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UK-Uxbridge: Electronic data management (EDM).

Section I: Contracting Authority
I.1)Name, Addresses and Contact Point(s):
The Hillingdon Hospital NHS Trust
The Hillingdon Hospitals NHS Foundation Trust, Pield Heath Road, Uxbridge, UB8 3NN, United Kingdom
Tel. +44 1895279896, Fax. +44 1895279434, Email:, URL:, URL:
Contact: Andy Carrey, Attn: Andy Carrey

Further information can be obtained at: As Above
Specifications and additional documents: As Above
Tenders or requests to participate must be sent to: As Above

I.2)Type of the contracting authority:
Body governed by public law

I.3) Main activity:

I.4) Contract award on behalf of other contracting authorities:
The contracting authority is purchasing on behalf of other contracting authorities: No

Section II: Object Of The Contract: SUPPLIES
II.1.1)Title attributed to the contract by the contracting authority: T/Hill/118 EDRM Syatem
II.1.2)Type of contract and location of works, place of delivery or of performance: SUPPLIES

Region Codes: UKI23 - Outer London - West and North West
II.1.3) Information about a public contract, a framework or a dynamic purchasing system:The notice involves a public contract

II.1.5)Short description of the contract or purchase:
Electronic data management (EDM). The Trust is seeking to implement an electronic system to manage more than half a million case notes housed both on and off site and via storage on a 3rd party data warehouse. Currently the sheer storage demands of this quantity of paper-based case notes and the level of security and management involved, is substantial. The retrieval and management of notes, at times, can be difficult to maintain to a level that ensures they were with the right clinician and in the right department at the right time.

To tackle the problem and kick-start a move to the potential of the acquisition of a more efficient, electronic patient records strategy, the Trust has taken the decision to invest in a specialist EDRM solution, involving the establishment of a high-end scanning operation on its own premises. It is the expectation that the facility, jointly set up with an EDRM system integrator in partnership with the Trust but managed by Trust staff will enable the scanning of case notes required for clinic appointments, as well as the case notes for all new patients.

With the support and advice of the selected partner, the Trust propose the implementation of an electronic document and records management system (EDRMS) based on a Records Management tool and utilising the Trust┐s Systems Integration Engine, integrated with the hospital┐s Patient Administration System (PAS) and Clinical Management Systems (CMS), with a customised portal for access.

As patients are identified for out patient referral, existing physical records, newly received paper referrals etcetera will be scanned locally to populate the electronic case note. The proposed scanning solution will include an intelligent indexing to ensure the human interpretation of where forms should be filed is reduced, and provide a consistent filing approach. The electronic case note will be displayed with tabbed dividers, just as the current physical records folder to speed adoption by clinical and clerical staff.

Once a patient has been admitted to the hospital or seen within out-patients, the proposed system must provide a facility for the completion of forms electronically to enable records to be maintained and extract other data from hospital systems as appropriate.

For the creation of these forms and as part of this procurement, a software solution will be sought that will provide a solution to enable the conversion of these forms and many others from a paper base to an electronic format.

The final part of the proposed solution will be a system (and a provider) that, at the appropriate time, will securely destroy existing paper records.

Over time, it is the Trust┐s expectation that the EDRM solution will also be rolled out to a level that will include the records management of corporate all functions i.e. HR records, Finance records, etc.

II.1.6)Common Procurement Vocabulary:
48613000 - Electronic data management (EDM).

II.1.7) Information about Government Procurement Agreement (GPA):
The contract is covered by the Government Procurement Agreement (GPA): No
This contract is divided into lots: Yes
If yes, tenders should be submitted for: All lots

II.1.9)Information about variants:
Variants will be accepted: No

II.2)Quantity Or Scope Of The Contract
II.2.1)Total quantity or scope:
It is anticipated that this project may be broken into specific lots:

1) A system to allow the creation of Electronic forms (i.e. a process to convert paper records to an electronic format and supplementary fillable forms):

2) Scanning Software to include Indexing and Retrieval Options (i.e. A structured database whereby the information is stored but linked to a patient for easy retrieval. It will also include comprehensive auditing and governance facilities to cater for e.g. recording the last access or update, by whom etc. and a (web based) user interface to the database for searching and retrieval of the information. This software should also be structured to present information in order of projected activity to enable easier and quicker access to the information:

3) Hardware (and hardware support) to support the project (i.e. scanners, IT Hardware etc which may or may not include the acquisition of additional hardware/software to provide additional Data Storage) and

4) A system/provider with the ability to process and destroy paper records once converted.

