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The requirement is for a fully inclusive Electronic Document Records Management System (EDRMS) to be used throughout Cwm Taf University Health Board (CTUHB)with a scanning service for up to 200 000 patient records.

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
NHS Wales Shared Services Partnership
Merthyr Tydfil
Cf47 9DT
United Kingdom
Telephone: +44 1443848585
NUTS code: UK

Internet address(es):

Main address:

Address of the buyer profile:

I.2)Joint procurement
The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
I.4)Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local subdivisions
I.5)Main activity

Section II: Object

II.1)Scope of the procurement

Requirement for and EDRMS solution and scanning Service.

Reference number: T434
II.1.2)Main CPV code
II.1.3)Type of contract
II.1.4)Short description:

The requirement is for a fully inclusive Electronic Document Records Management System (EDRMS) to be used throughout Cwm Taf University Health Board (CTUHB)with a scanning service for up to 200 000 patient records.

II.1.5)Estimated total value
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
NUTS code: UKL15
II.2.4)Description of the procurement:

The requirement is for a package of an Electronic Document Record Management System (EDRMS) and a record digitisation (scanning) service. The requirement is for a single package of 2 services; an Electronic Document Management Record System (EDRMS) and a digitisation (scanning) service to scan our paper patient records.

The EDRMS system must be;

- a product compatible with viewing images via the Welsh Clinical Portal (WCP),

- stand-alone functionality in the event of WCP downtime,

- an EDRMS which not only stores and presents digitised images but offers the functionality for users to view/sort/search images as required to suit their needs,

- a future-proof product with functionality to develop according to the organisation's needs,

- functionality to improve communication with primary care in future,

- examples of previous use in other NHS organisations,

- a product updated in line with competitors and Microsoft, Internet Explorer updates, etc.,

- ability to create e-forms for live entry of clinical information at the point of care, to reduce creation of paper records,

- ability to move forms/images around the organisation electronically to aid workflow,

- very detailed information on system robustness and security,

- ability to audit access to records,

- ability to restrict access to records (or parts of records) as appropriate to job role.

Scanning service must be;

- a professional digitisation service, working to recognised quality standards, i.e. ISO 9001, ISO 27001, BS10008,

- digitisation using metadata and indexing, which help the user identify and retrieve images and records when searching and viewing the record,

- the ability to scale production up or down according to CTUHB's timescales,

- a contracted level of service that ensures service to CTUHB is maintained in the event of staff shortage or equipment breakdown, etc.,

- be able to scan upto 200 000 patient records in a 2 year period,

- provided on site service or any urgently required records must either in the original paper format or in electronic format, be available within a maximum of 2 hours of leaving the CTUHB Hub site on a 24hr/7days/365days a year basis.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

Plus 1 plus 1 extenstion avaible.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

Information provided in specification.

III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1.1)Type of procedure
Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
Notice number in the OJ S: 2016/S 097-173342
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 14/04/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 10 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders
Date: 14/04/2017
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:

Note: the authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at

(WA Ref:63911)

The buyer considers that this contract is suitable for consortia.

VI.4)Procedures for review
VI.4.1)Review body
NHS Wales Shared Services Partnership
Merthyr Tydfil
United Kingdom
Telephone: +44 1443848585

Internet address:

VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice: