Provision and Support of a Patient Records Data Solution

  • South East Coast Ambulance Service NHS Foundation Trust

F02: Contract notice

Notice reference: 2023/S 000-003136

Published 1 February 2023, 3:04pm

Section one: Contracting authority

one.1) Name and addresses

South East Coast Ambulance Service NHS Foundation Trust

Nexus House, 4 Gatwick Road, Crawley, RH10 9BG

Tunbridge Wells

TN12 6BE


Please use the communication function in Bravo




+44 1892831139


United Kingdom

NUTS code

UK - United Kingdom

Internet address(es)

Main address


one.3) Communication

Access to the procurement documents is restricted. Further information can be obtained at


Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via


Tenders or requests to participate must be submitted to the above-mentioned address

Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at


one.4) Type of the contracting authority

Body governed by public law

one.5) Main activity


Section two: Object

two.1) Scope of the procurement

two.1.1) Title

Provision and Support of a Patient Records Data Solution

Reference number


two.1.2) Main CPV code

  • 72314000 - Data collection and collation services

two.1.3) Type of contract


two.1.4) Short description

South East Coast Ambulance Service NHS Trust ("the Trust") currently processes more than 720,000 patient records per annum (electronic and paper) and require the supply, installation, configuration, and delivery of a Trust wide holistic data solution system, which encompasses all processes related to the primary and secondary use requirements for patient data. This is aligned to the wider NHS Strategy for greater integration, interoperability, and digitisation of services and the Trusts Strategy for digital management.

The solution needs to incorporate all the Trust’s Audit and EOC Audit processes, as well as providing a reporting platform that is available Trust-wide.

two.1.5) Estimated total value

Value excluding VAT: £150,000

two.1.6) Information about lots

This contract is divided into lots: No

two.2) Description

two.2.2) Additional CPV code(s)

  • 48100000 - Industry specific software package
  • 48180000 - Medical software package
  • 48610000 - Database systems
  • 48611000 - Database software package
  • 48612000 - Database-management system
  • 48613000 - Electronic data management (EDM)
  • 72310000 - Data-processing services
  • 72312200 - Optical character recognition services
  • 72313000 - Data capture services
  • 72314000 - Data collection and collation services
  • 72316000 - Data analysis services
  • 72317000 - Data storage services
  • 79212200 - Internal audit services
  • 79212300 - Statutory audit services
  • 79996100 - Records management

two.2.3) Place of performance

NUTS codes
  • UK - United Kingdom
Main site or place of performance

The Trust covers a geographical area of 3,600 square miles across Kent, Surrey, Sussex and North East Hampshire

two.2.4) Description of the procurement

Historically patient records are individually reviewed for the purpose of clinical audit. Along with the introduction of an electronic patient records solution (ePCR), a clinical audit data solution was introduced several years ago, to integrate data from paper and electronic records across the Trust into an intuitive database of clinical records for audit and analysis purposes.

The Trust require a holistic data solution system, which encompasses all associated processes related to the primary and secondary use requirements for patient data.

The system will need to interact with several existing systems including CAD and ePCR, to allow call audits, clinical audits and associated patient records to match to the incident details held. Information captured at the time of 999 and 111 calls will combine with data captured on the patient clinical record to automate the data collection processes and reporting requirements for national auditing and internal audit purposes. Feedback to clinicians, call takers and other Trust departments must also be facilitated through the system.

The system must provide access to all Trust staff, through a simple log in process, with robust role-based access controls, visibility of data and secure onward transmission of data . The system must also support full Information Governance/Data Protection legislation requirements.

two.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

two.2.6) Estimated value

Value excluding VAT: £150,000

two.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months


This contract is subject to renewal


Description of renewals

Initial 3 years term with options to extend for 2 further 1 year periods

two.2.10) Information about variants

Variants will be accepted: Yes

two.2.11) Information about options

Options: No

two.2.13) Information about European Union Funds

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

Section three. Legal, economic, financial and technical information

three.1) Conditions for participation

three.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents

three.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents

three.2) Conditions related to the contract

three.2.3) Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section four. Procedure

four.1) Description

four.1.1) Type of procedure

Open procedure

four.1.8) Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: No

four.2) Administrative information

four.2.2) Time limit for receipt of tenders or requests to participate


3 March 2023

Local time


four.2.4) Languages in which tenders or requests to participate may be submitted


four.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

four.2.7) Conditions for opening of tenders


1 February 2023

Local time


Section six. Complementary information

six.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published: 3 years

six.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

six.3) Additional information

In order to comply with the Department of Health eProcurement Strategy and NHS paperless agenda, the Trust encourages Suppliers to submit invoices electronically via an e-Invoicing portal, Tradeshift.

You can find more information on the Tradeshift portal at http://tradeshift.com/supplier/nhs-sbs/

six.4) Procedures for review

six.4.1) Review body

South East Coast Ambulance Service NHS Foundation Trust

Nexus House, 4 Gatwick Road


RH10 9BG


United Kingdom