At the authorities sole discretion this project may or may not be awarded to a single supplier.
Estimated value excluding VAT:
Range between: 1,500,000 and 2,750,000
Currency: GBP

II.2.2)Options: No
II.2.3)Information about renewals:
This contract is subject to renewal: Not Provided
II.3)Duration Of The Contract Or Time-Limit For Completion
Duration in months: 60 (from the award of the contract)

Information About Lots

Lot No: 1

1)Short Description: Not Provided

2)Common Procurement Vocabulary:
48613000 - Electronic data management (EDM).

3)Quantity Or Scope: Not Provided

4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract Not Provided

5)Additional Information About Lots: Not Provided

Section III: Legal, Economic, Financial And Technical Information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
As contained within PQQ Documents

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As contained within PQQ Documents

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
As contained within PQQ Documents

III.1.4)Other particular conditions:
The performance of the contract is subject to particular conditions:Yes
If Yes, description of particular conditions:
As contained within PQQ Documents
III.2)Conditions For Participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:

As contained within PQQ Documents
III.2.2)Economic and financial capacity
Economic and financial capacity - means of proof required:

Information and formalities necessary for evaluating if requirements are met:
As contained within PQQ Documents

III.2.3)Technical capacity
Technical capacity - means of proof required

Information and formalities necessary for evaluating if requirements are met:
As contained within PQQ Documents
III.2.4)Information about reserved contracts: Not Provided
Section IV: Procedure
IV.1)Type Of Procedure
IV.1.1)Type of procedure: Competitive Dialogue

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate:
Envisaged minimum number: 3 and maximum number: 6
Objective Criteria for choosing the limited number of candidates:
as provided within the PQQ Documentation
IV.1.3)Reduction of the number of operators during the negotiation or dialogue: Yes
IV.2)Award Criteria
IV.2.1)Award criteria:
The most economically advantageous tender in terms of
The criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction:
An electronic auction will be used: No

IV.3)Administrative Information
IV.3.1)File reference number attributed by the contracting authority: T/Hill/118
IV.3.2)Previous publication(s) concerning the same contract: Not Provided
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:

Date: 15/08/2012
Time-limit for receipt of requests for documents or for accessing documents: 12:00
Payable documents: No

IV.3.4)Time-limit for receipt of tenders or requests to participate
Date: 15/08/2012
Time: 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates: 16/08/2012
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up: English

Section VI: Complementary Information

VI.1)This Is A Recurrent Procurement: No
VI.2)Information about European Union funds:
The contract is related to a project and/or programme financed by European Union funds: No
VI.3)Additional Information: Further information as required will be ciontained within the PQQ Documentations GO-2012713-PRO-4071613 TKR-2012713-PRO-4071612

VI.4)Procedures For Appeal
VI.4.1)Body responsible for appeal procedures:
The Hillingdon Hospital NHS Trust
The Furze, Uxbridge, UB8 3NN, United Kingdom
Tel. +44 1895279896, Fax. +44 1895279434, Email:

Body responsible for mediation procedures:
The Hillingdon Hospital NHS Trust
The Furze, Uxbridge, UB8 3NN, United Kingdom
Tel. +44 1895279896, Fax. +44 1895279434, Email:

VI.4.2)Lodging of appeals: Not Provided

VI.4.3)Service from which information about the lodging of appeals may be obtained:
The Hillingdon Hospital NHS Trust
The Furze, Uxbridge, UB8 3NN, United Kingdom
Tel. +44 1895279896, Fax. +44 1895279434, Email:

VI.5) Date Of Dispatch Of This Notice: 13/07/2012


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