Section one: Contracting authority/entity
one.1) Name and addresses
Royal Devon & Exeter NHS Foundation Trust
Royal Devon & Exeter Hospital,Barrack Road
EXETER
EX25DW
Contact
Francis Gillen
Telephone
+44 1392402606
Country
United Kingdom
NUTS code
UKK4 - Devon
Internet address(es)
Main address
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Electronic Patient Records
two.1.2) Main CPV code
- 48814400 - Clinical information system
two.1.3) Type of contract
Supplies
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKK43 - Devon CC
Main site or place of performance
Royal Devon and Exeter NHS Foundation Trust
two.2.4) Description of the procurement at the time of conclusion of the contract:
Royal Devon and Exeter NHS Foundation Trust undertook a procurement to appoint a supplier for the provision of an electronic patient record, replacement patient administration system and other associated services. Please refer to the original contract notice (reference 2013/S 056-091960) for further details.
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
120
Section four. Procedure
four.2) Administrative information
four.2.1) Contract award notice concerning this contract
Notice number: 2021/S 098-260095
Section five. Award of contract/concession
Contract No
RDE/4292
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
15 June 2018
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
Epic Systems Corporation
1979 Milky Way
Verona
53711
LegalGroupCustomerContracts@epic.com
Country
United States
NUTS code
- US - United States
Internet address
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: £43,194,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Royal Devon and Exeter NHS Foundation Trust
Barrack Road
EXETER
EX2 5DW
Telephone
+44 1392402606
Country
United Kingdom
Internet address
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Part 3 of the Public Contracts Regulations 2015 provides for aggrieved parties who have been harmed or are at risk of harm by a breach of the Regulations to take legal action. Any such action must be started in the High Court within the applicable limitation period set out in Part 3.
Section seven: Modifications to the contract/concession
seven.1) Description of the procurement after the modifications
seven.1.1) Main CPV code
- 48814400 - Clinical information system
seven.1.3) Place of performance
NUTS code
- UKK43 - Devon CC
Main site or place of performance
Royal Devon and Exeter NHS Foundation Trust and Northern Devon Healthcare Trust.
seven.1.4) Description of the procurement:
Provision of an electronic patient record, replacement patient administration system and other associated services.
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
120
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£56,883,480
seven.1.7) Name and address of the contractor/concessionaire
EPIC Systems Corporation
1979 Milky Way
Verona
53711
LegalGroupCustomerContracts@epic.com
Country
United States
NUTS code
- US - United States
Internet address
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):
Nature and extent of the modifications (with indication of possible earlier changes to the contract):
As Royal Devon and Exeter NHS Trust (RD&E) and Northern Devon Healthcare Trust (NDHT) are in the process of completing a merger such that NDHT's operations are merged into RD&E's or NDHT becomes an 'affiliate' of RD&E, the modification is required to extend use of Epic's software under the contract to NDHT which increases the licensed volumes for the software. Epic shall provide associated implementation and training services in respect of the software to NDHT. RD&E will act as a pass-through agent for the contractual charges incurred under the modification for NDHT.
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:
Part of the extra licences needed for NDHT are available for RD&E's 'affiliate users' under the original contract and according to Reg 72(1)(a). For licences above the original contract and associated services, RD&E is modifying the contract under Reg 72(1)(b) because a change of contractor would (1) prevent interoperability and (2) would cause significant inconvenience or substantial duplication of costs. Epic is providing all existing licences to RD&E and a proportion of the licences to NDHT under the original contract, so another supplier could not feasibly deliver solely the additional licences above the permitted volumes. Further, since Epic will be providing the underlying licences, it has the expertise and knowledge to deliver the associated services including trained people and intellectual property rights. The forthcoming merger needs common clinical systems which would be disrupted by another supplier. The value of the modification is less than 50% of the original contract.
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: £43,884,000
Total contract value after the modifications
Value excluding VAT: £56,883,480