Scope
Description
The Authority is seeking to procure a new Clinical Trial Data Management Solution. The primary objective of this solution is to provide an accessible and cost-effective service that enables The Royal Marsden to collect and manage clinical research data in full compliance with relevant regulatory standards, while supporting the maintenance of UKCRC Clinical Trials Unit (CTU) accreditation.
Further to pre-market engagement undertaken earlier this year, the Authority will now commence a three-stage competitive flexible procurement process. This process will consist of:
1. An initial supplier eligibility assessment;
2. A written stage, covering technical, commercial, and social value questions; and
3. A sandboxing exercise to assess shortlisted solutions in practice.
Interested suppliers are invited to engage with this procurement via Atamis https://health-family.force.com/s/Welcome Contract Reference: C388016.
North West London Procurement Services (NWLPS) is a Collaborative Procurement Organisation. The Contracting Authority have instructed NWLPS to act as their procurement representative, therefore any communications during the tender process by NWLPS, are on behalf of the Contracting Authority.
NWLPS is an agent on behalf of the Contracting Authority acting on its behalf solely to carry out the Procurement. All decisions regarding the Contract will be made by the Contracting Authority.
Total value (estimated)
- £500,000 excluding VAT
- £600,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 27 February 2026 to 26 February 2031
- Possible extension to 26 February 2036
- 10 years
Description of possible extension:
Initial 5 year term will have extension options of up to an additional 5 years.
Main procurement category
Services
CPV classifications
- 72300000 - Data services
- 72322000 - Data management services
- 48600000 - Database and operating software package
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
9 October 2025, 12:00pm
Submission type
Requests to participate
Deadline for requests to participate
27 October 2025, 12:00pm
Submission address and any special instructions
The Contracting Authority is utilising an electronic Tendering system ("E-Tendering Portal") to manage this procurement and communicate with Tenderers. Accordingly, there will be no hard copy documents issued to Tenderers and all communications with the Contracting Authority, including the submission of Tender responses will be conducted solely via the following link:
https://health-family.force.com/s/Welcome
User Guide:
https://services.atamis.co.uk/docs/Supplier_User_Guide.pdf
Unless stated otherwise in these Instructions or in writing from the Contracting Authority, all communications from Tenderers (including their sub-contractors, consortium members, consultants and advisers) during the period of this procurement exercise must be directed via the messaging service on the E-Tendering Portal.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
27 February 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Evaluation Criteria | Criterion % weighting Commercial Questionnaire 40% Technical Questionnaire 30% Sandbox Stage 20% Social Value 10% |
Quality | 100.00% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The procurement procedure will be a 3 stage Competitive Flexible Porcess
Contracting authority
The Royal Marsden NHS Foundation Trust
- Public Procurement Organisation Number: PXLT-9823-WVCY
Fulham Road
London
SW3 6JJ
United Kingdom
Contact name: NHS North West London Procurement Services
Email: clcht.nwlicsps-sourcing-it@nhs.net
Website: https://www.royalmarsden.nhs.uk
Region: UKI33 - Kensington & Chelsea and Hammersmith & Fulham
Organisation type: Public authority - central government