Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
NHS Morecambe Bay CCG
Preston
UK
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
NUTS: UKD
Internet address(es)
Main address: https://www.morecambebayccg.nhs.uk
I.1) Name and addresses
NHS Greater Preston Clinical Commissioning Group
Leyland
UK
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
NUTS: UKD
Internet address(es)
Main address: https://www.healthierlsc.co.uk
I.1) Name and addresses
NHS Chorley and South Ribble Clinical Commissioning Group
Leyland
UK
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
NUTS: UKD
Internet address(es)
Main address: https://www.healthierlsc.co.uk
I.1) Name and addresses
NHS Blackburn with Darwen Clinical Commissioning Group
Blackburn
UK
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
NUTS: UKD
Internet address(es)
Main address: https://www.healthierlsc.co.uk
I.1) Name and addresses
NHS East Lancashire Clinical Commissioning Group
Nelson
UK
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
NUTS: UKD
Internet address(es)
Main address: https://www.healthierlsc.co.uk
I.1) Name and addresses
NHS Blackpool Clinical Commissioning Group
Blackpool
UK
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
NUTS: UKD
Internet address(es)
Main address: https://www.healthierlsc.co.uk
I.1) Name and addresses
NHS Fylde and Wyre Clinical Commissioning Group
Wakefield
UK
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
NUTS: UKD
Internet address(es)
Main address: https://www.healthierlsc.co.uk
I.1) Name and addresses
NHS West Lancashire Clinical Commissioning Group
Ormskirk
UK
Contact person: Garry Mitchell
E-mail: commercial.procurementhub@nhs.net
NUTS: UKD
Internet address(es)
Main address: https://www.healthierlsc.co.uk
I.2) Joint procurement
The contract involves joint procurement
The contract is awarded by a central purchasing body
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Health
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Digitisation of Lloyd George Medical Records for GP Practices across NHS Lancashire and South Cumbria ICS
II.1.2) Main CPV code
79999100
II.1.3) Type of contract
Services
II.1.4) Short description
Lancashire and South Cumbria Integrated Care System have been part of the national NHSX teams Acceleration Programme in which they have secured funding to enable Morcambe Bay Clinical Commissioning Group to fully digitise their Lloyd George medical records. This is in accordance with the General Medical Services Contract Reform 2019 to digitise all Lloyd George records in a phased approach across the Integrated Care System footprint by 2023.
This procurement for Morecambe Bay Clinical Commissioning Group is part of a larger digitisation programme and the first of 5 phases covering the 5 integrated care providers for Lancashire and South Cumbria. There will be potential to roll out to the rest of Lancashire and South Cumbria.
Morecambe Bay has funding to fully digitise their Lloyd George medical records to a cloud solution which will not only create efficiencies within General Practice but free up much needed space within the practice.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
5 638 431.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
79996100
72512000
60000000
92512100
72317000
63121100
II.2.3) Place of performance
NUTS code:
UKD
Main site or place of performance:
UKD North West England
UKD1 Cumbria
UKD4 Lancashire
II.2.4) Description of the procurement
This procurement for Morecambe Bay Clinical Commissioning Group is part of a larger digitisation programme and the first of 5 phases covering the 5 integrated care providers for Lancashire and South Cumbria. There will be potential to roll out to the rest of Lancashire and South Cumbria. This includes a further 200 practices across 4 Trusts and 7 Clinical Commissioning Groups totalling circa 1.3 million records.
Morcambe Bay Clinical Commissioning Group covers 33 GP Practices with a typical practice size of circa 7 200 patients. Practices vary in size from around 1 000 patients to a larger practice of over 63 000 patients. Morecambe Bay has a dispersed population of 350,000 spread over 310 km2 and the list size stands at 394 073 Lloyd George Envelopes containing essential historical medical records for every patient.
Each Lloyd George envelope has a broad range of detailed personal information stored inside and maintaining the security and accuracy of these legacy records are vital. Many paper records are over 60 years old and in a state of decay and becoming unreadable, this is both clinically unsafe and legally non-compliant. Practices are required to retain good patient records and, where these are historic paper records, maintain them within the Lloyd George envelope. These files can be very paper-heavy and take up huge amounts of storage space on a practice site or in secondary storage areas, sometimes at significant costs to practices.
Lancashire and South Cumbria Integrated Care System are leading the procurement on behalf of Clinical Commissioning Groups and Integrated Care Partnerships in Lancashire and South Cumbria.
