Section one: Contracting authority/entity
one.1) Name and addresses
Cambridge University Hospitals NHS Foundation Trust
Hills Rd
Cambridge
CB2 0QQ
Contact
Kevin Macey
Telephone
+44 1223274304
Country
United Kingdom
Region code
UKH12 - Cambridgeshire CC
Internet address(es)
Main address
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Electronic Patient Record Contract
Reference number
ADD/PU/KM/25/36
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKH12 - Cambridgeshire CC
two.2.4) Description of the procurement at the time of conclusion of the contract:
In 2013, the Trust signed a contract with Epic Systems Corporation to implement and operate an enterprise Electronic Patient Record solution following a competitive procurement exercise. The contract is due to expire in April 2026.
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
156
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section five. Award of contract/concession
Contract No
ADD/PU/KM/25/36
Title
Electronic Patient Record Contract
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
5 April 2013
five.2.2) Information about tenders
The contract/concession has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Epic Systems Corporation
1979 Milky Way
Verona
53593
Country
United States
NUTS code
- US - United States
The contractor/concessionaire is an SME
No
five.2.4) Information on value of the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)
Total value of the procurement: £65,205,515
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Cambridge University Hospitals
Hills Rd
Cambridge
CB2 0QQ
Country
United Kingdom
Internet address
Section seven: Modifications to the contract/concession
seven.1) Description of the procurement after the modifications
seven.1.1) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
seven.1.3) Place of performance
NUTS code
- UKH12 - Cambridgeshire CC
seven.1.4) Description of the procurement:
The Trust published a pipeline notice on 29 July 2025 (Notice Identifier: 2025/S 000-043963).
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
216
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£99,695,008
seven.1.7) Name and address of the contractor/concessionaire
Epic Systems Corporation
1979 Milky Way
Verona
53593
Country
United States
NUTS code
- US - United States
The contractor/concessionaire is an SME
No
seven.2) Information about modifications
seven.2.1) Description of the modifications
Nature and extent of the modifications (with indication of possible earlier changes to the contract):
The service is being modified to extend the duration of the contract. This contract will now run until 5 April 2031. As well as extending the duration, in the light of the passage of time, several non-substantial modifications have been agreed to align certain clauses to the parties' current operational and commercial needs. This includes modifications to address changes in regulations affecting the functionality of the software and changes that have become necessary to reflect the extended duration of the contract.
seven.2.2) Reasons for modification
Need for additional works, services or supplies by the original contractor/concessionaire.
Description of the economic or technical reasons and the inconvenience or duplication of cost preventing a change of contractor:
The Trust has a continuing need for an EPR solution for its operational services beyond the scheduled expiry of Epic's contract. The EPR software was developed and provided by Epic.
The Trust undertook a market engagement exercise to test whether a third party supplier could provide ongoing maintenance services to a level which is sufficiently robust to satisfy the Trust's requirements. These market engagement activities confirmed that:
• it would not be viable for a third-party to deliver maintenance services for the Trust's existing software licences; and
• alternative supplier arrangements could not be secured without the need to re-license and to pay for lengthy transition support.
Awarding a contract to a supplier other than Epic would cause significant inconvenience and substantial duplication of costs for the Trust as switching supplier would:
• necessitate the purchase of new software licences, notwithstanding that the current solution and licences are fit for purpose;
• render valueless the perpetual licences which the Trust obtained under the existing contract; and
• require the Trust to incur duplicative capital costs if it were required to invest in a new EPR solution.
Switching to an alternative supplier would also give rise to material operational risks, given the Trust's EPR solution is integral to all aspects of care delivery and hospital administration. Significant resources have been allocated to configuring, optimising, and embedding the current solution within the Trust’s clinical and operational workflows. Appointing a new supplier would mean incurring duplicative costs on configuring, optimising and embedding the new system. This could cause significant inconvenience given the impact on patient safety, service quality, productivity levels, and the effectiveness of care delivery models.
seven.2.3) Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications, price adaptions and average inflation)
Value excluding VAT: £69,982,008
Total contract value after the modifications
Value excluding VAT: £99,695,008