Scope
Reference
P0349
Description
Award of a two (2) year contract with three annual extensions (2+1+1+1) for middleware that supports the digital health records transformation project within Hywel Dda University Health Board (HDUHB).
As HDUHB works towards digitalising patient health records, middleware is required to bridge the document scanners to the electronic document record management system (EDRMS). Without the middleware, documents scanned will not be converted and uploaded for storing in the EDRMS, resulting in error-prone and time-consuming manual uploads. Through integrating middleware, the file formatting and uploading is an automated process, allowing for a greater volume of documents to be scanned and uploaded, making the patient health record project more efficient and effective.
Contract 1. Middleware for Digital Health Records Transformation Project
Supplier
Contract value
- £211,041.15 excluding VAT
- £253,249.38 including VAT
Above the relevant threshold
Earliest date the contract will be signed
30 September 2025
Contract dates (estimated)
- 1 October 2025 to 31 October 2027
- Possible extension to 31 October 2030
- 5 years, 1 month
Description of possible extension:
Three annual extensions available:
Extension 1: 01/11/2027 - 31/10/2028
Extension 2: 01/11/2028 - 31/10/2029
Extension 3: 01/11/2029 - 31/10/2030
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UKL14 - South West Wales
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Direct award
Direct award justification
- Single supplier - intellectual property or exclusive rights
- Single supplier - technical reasons
Due to technical reasons, including interoperability reliance on the middleware to work with both document scanners and EDRMS, a code will be developed by the provider, which results in intellectual property. As such, there is only a single supplier who can fulfil this contract requirement.
Supplier
Ricoh UK Ltd
- Public Procurement Organisation Number: PMHC-4165-CBLG
2nd Floor, 900 Pavilion Drive
Northampton
NN4 7RG
United Kingdom
Email: Sarah.Sanders@ricoh.co.uk
Region: UKF24 - West Northamptonshire
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Contract 1. Middleware for Digital Health Records Transformation Project
Contracting authority
NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)
- Public Procurement Organisation Number: PXWV-6492-CGMN
4-5 Charnwood Court,
Cardiff
CF14 3UZ
United Kingdom
Contact name: Sian John
Email: sian.john4@wales.nhs.uk
Website: http://nwssp.nhs.wales/ourservices/procurement-services/
Region: UKL22 - Cardiff and Vale of Glamorgan
Organisation type: Public authority - central government
Devolved regulations that apply: Wales