Section one: Contracting authority
one.1) Name and addresses
NHS Lothian
Procurement Headquarters, Lothian Health Board Waverley Gate 2-4 Waterloo Place
Edinburgh
EH1 3EG
Contact
Alan Summers
Telephone
+44 1312756511
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
http://www.nhslothian.scot.nhs.uk/
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00326
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk
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
Lothian Health Board Oncology Management System, Treatment Planning System, Stereotactic Radiotherapy Treatment Planning System and DICOM Archive
Reference number
SLC818/2021
two.1.2) Main CPV code
- 33150000 - Radiotherapy, mechanotherapy, electrotherapy and physical therapy devices
two.1.3) Type of contract
Supplies
two.1.4) Short description
Lothian Health Board (more commonly known as NHS Lothian) operates the Edinburgh Cancer Centre (based at the Western General Hospital) and has a requirement to replace its Radiotherapy Oncology Management System (OMS), Treatment Planning System (TPS), Stereotactic Radiotherapy Treatment Planning System (SRT-TPS) and DICOM Archive (DA) under the Scottish Government’s
Radiotherapy Capital Equipment Replacement Programme (CERP).
This NHS Requirement includes the provision for the purchase of the following Products:
Lot 1: Oncology Management System (OMS)
Lot 2: Treatment Planning System (TPS)
Lot 3: Stereotactic Radiotherapy Treatment Planning System (SRT-TPS)
Lot 4: Radiotherapy DICOM Archive (DA)
Contractors may tender for any single, or multiple lots, up to and including all 4 lots.
Separate tenders should be submitted for each lot.
Contractors may submit more than 1 tender for any given lot.
A single tender for more than 1 lot combined will not be considered.
two.1.5) Estimated total value
Value excluding VAT: £2,083,334
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for maximum number of lots
4
two.2) Description
two.2.1) Title
Oncology Management System (OMS)
Lot No
1
two.2.2) Additional CPV code(s)
- 33150000 - Radiotherapy, mechanotherapy, electrotherapy and physical therapy devices
- 33151000 - Radiotherapy devices and supplies
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
Main site or place of performance
Edinburgh Cancer Centre
Western General Hospital
Edinburgh
two.2.4) Description of the procurement
An Oncology Management System (OMS) to replace the existing system installed in 2016, as per the NHS Requirement document within the ITT.
two.2.5) Award criteria
Quality criterion - Name: Technical and Functional / Weighting: 70
Cost criterion - Name: Cost / Weighting: 30
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
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
two.2.14) Additional information
Contractors may tender for any single, or multiple lots, up to and including all 4 lots.
Separate tenders should be submitted for each lot.
Contractors may submit more than 1 tender for any given lot.
A single tender for more than 1 lot combined will not be considered.
two.2) Description
two.2.1) Title
Treatment Planning System (TPS)
Lot No
2
two.2.2) Additional CPV code(s)
- 33150000 - Radiotherapy, mechanotherapy, electrotherapy and physical therapy devices
- 33151000 - Radiotherapy devices and supplies
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
Main site or place of performance
Edinburgh Cancer Centre
Western General Hospital
Edinburgh
two.2.4) Description of the procurement
A Treatment Planning System (TPS) to replace the existing system installed in 2016, as per the NHS Requirement document within the ITT.
two.2.5) Award criteria
Quality criterion - Name: Technical & Functional / Weighting: 70
Cost criterion - Name: Cost / Weighting: 30
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
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
two.2.14) Additional information
Contractors may tender for any single, or multiple lots, up to and including all 4 lots.
Separate tenders should be submitted for each lot.
Contractors may submit more than 1 tender for any given lot.
A single tender for more than 1 lot combined will not be considered.
two.2) Description
two.2.1) Title
Stereotactic Radiotherapy Treatment Planning System (SRT-TPS)
Lot No
3
two.2.2) Additional CPV code(s)
- 33150000 - Radiotherapy, mechanotherapy, electrotherapy and physical therapy devices
- 33151000 - Radiotherapy devices and supplies
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
Main site or place of performance
Edinburgh Cancer Centre
Western General Hospital
Edinburgh
two.2.4) Description of the procurement
A Stereotactic Radiotherapy Treatment Planning System (SRT-TPS) to replace the existing system installed in 2016, as per the NHS Requirement document within the ITT.
two.2.5) Award criteria
Quality criterion - Name: Technical & Functional / Weighting: 70
Cost criterion - Name: Cost / Weighting: 30
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
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
two.2.14) Additional information
Contractors may tender for any single, or multiple lots, up to and including all 4 lots.
Separate tenders should be submitted for each lot.
Contractors may submit more than 1 tender for any given lot.
