Scope
Reference
C396207
Description
Oxford Health NHS Foundation Trust ("OHFT", "the Trust") wishes to undertake Preliminary Market Engagement ("PME") for a patient flow clinical information system. This system shall be used in the "Shaped for Me" Thames Valley and Wessex Adult Secure Provider Collaborative ("the Provider Collaborative") - https://tvwadultsecurepc.nhs.uk/.
A Provider Collaborative is a collaboration of public, private, and voluntary sector organisations that aim to deliver unified care across one or more Integrated Care Systems (ICS) irrespective of organisational boundaries. ICSs operate at "system" level, while Provider Collaboratives are a way of organising providers at "place" or "neighbourhood" level to actually deliver services. Their purpose is to:
- **Coordinate care at scale** - working across multiple trusts to reduce unwarranted variation in services and outcomes.
- **Share resources and expertise** - for example, specialist clinical staff, digital systems, or estates.
- **Deliver efficiency and value** - by pooling procurement, back-office functions, or clinical services.
- **Improve patient pathways** - so that patients experience more consistent, timely, and equitable care.
Provider collaboratives can be subdivided as follows. For the avoidance of doubt, this process is for a Mental Health Provider Collaborative:
- **Acute provider collaboratives** - usually groups of hospitals working together (e.g. elective hubs, cancer pathways).
- **Mental health provider collaboratives** - often formed first, managing specialised commissioning budgets (e.g. for CAMHS Tier 4 beds, forensic services).
- **Community and ambulance collaboratives** - less common but emerging, focusing on joined-up out-of-hospital care and urgent response.
Provider Collaboratives can meet their goals through the following activities:
- Run managed clinical networks across their member trusts.
- Agree joint governance and shared leadership (boards, committees).
- Take on delegated budgets from NHS England/ICSs to manage specialised services.
- Lead on service transformation programmes, e.g. reducing waiting lists, setting up shared digital records, or improving discharge processes.
The Shaped for Me Provider Collaborative is a partnership of seven mental health service providers (NHS Trusts and independent sector providers) working across five Integrated Care Systems, with a total population of around 5.5 million people. It delivers low and medium adult secure mental health services, including:
- Low and medium secure care for adult patients with forensic mental health needs.
- Low and medium secure care for adult patients with forensic mental health needs and Learning Disability and/or Autistic Spectrum Condition.
- Forensic Community Mental Health services.
The Trust is the Lead Provider in the Provider Collaborative. It is contractually obliged to procure, manage and maintain a suitable digital clinical system to all providers within the collaborative.
The Trust entered into a contract with for its incumbent solution on the 13th October 2021 to provide a patient flow solution that could be further configured to meet the Trust's needs. This was deployed in the Provider Collaborative's Forensic services but not in Adult Eating Disorders ("AED") or Child and Adolescent Mental Health Services ("CAMHS").
The solution has been classified as end-of-life in October 2026 on the expiry of the current contract. The Trust must procure and deploy a new solution (transition for Forensics and new implementation in AED and CAMHS) to replace the incumbent solution.
Total value (estimated)
- £400,000 excluding VAT
- £480,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 2 March 2026 to 28 February 2031
- Possible extension to 28 February 2033
- 6 years, 11 months, 30 days
Main procurement category
Services
CPV classifications
- 48814400 - Clinical information system
- 48180000 - Medical software package
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKJ14 - Oxfordshire
Engagement
Engagement deadline
7 November 2025
Engagement process description
There is no Provider Collaborative specific solution in the market that the Trust is aware of. The Trust needs to undertake this PME to identify how different solutions could meet its required outcomes.
This PME process will help to inform the Trust about the current state of the market, available systems and solutions, and investigate procurement options. The Trust wishes to collaborate with a range of suppliers specifically the review its requirements documentation and offer suppliers the opportunity to feedback and comment on our documentation to date.
At this stage, the Trust is not looking to enter straight into a procurement process. The main aim of this PME is to understand the technical options available to meet its strategic needs. Further PME processes may be required, and a procurement will take place in due course.
The Trust wishes to receive responses from the marketplace about its capabilities and expertise. It is particularly interested in understanding both the:
- "State of the Art" - the market's current skills and available technologies; and,
- "Art of the Possible" - how skills and technologies can be applied to achieve the Trust's required outcomes.
At present, there are not plans for demonstrations or face-to-face meetings; however the Trust reserves the right to undertake additional rounds of PME which may include such activities.
Interested parties can access all relevant documents via the Atamis system at:
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
12 January 2026
Contracting authority
Oxford Health NHS Foundation Trust
- Public Procurement Organisation Number: PVTR-2436-WDLT
Littlemore Mental Health Centre, Sandford Road, Littlemore
Oxford
OX4 4XN
United Kingdom
Contact name: David Mizon
Email: strategic.procurement@oxfordhealth.nhs.uk
Website: https://www.oxfordhealth.nhs.uk/
Region: UKJ14 - Oxfordshire
Organisation type: Public authority - central government