Participating Clinical Commissioning Groups and Integrated Care Partnerships include:
NHS Morecambe Bay CCG
NHS Greater Preston Clinical Commissioning Group
NHS Chorley and South Ribble Clinical Commissioning Group
NHS Blackburn with Darwen Clinical Commissioning Group
NHS East Lancashire Clinical Commissioning Group
NHS Blackpool Clinical Commissioning Group
NHS Fylde and Wyre Clinical Commissioning Group
NHS West Lancashire Clinical Commissioning Group
The contract for scanning and the initial cloud solution will reside with the CCG.
This programme of work will deliver the following Critical Success Factors:
Right time and quantity — delivery within the timescale, facilitated through excellent mobilisation and implementation, so as to avoid additional ad-hoc collections and processing
Right quality and place — All Lloyd George/A4 records across the Lancashire and South Cumbria footprint (Morecambe Bay for phase 1) are scanned, uploaded to e-cloud solution, retained and destroyed in line with national British standards and as per requirements outlined in the specification
Efficiency — Minimal disruption and burden to GP Practice staff and clinicians in delivering the contract.
II.2.5) Award criteria
Quality criterion: Service overview
/ Weighting: 15
Quality criterion: Impact to practices
/ Weighting: 15
Quality criterion: Scanning Format
/ Weighting: 5
Quality criterion: Managing change
/ Weighting: 3
Quality criterion: Record transportation and receipt process
/ Weighting: 7
Quality criterion: Service Delivery Approach
/ Weighting: 9
Quality criterion: Project Risk Management
/ Weighting: 4
Quality criterion: IT System capabilities and equipment
/ Weighting: 5
Quality criterion: Integration
/ Weighting: 5
Quality criterion: Staff
/ Weighting: 5
Quality criterion: Social Value
/ Weighting: 2
Price
/ Weighting:
25
II.2.11) Information about options
Options:
Yes
Description of options:
Option to extend up to 12 months.
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
This procurement for Morecambe Bay CCG is part of a larger digitisation programme and the first of 5 phases covering the 5 integrated care providers for Lancashire and South Cumbria. The final agreed contract includes roll out to the rest of Lancashire and South Cumbria. This includes a further 200 practices across 4 Trusts and 7 Clinical Commissioning Groups totalling circa 1.3 million records.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Restricted procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2019/S 243-597593
Section V: Award of contract
Title: Digitisation of Lloyd George Medical Records for GP Practices across NHS Lancashire and South Cumbria ICS
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
13/11/2020
V.2.2) Information about tenders
Number of tenders received: 4
Number of tenders received from SMEs: 1
Number of tenders received from tenderers from EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 4
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Egton Medical Information Systems
Fulford Grange, Micklefield Lane, Leeds
Rawdon
LS19 6BA
UK
NUTS: UKE42
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 5 638 431.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Value or proportion likely to be subcontracted to third parties
Proportion: 50 %
Short description of the part of the contract to be subcontracted:
Logistics, Scanning and Secure Destruction
Section VI: Complementary information
VI.3) Additional information
Interested providers will be able to view this notice via the 'current tenders' list on the e-procurement system In-Tend, available on the following link: https://in-tendhost.co.uk/scwcsu/aspx/Home
In order to submit a bid, you will need to be registered on the e-procurement system and 'express an interest', and then complete a response as specified within the procurement documents.
On registration, please include at least two contacts to allow for access to the system in times of absence.
The services are deemed to be subject to the full regime of current EU procurement legislation and as such this tender will be conducted in accordance with, and governed by, the Public Contracts Regulations 2015. This contract will therefore be awarded in accordance with the provisions applicable in Section 5 (sub-section 7) of the Public Contracts Regulations 2015.
The contracting authority intends to observe the provisions and 10 day standstill period described in the Public Contracts Regulations 2015. Unsuccessful Bidders and applicants will receive scores and reasons for the decision, including the characteristics and relative advantages of the winning bid and the reasons why the Bidder/applicant was unsuccessful. Deadlines for lodging appeals should be in accordance with the Regulations.
VI.4) Procedures for review
VI.4.1) Review body
NHS Morecambe Bay CCG
Preston
UK
E-mail: mlcsu.customercarelancashire@nhs.net
VI.4.2) Body responsible for mediation procedures
NHS Morecambe Bay CCG
Preston
UK
E-mail: mlcsu.customercarelancashire@nhs.net
VI.4.4) Service from which information about the review procedure may be obtained
NHS Morecambe Bay CCG
Preston
UK
E-mail: mlcsu.customercarelancashire@nhs.net
VI.5) Date of dispatch of this notice
08/04/2021