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Notice Details

Title: Requirement for and EDRMS soultion and scanning Service
Published by: NHS Wales Shared Services Partnership
Publication Date: 11/03/2017
Deadline Date: 14/04/2017
Deadline Time: 12:00
Notice Type: 02 Contract Notice
Has Documents: No
Abstract: 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.
CPV: 48311000, 79999100, 48311000.

Contract notice

Directive 2014/24/EU - Public Sector Directive

Section I: Contracting authority

I.1) Name and addresses

NHS Wales Shared Services Partnership

Merthyr Tydfil

Cf47 9DT


Telephone: +44 1443848585



Internet address(es)

Main address:

Address of the buyer profile:

I.3) Communication

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 sent electronically to:

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

II.1.1) Title

Requirement for and EDRMS soultion 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.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)



II.2.3) Place of performance

NUTS code:


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.2.7) 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.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: No

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

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.2) Conditions related to the contract

III.2.1) Information about a particular profession

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.8) Information about 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.2.4) 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 bidding.

VI.4) Procedures for review

VI.4.1) Review body

NHS Wales Shared Services Partnership

Merthyr Tydfil



Telephone: +44 1443848585

Internet address(es)


VI.5) Date of dispatch of this notice


Information added to the notice since publication.

Additional information added to the notice since it's publication.
No further information has been uploaded.
Main Contact:
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
48311000Document management software packageDocument creation software package
79999100Scanning servicesScanning and invoicing services

Delivery Locations

Delivery Locations
1015Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)

Alert Region Restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

Alert Region Restrictions
There are no alert restrictions for this notice.

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