Section one: Contracting authority/entity
one.1) Name and addresses
East London NHS Foundation Trust
9 Alie Street
London
E1 8DE
Contact
harpreet bhachu
Country
United Kingdom
Region code
UKI42 - Tower Hamlets
Internet address(es)
Main address
Buyer's address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Other activity
Integrated Care System Strategy
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
SystmOne Community Electronic Patient Record
two.1.2) Main CPV code
- 85100000 - Health services
two.1.3) Type of contract
Services
two.1.4) Short description
Our community services are aligned to the local GP clinical systems (EMIS in NEL, S1 in BLMK). Our mental health services use RiO which is aligned with NELFT in NEL ICS and several other MH Trusts across London. This is in alignment with our Trust digital strategy as well as the wider ICS Digital strategy. We are already working with our neighbouring trusts on setting requirements for a join procurement in 2025/26 to deliver on the ICS systems convergence strategy
Building on the Trust’s approved Digital Strategy, which is aligned to the organisation’s strategic objectives, there is a programme underway to develop Technology Strategies. These follow on from the Trust’s development of an overall Digital Strategy which set out the role of digital in supporting the Trust’s clinical services and the broad direction of travel for building the infrastructure, systems, and services needed in the future. We will be focussing our efforts on optimising our existing EPR systems. This programme will be in collaboration with our neighbouring trusts to ensure we are building on collective learning, so we all move towards a best of breed end state.
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: £246,759
two.2) Description
two.2.2) Additional CPV code(s)
- 85100000 - Health services
two.2.3) Place of performance
NUTS codes
- UKI42 - Tower Hamlets
two.2.4) Description of the procurement
Integrated Care System Strategy
Our community services are aligned to the local GP clinical systems (EMIS in NEL, S1 in BLMK). Our mental health services use RiO which is aligned with NELFT in NEL ICS and several other MH Trusts across London. This is in alignment with our Trust digital strategy as well as the wider ICS Digital strategy. We are already working with our neighbouring trusts on setting requirements for a join procurement in 2025/26 to deliver on the ICS systems convergence strategy.
Aims and Objectives
Building on the Trust’s approved Digital Strategy, which is aligned to the organisation’s strategic objectives, there is a programme underway to develop Technology Strategies. These follow on from the Trust’s development of an overall Digital Strategy which set out the role of digital in supporting the Trust’s clinical services and the broad direction of travel for building the infrastructure, systems, and services needed in the future. We will be focussing our efforts on optimising our existing EPR systems. This programme will be in collaboration with our neighbouring trusts to ensure we are building on collective learning, so we all move towards a best of breed end state.
Current service provider
The Trust intends to issue a VEAT Notice to inform potential suppliers of our decision to extend the contract with the Access Group. Extending the contract represents a financially prudent decision for the Trust, as it allows the Trust to continue benefiting from a system that is integral to the clinical operations while preparing for a transition in 2025/6.
Reason for Voluntary ex ante transparency notice
The publication of the VEAT notice allows a 10-day opportunity for the offer made by ACCESS GROUP in the provision of RIO software/system for the 30 months extension are 1. Providers to challenged and 2. ELFT to follow a two-year engagement with neighbouring trusts on setting requirements for a join procurement in 2026/26 to deliver on the ICS systems convergence strategy.
two.2.5) Award criteria
Price
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
two.2.14) Additional information
A further extension Period of 24 months will be applied to the Contract dated 01/04/2018. This is in addition to the existing 24-month extension period.
Clause 1.2 of the Order form, reference SBS/15/CR/WAS/8387/27 and dated 01 April 2018, will be changed to include an additional 24-month Extension Period. Therefore, rather than a 24 months extension period, a 48-month extension applies, extending the contract to 31 March 2027.
No change to pricing but for the avoidance of doubt indexation will apply from 1 April 2023, in accordance with the contract and financial model – B17.
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:
Risk and Mitigation
1. Who uses this service? - Electronic Patient Record (EPR) system is used throughout secondary health care services, operating within mental health, child health and community care settings, to manage administrative and clinical processes
2. What is the risk of losing this service through ineffective procurement process? – High (Red)
3. If we lost the service what would the impact be? – High (Red).
4. Do we have an alternative provider we could use? – Assurance provided by Access group that they can continue to provide this service through Direct award. Using NHS SBS ref: SBS / 19 / AB / WAB / 9411 Digital Workplace Solutions Framework. Trust can call off for up to 7 years under this framework agreement and can either Direct award or run a further mini competition.
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
28 April 2025
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
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £246,759
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
NHS England
7&8 Wellington Place
Leeds
LS1 4AP
Country
United Kingdom