Section one: Contracting authority/entity
one.1) Name and addresses
University Hospitals Bristol and Weston NHS Foundation Trust
Marlborough Street
Bristol
BS1 3NU
Contact
BWPC Robert Walker
Telephone
+44 1174142666
Country
United Kingdom
NUTS code
UK - United Kingdom
National registration number
RA7
Internet address(es)
Main address
https://www.nbt.nhs.uk/bristol-weston-nhs-purchasing-consortium
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Health
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Electronic Document Management System
Reference number
BWPCIT860
two.1.2) Main CPV code
- 48311100 - Document management system
two.1.3) Type of contract
Supplies
two.1.4) Short description
This contract is for the provision of an electronic document management system which is
deployed on-premise and is a secure computerised system that ensures only authorised staff
can access the system. The solution is to provide scanning and archiving functionality for
paper medical records, allowing clinicians to view the scanned legacy records electronically
and capture data at the point of care using electronic forms and workflow capability.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £900,000
two.2) Description
two.2.2) Additional CPV code(s)
- 48613000 - Electronic data management (EDM)
two.2.3) Place of performance
NUTS codes
- UKK1 - Gloucestershire, Wiltshire and Bristol/Bath area
two.2.4) Description of the procurement
This contract is for the provision of an electronic document management system (EDMS)
deployed on-premise for secure, audited storage and management of patient documentation, enabling paperless working through configuration of digital workflows and electronic forms. The solution is required to provide instant access to patient records via mobile devices and desktops and enable quick access to information through simple intuitive user interface. The solution is required to be interoperable with the Trust’s primary patient management system based on HL7 standards.
The solution is required to be a secure computerised system that ensures only authorised
staff can access the system. The solution is to provide scanning and archiving functionality for paper medical records, allowing clinicians to view the scanned legacy records electronically and capture data at the point of care using electronic forms and workflow capability. An increase in capacity of the solution is also required to enable additional users to access and utilise the EDMS solution as well as the supply of the associated ongoing system support & maintenance 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
Negotiated without a prior call for competition
- The works, supplies or services can be provided only by a particular economic operator for the following reason:
- absence of competition for technical reasons
Explanation:
There is a need to ensure the legacy electronic document management solution remains
supported and maintained and as well as addressing the expiry of the existing support and
maintenance arrangement there is also a need to increase the capacity of the solution to
enable additional end users to access and utilise the system following the merger between
University Hospitals Bristol NHS Foundation Trust and Weston Area Health NHS Trust.
Given the current Trust’s digitisation programme, covid pressures, the direction to transition
to full electronic patient record as well as the level of investment already undertaken in time,
resource and capital to establish an on-premise solution there is a need to ensure continuity
of service, the solution has sufficient capacity to meet current organisational needs and
mitigate potential issues of being able to establish a stable and fully integrated system.
There is a need to avoid disruption, given the Trust’s digitisation programme and covid
pressures, which could potentially introduce risks of fragmentation in records as well as
continued effort to be focused on transition from physical medical records to a full electronic
patient record.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
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
24 June 2021
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
Kainos Software Ltd
Kainos House, 4 -6 Upper Crescent
Belfast
BT7 1NT
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £900,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Bristol and Weston Purchasing Consortium
Princess Campbell Offices, North Bristol NHS Trust, Southmead Road
Bristol
BS10 5NB
Country
United Kingdom