Section one: Contracting authority/entity
one.1) Name and addresses
South West Yorkshire Partnership NHS Foundation Trust
Ouchthorpe Lane
Wakefield
WF1 3SP
Contact
Gary Garvey
Telephone
+44 1226644048
Country
United Kingdom
Region code
UKE45 - Wakefield
Internet address(es)
Main address
https://www.southwestyorkshire.nhs.uk/
Buyer's address
https://www.southwestyorkshire.nhs.uk/
one.6) Main activity
Other activity
Healthcare
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of Electronic Patient Record System - Mental Health
two.1.2) Main CPV code
- 48180000 - Medical software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
Provision of Electronic Patient Record System for Mental Health Services
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKE44 - Calderdale and Kirklees
Main site or place of performance
Fieldhead Hospital
two.2.4) Description of the procurement
Provision of Electronic Patient Record System for Mental Health Services
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 four. Procedure
four.1) Description
four.1.1) Type of procedure
Award of a contract without prior publication of a call for competition in the cases listed below
- The procurement falls outside the scope of application of the regulations
Explanation:
South West Yorkshire Partnership NHS Foundation Trust has two existing contracts in place for the provision of Electronic Patient Record (EPR) systems. One contract is due to expire on 21 February 2026, while the other 31 May 2028. The Trust is planning a fully compliant competitive procurement, to be undertaken collaboratively with other NHS Trusts across the South and West Yorkshire region, for the future provision of an Electronic Patient Record System.
In order to facilitate a single aligned procurement and avoid fragmentation of approach, the Trust proposes to extend the EPR contract due to expire on 20 February 2026 by a period of two years. This extension is intended solely to align contract end dates and to provide sufficient time for the completion and implementation of the planned collaborative procurement.
The Trust considers that the proposed modification is permitted under Regulation 72(1)(b) and/or Regulation 72(1)(c) of the Public Contracts Regulations 2015. The EPR system is business-critical and integral to the Trust’s clinical and operational functions. A change of supplier during this interim period would present significant operational risk, including risks associated with system transition, data migration, interoperability and user retraining, and would result in disproportionate cost and disruption.
The extension is time-limited, does not materially alter the scope or nature of the services, and does not provide for any automatic further extension. The Trust will proceed with a competitive procurement for the replacement contract.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section five. Award of contract/concession
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
20 January 2026
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
THE PHOENIX PARTNERSHIP (LEEDS) LTD
129 Low lane
Leeds
LS18 5PX
Country
United Kingdom
NUTS code
- UK - United Kingdom
National registration number
04077829
Internet address
The contractor/concessionaire is an SME
No
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
South West Yorkshire Partnership NHS Foundation Trust
Ouchthorpe Lane
Wakefield
WF1 3SP
Country
United Kingdom