Scope
Description
Airedale NHS Foundation Trust (AFT), Bradford Teaching Hospitals NHS Foundation Trust (BTH), and optionally Calderdale and Huddersfield NHS Foundation Trust (CHT) (together, the Contracting Authorities (hereafter the CAs)) are issuing a joint invitation to tender ("ITT") in connection with a competitive procurement of a digital-by-default patient experience portal (PEP) and hybrid mail solution. The CAs intend to procure a joint solution, led by BTH, but maintain individual instances for each individual contracting authority of both the PEP and hybrid mail. The CAs will also have separate contract managers. BTH and CHT's current electronic patient record (EPR) is run by Oracle Corporation UK Ltd (formerly known as Cerner, hereafter referred to as Oracle), and it is anticipated AFT will join on the same domain in 2026. Any solution being proposed must be able to natively integrate with our EPR by 1st March 2026. The CAs are looking for partners to help drive a digital transformation in outpatient pathways. There is an expectation that the successful supplier(s) will provide ongoing support and in-line continual service improvement. The successful supplier(s) will be expected to lead and programme manage the entirety of the implementation, including process mapping, analysis, optimisation, testing, implementation, and aftercare. The implementation of any new solution by the end of February 2026 must maintain the current level of functionality as a minimum, so as not to undermine current capabilities and services for patients. That includes hybrid mail to print and post letters from multiple systems; digital letters; automatic SMS appointment reminders; digital forms; and waiting list validation. CAs are seeking to optimise and transform the way in which they deliver outpatient services to improve operational efficiency, reduce operating costs, improve patient care, and reduce health inequalities. This must be achieved in the context of changing national policies (NHS 10 Year Plan, Elective Recovery Reform), One Digital Estate, Patient Care Aggregator (Wayfinder) and the NHS App (all as minimum).
Total value (estimated)
- £10,179,000 excluding VAT
- £12,215,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 March 2026 to 28 February 2030
- Possible extension to 28 February 2031
- 5 years
Description of possible extension:
One further 12-month extension
Options
The right to additional purchases while the contract is valid.
The option to extend has been included within the tender document suite. The option for Calderdale and Huddersfield NHS Foundation Trust to join or not join has been included within the tender document suite. The option for some contract additions, including but not limited to the friends and family test and video consultation (neither scored or mandatory requirements to bid for the core contract), have been included within Document 2 (Specification) of the tender document suite.
Main procurement category
Services
CPV classifications
- 72260000 - Software-related services
- 64112000 - Postal services related to letters
- 48611000 - Database software package
Contract locations
- UKE4 - West Yorkshire
Submission
Enquiry deadline
1 August 2025, 12:00pm
Submission type
Tenders
Tender submission deadline
1 August 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
29 September 2025
Recurring procurement
Publication date of next tender notice (estimated): 29 September 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Technical Quality | Technical Quality is worth 55% of the total award criteria weighting. Stage 1 Technical Quality is worth 40% and Stage 2 is worth 15%. |
Quality | 55.00% |
| Commercials | Cost is worth 35% of the total award criteria weighting. |
Cost | 35.00% |
| Social Value | Social Value is worth 10% of the total award criteria weighting. |
Quality | 10.00% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This procurement is a two-stage competitive tendering procedure (a "competitive flexible procedure") as permitted by the PA 2023. Stage 1: moderated evaluation of all bids that have passed the conditions of participation, completed their supplier information in the Central Digital Platform, confirmed all aspects of the specification, and the gate questions MR1-MR6. Social Value, Commercial schedule, and Quality Questions MIR1-MIR8 shall be scored, and the top two scoring Tenderers who have submitted compliant bids and have passed all minimum requirements will be selected to move forward to Stage 2. Any unsuccessful Tenderers will be advised of the outcome of Stage 1 at the same time as the successful Tenderers and shall be disqualified at this point. An assessment summary shall follow later at the point of standstill. Stage 2: moderated presentation of quality question MIR9. The top two scoring Tenderers shall be invited to a Teams meeting which will be recorded and transcribed, this is an opportunity to engage with the stakeholders so that they can clarify this aspect of your bid submission prior to providing a final score for it. Post-moderation: final scores shall be agreed amongst the panel and a recommendation made for a preferred supplier / solution. Internal approvals within each Trust will take place prior to the release of assessment summaries and the launch of a Contract Award Notice (UK6).
Justification for not publishing a preliminary market engagement notice
Preliminary Market Engagement was not undertaken for this tender.
Contracting authorities
Bradford Teaching Hospitals NHS Foundation Trust
- Public Procurement Organisation Number: PMJZ-5573-HMPZ
Bradford Royal Infirmary
Bradford
BD9 6RJ
United Kingdom
Contact name: Megan Schatz
Email: megan.schatz@bthft.nhs.uk
Region: UKE41 - Bradford
Organisation type: Public authority - central government
Airedale NHS Foundation Trust
- Public Procurement Organisation Number: PWVB-9664-WPWP
Skipton Road
Kieghley
BD20 6TD
United Kingdom
Region: UKE41 - Bradford
Organisation type: Public authority - central government
Calderdale and Huddersfield NHS Foundation Trust
- Public Procurement Organisation Number: PRVB-1661-VNRY
Trust HQ, Acre Street, Lindley
Huddersfield
HD3 3EA
United Kingdom
Region: UKE44 - Calderdale and Kirklees
Organisation type: Public authority - central government