Section one: Contracting authority/entity
one.1) Name and addresses
Royal Devon University Healthcare NHS Foundation Trust
Barrack Road
EXETER
EX25DW
Contact
Denise Morton
Country
United Kingdom
Region code
UKK43 - Devon CC
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
https://www.royaldevon.nhs.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
Electronic Patient Records System Contract Term Extension (VEAT Notification)
two.1.2) Main CPV code
- 48180000 - Medical software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
The Contracting Authority is not awarding a new contract. This VEAT notice is in respect of a proposed short term extension to the term of its contract for the provision of an electronic patient record system. See sections II.2.4 for further details.
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: £6,783,000
two.2) Description
two.2.2) Additional CPV code(s)
- 48180000 - Medical software package
two.2.3) Place of performance
NUTS codes
- UKK - South West (England)
two.2.4) Description of the procurement
This is not a new contract opportunity, but rather a VEAT notice to inform the market that the Contracting Authority is seeking to extend the term of its existing contract for the provision of an electronic patient records (EPR) system which was originally awarded to Epic Systems Corporation (Epic) in June 2018 following a competitive award process. The Contracting Authority is intending to share its existing EPR instance with Torbay and South Devon NHS Foundation Trust (TSD) and University Hospitals Plymouth NHS Trust (UHP).
The term of Contracting Authority's contract with Epic is being extended for a short period beyond the extension period set out in its contract so that it is co-terminus with the term of the TSD and UHP contracts with Epic in order that all 3 Trusts participating in the shared EPR instance can receive the services for the same term.
The term of the contract is being extended for a short term period of 19 to 20 months (subject to when signature of TSD's and UHP's contracts with Epic occur) beyond the extension period set out in the contract.
two.2.11) Information about options
Options: No
two.2.14) Additional information
The Contracting Authority considers that the short term extension beyond the extension period detailed in the contract is permitted under Regulation 72(1)(b) of The Public Contracts Regulations 2015.
This is because Epic are already providing the overall solution which will be integrated with other systems, and because RDUH will be on a shared instance with TSD and UHP, it would not be feasible for another supplier to provide the EPR system, particularly for an extension that will be relatively short term. Adding another contractor to the mix would leave the solution and shared instance model open to disruption (which would not be acceptable due to the critical nature of the EPR solution which is ultimately vital for patient care). Further, it would not be possible for Epic to provide operational services to some but not all of the Trusts on the shared instance. In addition, the overall value of the short term extension will not exceed 50% of the value of the original contract.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated without a prior call for competition
- Additional deliveries by the original supplier
Explanation:
This is a VEAT notice to extend the current contract beyond the extension period, previously published on:
Reference 2013/S 056-091960
Reference 2021/S 098-260095
Reference 2021/S 000-011301
Reference 2021-054520
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
Contract No
References: 2013/S 056-091960,2021/S 098-260095, 2021/S 000-011301, 2021-054520
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
29 November 2024
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
Epic Systems Corporation
Wisconsin
USA 53711
Country
United States
NUTS code
- US - United States
Epic Systems Corporation
USA
The contractor/concessionaire is an SME
No
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Initial estimated total value of the contract/lot/concession: £6,783,000
Total value of the contract/lot/concession: £6,783,000
Section six. Complementary information
six.3) Additional information
Please note this is a Voluntary Transparency Notice and this contract variation has not been signed yet. Subject to (i) the Contracting Authority receiving no notice during the 10 day standstill period of any intention to legally challenge the award process; (ii) the Contracting Authority, TSD and UHP receiving necessary internal and external approvals; and (iii) when signature of TSD and UHP's contracts with Epic occurs, the Contracting Authority aims to execute the contract variation following the standstill period.
six.4) Procedures for review
six.4.1) Review body
The High Court of England and Wales
7 Rolls Building, Fetter Lane,
London
EC4A 1NL
Country
United Kingdom