Contract

Electronic Patient Record

  • Black Country Healthcare NHS Foundation Trust

F20: Modification notice

Notice identifier: 2023/S 000-006003

Procurement identifier (OCID): ocds-h6vhtk-03ad3a

Published 1 March 2023, 1:25pm



Section one: Contracting authority/entity

one.1) Name and addresses

Black Country Healthcare NHS Foundation Trust

Trafalgar House, 47-49 King Street, 2nd Floor,

Dudley

DY2 8PS

Contact

Emma Marshall

Email

emma.marshall4@nhs.net

Telephone

+44 1212276183

Country

United Kingdom

Region code

UKG36 - Dudley

Internet address(es)

Main address

https://www.blackcountryhealthcare.nhs.uk/


Section two: Object

two.1) Scope of the procurement

two.1.1) Title

Electronic Patient Record

Reference number

1050-17-MH

two.1.2) Main CPV code

  • 48814200 - Patient-administration system

two.1.3) Type of contract

Supplies

two.2) Description

two.2.1) Title

Electronic Patient Record

two.2.3) Place of performance

NUTS codes
  • UKG36 - Dudley
Main site or place of performance

Dudley, Walsall, Wolverhampton and Sandwell

two.2.4) Description of the procurement at the time of conclusion of the contract:

Electronic Patient Record

The procurement of the Electronic Patient Record (EPR) system provided the Black Country region with a single system for mental health, children young people and families and learning disabilities services.

At the conclusion of the original contract the nature of the services (all electronic via EPR system) included: Patient search and Registration, Clinical Records, Referrals, Asessment and Review, Caseload Management, Care Programme Approach, Care Planning, Care Clusters, Treatment and Clinical Activity, Admissions/Discharges/Transfers, Clinic Scheduling, Clinic Booking. The original contract also included: System Configuration and Testing, Data Migration, Development of Training Material, Medical Staff Training and Go Live Support.

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

Start date

15 May 2019

End date

14 May 2029

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 five. Award of contract/concession

Contract No

1050-17-MH

five.2) Award of contract/concession

five.2.1) Date of conclusion of the contract/concession award decision:

15 May 2019

five.2.2) Information about tenders

The contract/concession has been awarded to a group of economic operators: No

five.2.3) Name and address of the contractor/concessionaire

The Access Group

Colchester

Country

United Kingdom

NUTS code
  • UKH3 - Essex
The contractor/concessionaire is an SME

No

five.2.4) Information on value of the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)

Total value of the procurement: £4,182,698


Section six. Complementary information

six.4) Procedures for review

six.4.1) Review body

High Court, Royal Courts of Justice

The Strand

London

WC2A 2LL

Country

United Kingdom


Section seven: Modifications to the contract/concession

seven.1) Description of the procurement after the modifications

seven.1.1) Main CPV code

  • 48814200 - Patient-administration system

seven.1.2) Additional CPV code(s)

  • 48000000 - Software package and information systems

seven.1.3) Place of performance

NUTS code
  • UKG36 - Dudley
Main site or place of performance

Dudley, Walsall, Wolverhampton and Sandwell

seven.1.4) Description of the procurement:

Electronic Patient Record.

The procurement of the Electronic Patient Record (EPR) system provided the Black Country region with a single system for mental health, children young people and families and learning disabilities services.

At the conclusion of the original contract the nature of the services (all electronic via EPR system) included: Patient search and Registration, Clinical Records, Referrals, Asessment and Review, Caseload Management, Care Programme Approach, Care Planning, Care Clusters, Treatment and Clinical Activity, Admissions/Discharges/Transfers, Clinic Scheduling, Clinic Booking. The original contract also included: System Configuration and Testing, Data Migration, Development of Training Material, Medical Staff Training and Go Live Support.

seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession

Start date

15 May 2019

End date

14 May 2029

seven.1.6) Information on value of the contract/lot/concession (excluding VAT)

Total value of the contract/lot/concession:

£4,182,698

seven.1.7) Name and address of the contractor/concessionaire

The Access Group

Colchester

Country

United Kingdom

NUTS code
  • UKH3 - Essex
The contractor/concessionaire is an SME

No

seven.2) Information about modifications

seven.2.1) Description of the modifications

Nature and extent of the modifications (with indication of possible earlier changes to the contract):

Contract Change Notices for:

EPR integration with Outlook Calendar, EPR Text Messaging, 750 additional EPR Licences, EPR mobile solution, MS Teams/VOIP functionality, EPR electronic document distribution, Scanning historical records - Document API and Scanning historical records - Bulk document upload.

seven.2.2) Reasons for modification

Need for additional works, services or supplies by the original contractor/concessionaire.

Description of the economic or technical reasons and the inconvenience or duplication of cost preventing a change of contractor:

The contract change notices are all inline with the mandated requirement of achieving frontline digitisation. The additional modules are related to the existing services in the original contract and are being implemented to improve capability and efficiency. The modules are: EPR integration with Outlook Calendar, EPR Text Messaging, 750 additional EPR Licences, EPR mobile solution, MS Teams/VOIP functionality, EPR electronic document distribution, Scanning historical records - Document API and Scanning historical records - Bulk document upload.

Given the nature of both the current and additional services it is not possible for another contractor to deliver the additional services. This is because of the interchangeability and interoperability with the existing EPR system. If a change in contractor was attempted to provide the additional services, this would cause significant inconvenience and substantial duplication in costs.

seven.2.3) Increase in price

Updated total contract value before the modifications (taking into account possible earlier contract modifications, price adaptions and average inflation)

Value excluding VAT: £4,182,698

Total contract value after the modifications

Value excluding VAT: £5,399,228