Section one: Contracting authority
one.1) Name and addresses
Oxford University Hospitals NHS Trust
Chief Executive's Office,Level 3, John Radcliffe Hospital, Headley Way, Headington
Oxford
OX3 9DU
Contact
Gareth Ellis
Country
United Kingdom
Region code
UKJ14 - Oxfordshire
Internet address(es)
Main address
Buyer's address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://health-family.force.com/s/Welcome
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://health-family.force.com/s/Welcome
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
https://health-family.force.com/s/Welcome
one.4) Type of the contracting authority
Other type
NHS Foundation Trust
one.5) Main activity
Health
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of an Ophthalmology Electronic Medical Record (EMR) Solution
two.1.2) Main CPV code
- 48814200 - Patient-administration system
two.1.3) Type of contract
Supplies
two.1.4) Short description
The Trust procured and implemented the current Ophthalmology EMR solution twenty years ago and has used it ever since. This creates a hybrid approach to clinical record keeping including extensive use of paper notes. The existing solution will cease to be a fully supported solution in 2024 therefore the purpose of this project is to identify and procure a suitable replacement Ophthalmology EMR solution that will provide the full range of Ophthalmology functionality.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKJ14 - Oxfordshire
two.2.4) Description of the procurement
The Trust procured and implemented the current Ophthalmology EMR solution twenty years ago and has used it ever since. This creates a hybrid approach to clinical record keeping including extensive use of paper notes. The existing solution will cease to be a fully supported solution in 2024 therefore the purpose of this project is to identify and procure a suitable replacement Ophthalmology EMR solution that will provide the full range of Ophthalmology functionality.
Background
The existing Ophthalmology EMR will cease to be a supported solution in 2024 and as a result The Ophthalmology team is already seeing a degradation in the level of support provided for the legacy solution. This is also resulting in the team’s inability to make necessary improvements or find remedies for known bugs and is affecting their ability to deliver the service effectively.
The existing solution also has significant gaps and shortcomings and does not provide a comprehensive digital record across all sub-specialties. As a consequence, Ophthalmology records are split between a combination of paper and digital records, which is both inefficient and carries clinical risk.
As a result, there are two key strategic drivers for this project:
• Continuity of service; and
• Improving clinical quality and safety
In further support of the need for a new solution, the overarching Ophthalmology Clinical Strategy (2020-2025) specifically identifies the use of digital technology to transform patient pathways, in particular, including:
• Greater integration with Cerner Millennium
• Communication between community-based activities (e.g. optometrists) and the OUH team
• Accessibility from all locations from where services are provided
Scope
Ophthalmology has many sub-specialties within the service such as medical retina, vitreoretinal, uveitis, glaucoma, anterior segment including cornea / cataract, oculoplastics, strabismus, neuro-ophthalmology, paediatric ophthalmology, ocular oncology, general and eye casualty. Each of these subspecialties require different combinations of IT systems providing recording of all ophthalmic imaging and diagnostics, which relate to disease state, and recording of progression of these disease to ensure timely treatment and prevention of loss of vision. The same ability to image and monitor patients has driven the development of protocol-based delivery of healthcare by non-medical personnel at cost-saving to the NHS. Capture of imaging and data for asynchronous virtual telemedicine is a vital part of this (eg for managing patients with chronic eye disease (glaucoma/medical retina)).
The ability to deliver care remotely eg in partnership with optometrists and in OUH-owned imaging hubs will be enabled using these technologies in parallel with a networked Ophthalmology-specific IT infrastructure which reflects the imaging requirements, subspecialty patient -record needs and the high volume work which characterises today’s Ophthalmology practice.
The Oxford Eye Hospital serves approximately 112,000 outpatient (OPD) based encounters per year, with 16, 500 Eye A/E, who are are seen between multiple consultants, fellows/ junior doctors, allied health professionals (AHPs), and nurses who need to take /access/review new eye scans and measurements, compare them to previous eyes scans, have a knowledge of the patient’s medical history, and write new notes whilst keeping the patient at the centre of the consultation. Thus, there is a need to be able to rapidly access and input complex information quickly and ensure it is kept in one place. Many ophthalmology patients have multiple appointments throughout the lifetime of their eye condition and at each appointment more paperwork is added to their notes
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
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
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
Date
3 June 2024
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 1 October 2024
four.2.7) Conditions for opening of tenders
Date
22 May 2024
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Oxford University Hospitals
Headley Way
Oxford
OX3 9DU
Country
United Kingdom