Wessex NHS: UHS10332 Electronic Document Management System

UK-Southampton: Document management system.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      University Hospital Southampton NHS Foundation Trust
      Graham Road, Southampton, SO14 0YG, United Kingdom
      Tel. +44 02380825132, Fax. +44 02380825932, URL: http://www.uhs.nhs.uk
      Attn: Jeremy Day
      Electronic Access URL: www.delta-esourcing.com
      Electronic Submission URL: www.delta-esourcing.com

      Further information can be obtained at: As Above       
      Specifications and additional documents: As Above       
      Tenders or requests to participate must be sent to: As Above       
   
   I.2)Type of the contracting authority:
      Regional or local authority

   I.3) Main activity:
      Health

   I.4) Contract award on behalf of other contracting authorities:
      The contracting authority is purchasing on behalf of other contracting authorities: Yes

Section II: Object Of The Contract: SUPPLIES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: UHS10332 Electronic Document Management System
      II.1.2)Type of contract and location of works, place of delivery or of performance: SUPPLIES
         Purchase

         Region Codes: UKJ3 - Hampshire and Isle of Wight         
      II.1.3) Information about a public contract, a framework or a dynamic purchasing system:The notice involves a public contract                                                       
      
      II.1.5)Short description of the contract or purchase:
      Document management system. Document management software package. University Hospitals Southampton NHS Foundation Trust (UHS) is going out to tender for the provision of an electronic document management system (EDMS) solution as part of the IM&T “Digital by default” strategy. The EDMS solution will consist of software together with implementation and ongoing support and maintenance services. This procurement may be extended to include UHS partner organisations e.g. Solent NHS Trust and Southern Health NHS Foundation Trust.
         
      II.1.6)Common Procurement Vocabulary:
         48311100 - Document management system.
         
         48311000 - Document management software package.
         

      II.1.7) Information about Government Procurement Agreement (GPA):
         The contract is covered by the Government Procurement Agreement (GPA): Yes       
      II.1.8)Lots:
         This contract is divided into lots: No
      II.1.9)Information about variants:
         Variants will be accepted: No    
   
   II.2)Quantity Or Scope Of The Contract
      II.2.1)Total quantity or scope:
      The combination of an EDMS and in house scanning of paper case notes is a key component of the Trust’s IM&T strategy to create a true electronic patient record (EPR). To achieve this, the project will:

1. Implement an intuitive EDMS user interface as part of the existing EPR to enable UHS staff to access relevant patient information more quickly.
2. Enable tablet access to EDMS.
3. Enable any paper notes created during a patient’s care to be scanned and indexed as part of the EDMS.
It is envisaged that by 2017 this will remove the need for local storage and provision of paper case notes to support patient care. Between 2015 and 2017, information from paper case notes will be scanned into the EDMS to support patient care.
The EDMS solution procured will be required to:
• Integrate with the existing UHS EPR, as part of the integrated EDMS product suite.
• Acquire, index and store data from scanned documents.
• Present data through an intuitive user friendly graphical user interface (GUI) with a single view of both scanned documents and documents created in the UHS EPR.      
      
      II.2.2)Options: Not Provided         
         II.2.3)Information about renewals:
            This contract is subject to renewal: Yes
                  
         Number of possible renewals: 2
                           
      If known, in the case of renewable supplies or service contracts, estimated time-frame for subsequent contracts:
         Duration in months: 24
         
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Duration in months: 60 (from the award of the contract)

   Information About Lots
               
Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      Please see PQQ for further information
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Please see PQQ for further information
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Please see PQQ for further information
      
      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:
         The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
         
         A full list of these criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr
         
         Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists. Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so. Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

      Please see PQQ for further information      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         
         Information and formalities necessary for evaluating if requirements are met:
         Please see PQQ for further information
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         
         Information and formalities necessary for evaluating if requirements are met:
         Please see PQQ for further information      
      III.2.4)Information about reserved contracts: Not Provided
Section IV: Procedure
   IV.1)Type Of Procedure
      IV.1.1)Type of procedure: Restricted
      
      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: 5         
         Objective Criteria for choosing the limited number of candidates:
         Please see PQQ for further information   
   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: UHS10332      
      IV.3.2)Previous publication(s) concerning the same contract: No

      IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:


         Not Provided      
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 27/05/2014
         Time: 14:00      
      IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates: Not Provided      
      IV.3.6)Language(s) in which tenders or requests to participate may be drawn up:         English
         


Section VI: Complementary Information

   VI.1)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: For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Southampton:-Document-management-system./7264UJJPM6

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/7264UJJPM6
GO-2014425-PRO-5630417 TKR-2014425-PRO-5630416
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      University Hospital Southampton NHS Foundation Trust
      Tremona Road, Southampton, SO16 6YD, United Kingdom
      Tel. +44 02380825105, Fax. +44 02380825932, URL: www.uhs.nhs.uk

      Body responsible for mediation procedures:
               University Hospital Southampton NHS Foundation Trust
         Tremona Road, Southampton, SO16 6YD, United Kingdom
         Tel. +44 02380825105, Fax. +44 02380825932, URL: www.uhs.nhs.uk

      VI.4.2)Lodging of appeals: Not Provided   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            University Hospital Southampton NHS Foundation Trust
      Tremona Road, Southampton, SO16 6YD, United Kingdom
      Tel. +44 02380825105, Fax. +44 02380825932, URL: www.uhs.nhs.uk

   VI.5) Date Of Dispatch Of This Notice: 25/04/2014

ANNEX A

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
         1: Contracting Authority
      Solent NHS Trust
      Adelaide Health Centre, Western Community Hospital Campus, William Macleod Way, Millbrook, Southampton, SO16 4XE, United Kingdom

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
         2: Contracting Authority
      Southern Health NHS Foundation Trust
      Tatchbury Mount, Calmore, Southampton, SO40 2RZ, United Kingdom