A single tender for more than 1 lot combined will not be considered.
two.2) Description
two.2.1) Title
DICOM Archive (DA)
Lot No
4
two.2.2) Additional CPV code(s)
- 33150000 - Radiotherapy, mechanotherapy, electrotherapy and physical therapy devices
- 33151000 - Radiotherapy devices and supplies
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
Main site or place of performance
Edinburgh Cancer Centre
Western General Hospital
Edinburgh
two.2.4) Description of the procurement
A DICOM Archive (DA) to replace the existing system installed in 2016, as per the NHS Requirement document within the ITT.
two.2.5) Award criteria
Quality criterion - Name: Technical and Functional / Weighting: 70
Cost criterion - Name: Cost / Weighting: 30
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
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
two.2.14) Additional information
Contractors may tender for any single, or multiple lots, up to and including all 4 lots.
Separate tenders should be submitted for each lot.
Contractors may submit more than 1 tender for any given lot.
A single tender for more than 1 lot combined will not be considered.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Minimum level(s) of standards possibly required
4B.1.1 Bidders will be required to have a minimum “general” yearly turnover for the last 3 years of:
Lot 1 OMS - GBP2.3m
Lot 2 TPS - GBP1.0m
Lot 3 SRT-TPS - GBP0.5m
Lot 4 DA - GBP0.4m.
4B.2.1 Bidders will be required to have a minimum yearly turnover for the last 3 years in the business area covered by the contract of:
Lot 1 OMS - GBP2.3m
Lot 2 TPS - GBP1.0m
Lot 3 SRT-TPS - GBP0.5m
Lot 4 DA - GBP0.4m.
4B.5 It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded
contract, the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance = GBP5m
Public Liability Insurance = GBP10m
Product Liability Insurance = GBP5m
three.1.3) Technical and professional ability
Minimum level(s) of standards possibly required
— All tendered products must fully comply with the NHS Requirement included within the tender documents;
- 4.C.1.2 Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the
services/supplies as described in part II.2.4 of the OJEU Contract Notice.
— 4C.12 If awarded to the Contract Potential Contractors must provide evidence that tendered products are CE marked. Evidence should
be in the form of certification issued by a notified body.
- 4D.1 Quality Management Procedures
1. The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN
ISO 9001 (or equivalent),
OR
2. The bidder must have the following:
a. A documented policy regarding quality management. The policy must set out responsibilities for quality management demonstrating that
the bidder has and continues to implement a quality management policy that is authorised by their Chief Executive, or equivalent, and is
periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and
set out responsibilities for quality management throughout the organisation.
b. Documented procedures for periodically reviewing, correcting and improving quality performance including processes for ensuring that
the bidder’s quality management is effective in reducing/preventing incidents of sub-standard delivery, this must include the quality of
output and general performance.
c. A documented process for ensuring that quality management is effective in reducing/preventing incidents of sub-standard delivery, this
must include the quality of output and general performance. The bidder must be able to provide copies of their organisation’s
documentation procedures, that meet current agreed good practice. These must include the arrangements for quality management
throughout the bidder’s organisation. They must set out how the bidder’s organisation will carry out its policy, with a clear indication of
how the arrangements are communicated to the workforce.
d. Documented arrangements for providing the bidder’s workforce with quality related training and information appropriate to the type of
work for which this organisation is likely to bid. This will demonstrate that the organisation has in place and implements training
arrangements to ensure that its workforce has sufficient skills and understanding to discharge their various responsibilities. These must
include a programme of training that will keep the workforce up to date with required knowledge about quality related issues, including
copies of job profiles; training manuals and records.
e. Documented arrangements that your organisation has a system for monitoring quality management procedures on an on-going basis. The
bidder’s organisation must be able to provide evidence of systematic, periodic review and improvement of quality in respect of output and
general performance
f. Documented arrangements for ensuring that the bidders apply quality management measures that are appropriate to the work for which
they are being engaged.
g. A documented process demonstrating how the bidder deals with complaints. The bidder must be able to provide details of how their
organisation maintains records of any complaints received and how corrective measures are carried out to prevent reoccurrence.
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: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
10 September 2021
Local time
12:00pm
Changed to:
Date
17 September 2021
Local time
12:00pm
See the change notice.
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
Duration in months: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
10 September 2021
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
six.3) Additional information
The estimated value referred to in Section II.1.5 covers the contract duration of all four lots of the framework agreement.
Contractors may tender for any single, or multiple lots, up to and including all 4 lots.
Separate tenders should be submitted for each lot.
Contractors may submit more than 1 tender for any given lot.
A single tender for more than 1 lot combined will not be considered.
Tenders for each lot will be evaluated separately and an award for each lot made separately.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 18751. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
(SC Ref:661581)
six.4) Procedures for review
six.4.1) Review body
Sherriff Court House
27 Chambers Street
Edinburgh
EH1 1LB
Telephone
+44 1312252525
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Economic operators should approach the contracting authority in the first instance. However, the only formal remedy is to apply to the courts:
An economic operator that suffers, or is at risk of suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 or the Procurement Reform (Scotland) Act 2014, may bring proceedings in the Sheriff Court or the Court of Session.