: +44 1174142666
E-mail: Robert.Walker2@nbt.nhs.uk
NUTS code:  UK -  UNITED KINGDOM
Internet address(es):
Main address: https://www.nbt.nhs.uk/bristol-weston-nhs-purchasing-consortium

I.4)

Type of the contracting authority

Body governed by public law
I.5)

Main activity

Health

Section II: Object

II.1)

Scope of the procurement

II.1.1)

Title

Electronic Document Management System
Reference number:  BWPCIT860
II.1.2)

Main CPV code

48311100  -  Document management system
II.1.3)

Type of contract

Supplies
II.1.4)

Short description

This contract is for the provision of an electronic document management system which is
deployed on-premise and is a secure computerised system that ensures only authorised staff
can access the system. The solution is to provide scanning and archiving functionality for
paper medical records, allowing clinicians to view the scanned legacy records electronically
and capture data at the point of care using electronic forms and workflow capability.
II.1.6)

Information about lots

This contract is divided into lots: no
II.1.7)

Total value of the procurement

Value excluding VAT:  900000.00  GBP
II.2)

Description

II.2.2)

Additional CPV code(s)

48613000  -  Electronic data management (EDM)
II.2.3)

Place of performance

NUTS code:  UKK1 -  Gloucestershire, Wiltshire and Bristol/Bath area
II.2.4)

Description of the procurement

This contract is for the provision of an electronic document management system (EDMS)
deployed on-premise for secure, audited storage and management of patient documentation, enabling paperless working through configuration of digital workflows and electronic forms. The solution is required to provide instant access to patient records via mobile devices and desktops and enable quick access to information through simple intuitive user interface. The solution is required to be interoperable with the Trust’s primary patient management system based on HL7 standards.
The solution is required to be a secure computerised system that ensures only authorised
staff can access the system. The solution is to provide scanning and archiving functionality for paper medical records, allowing clinicians to view the scanned legacy records electronically and capture data at the point of care using electronic forms and workflow capability. An increase in capacity of the solution is also required to enable additional users to access and utilise the EDMS solution as well as the supply of the associated ongoing system support & maintenance services.
II.2.11)

Information about options

Options: no
II.2.13)

Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

Section IV: Procedure

IV.1)

Description

IV.1.1)

Type of procedure

Negotiated procedure without prior publication
  • The works, supplies or services can be provided only by a particular economic operator for the following reason
    • absence of competition for technical reasons
Explanation
There is a need to ensure the legacy electronic document management solution remains
supported and maintained and as well as addressing the expiry of the existing support and
maintenance arrangement there is also a need to increase the capacity of the solution to
enable additional end users to access and utilise the system following the merger between
University Hospitals Bristol NHS Foundation Trust and Weston Area Health NHS Trust.
Given the current Trust’s digitisation programme, covid pressures, the direction to transition
to full electronic patient record as well as the level of investment already undertaken in time,
resource and capital to establish an on-premise solution there is a need to ensure continuity
of service, the solution has sufficient capacity to meet current organisational needs and
mitigate potential issues of being able to establish a stable and fully integrated system.
There is a need to avoid disruption, given the Trust’s digitisation programme and covid
pressures, which could potentially introduce risks of fragmentation in records as well as
continued effort to be focused on transition from physical medical records to a full electronic
patient record.
IV.1.8)

Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement : no
IV.2)

Administrative information

Section V: Award of contract/concession

V.2)

Award of contract/concession

V.2.1)

Date of conclusion of the contract/concession award decision

24/06/2021
V.2.2)

Information about tenders

The contract has been awarded to a group of economic operators :  no
V.2.3)

Name and address of the contractor/concessionaire

Kainos Software Ltd
Kainos House, 4 -6 Upper Crescent
Belfast
BT7 1NT
UK
NUTS code:  UK -  UNITED KINGDOM

The contractor/concessionaire will be an SME : yes
V.2.4)

Information on value of the contract/lot/concession (excluding VAT)

Total value of the contract/lot/concession:  900000.00  GBP

Section VI: Complementary information

VI.4)

Procedures for review

VI.4.1)

Review body

Bristol and Weston Purchasing Consortium
Princess Campbell Offices, North Bristol NHS Trust, Southmead Road
Bristol
BS10 5NB
UK