Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
University of Southampton
University Road
Southampton
SO17 1BJ
UK
Contact person: Catherine Goddard
Telephone: +44 2380595000
E-mail: Procurement@soton.ac.uk
NUTS: UKJ3
Internet address(es)
Main address: http://www.southampton.ac.uk
Address of the buyer profile: https://in-tendhost.co.uk/universityofsouthampton
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Provision of an Auditory Implant Service Clinical Database
Reference number: 18/PROF/51
II.1.2) Main CPV code
48611000
II.1.3) Type of contract
Services
II.1.4) Short description
The University of Southampton has undertaken a tender exercise for a fully hosted (Software As A Service (SAAS)) Clinical IT System which is not reliant on integration with separate patient administration, appointment booking and stock control systems. It also has the capability of managing lifelong care for patients within the auditory implant service. Due to the ongoing support requirements of patients, the current database, which has in excess of 2 800 records, is to be migrated from the existing database to the new system and this process must be managed by the service provider as part of their implementation.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
340 000.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
48612000
48613000
II.2.3) Place of performance
NUTS code:
UKJ32
Main site or place of performance:
University of Southampton Auditory Implant Service, Highfield Campus, University Road, Southampton SO17 1BJ.
II.2.4) Description of the procurement
The University of Southampton has undertaken a tender exercise for a fully hosted (Software as a Service (SAAS)) Clinical IT System wich is not reliant on integration with separate patient administration, appointment booking and stock control systems. It also has the capability of managing lifelong care for patients within the auditory implant service. Due to the ongoing support requirements of patients, the current database, which has in excess of 2 800 records, is to be migrated from the existing database to the new system and this process must be managed by the service provider as part of their implementation.
Capabilities required are information governance, finance and performance reporting to enable the service to meet NHS Standard Contract requirements including patient administration, staff and resource scheduling, appointment booking, electronic patient record, patient notes (paper) tracking, stock management, clinical test data management, production of individualised standard letters and reports and a reporting tool to inform service management and research.
Due to the specialist nature of this requirement, the University was looking for potential suppliers who have experience of providing COTS (commercial off the shelf) extensible IT systems to support clinics, providing out-patient services to the NHS which is not reliant on integration with a separate patient administration system. The USAIS preferred approach is to have, as far as possible, the service provider configure, rather than customise, their COTS IT system to meet USAIS requirements. Some custom development may also be required in order to meet the requirements which are unique to the context of the auditory implant service.
The IT system needs to be extensible to allow it to adapt to deliver new integrated care pathways and to support new types of clinical test. Please note numerous types of clinical test exist in the current system. Patients currently no access to the current IT system. USAIS strategy is to utilise the new IT system to improve the online offering to patients on communicating with the service, ordering spares, managing appointments and accessing reports and test results.
USAIS vision is to reduce waste and improve efficiency to allow the service to continue to grow and offer additional services to patients without requiring more head count. The USAIS strategy is to procure an integrated system that:
1) Stores all patient data centrally and securely in accordance with NHS guidelines;
2) Supports a transition to paperless working;
3) Reduces wasted staff time by automating processes;
4) Reduces transcription errors from paper based forms and audiological test equipment;
5) Includes a user friendly and sophisticated appointment booking system.
The University proposes to enter into a contract for a maximum of 10 years. This will be the maximum period including any potential extensions with the successful tenderer. This will comprise of initial contract period of 5 years, unless otherwise terminated. After 5 years, this agreement shall automatically renew for yearly periods for a maximum of further 5 annual renewals, unless otherwise terminated by either party, with notice.
The estimated value of the initial 5 year contract term is in the region of 350 000 GBP (excluding VAT). The estimated value of the 5, one year extension periods is 350 000 GBP (excluding VAT). It is estimated, therefore, that the total value of this contract will be in the region of 700 000 GBP (excluding VAT).
II.2.5) Award criteria
Quality criterion: Functional requirements
/ Weighting: 30 %
Quality criterion: Non functional requirements
/ Weighting: 30 %
Quality criterion: Demonstrations
/ Weighting: 10 %
Price
/ Weighting:
30 %
II.2.11) Information about options
Options:
Yes
Description of options:
The option to extended the contract after the initial contract of 5 years for a 5 years at yearly increments (5+1+1+1+1+1) subject to satisfactory performance and at the discretion of the University of Southampton.
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 contract is not suitable for splitting into lots. The risk of dividing the requirement into lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract.
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:
2018/S 219-501790
Section V: Award of contract
Contract No: 18/PROF/51
Title: Provision of an Auditory Implant Service Clinical Database
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
03/04/2019
V.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 1
Number of tenders received by electronic means: 1
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
RioMed Ltd
3468288
18, East Links Tollgate, Chandlers Ford
Eastleigh
SO53 3TG
UK
NUTS: UKJ32
Internet address(es)
URL: http://www.riomed.com/
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 340 000.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) Additional information
e-Tendering Portal: The University is utilising an electronic tendering tool, in-tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).
All documentation in relation to this tender can be downloaded from in-tend.
Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of selection stage and/or invitation to tender responses will be conducted via in-tend.
Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.
If you are not already registered as a supplier with the University of Southampton, you will need to register in in-tend in order to access the procurement documentation.
Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.
Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via in-tend.
Further instructions for the submission of responses are below:
To submit your return:
1) Log in;
2) Click 'Tenders';
3) Locate the relevant project;
4) View details;
5) Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender');
6) Click on the 'Attach Documents' button and upload your return;
7) Check all your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return;
8) Click the red 'Submit Return' button.
Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within in-tend.
Due Diligence
Prior to any contract award, following ITT evaluation, the Contracting Authority reserves the right to undertake a due diligence process on the potentially successful tenderer. The purpose of the due diligence process is to enable the Contracting Authority to satisfy itself that the tenderer has the capacity and ability to deliver as per their quality submission.
Where this process identifies that a tenderer is unable to substantiate commitments made in their quality submission, the tender may be rescored accordingly. Should the new score result in the tender no longer being the most economically advantageous, the tenderer will be notified and a new potentially successful tenderer identified who will then undergo the same due diligence process. This process will not provide an opportunity for any tenderer to improve their original score.
Publication of award details: In accordance with Regulation 50, Paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.
Costs and Expenses: Potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process.
The University is not liable for any costs in the event of the cancellation of this procurement process.
VI.4) Procedures for review
VI.4.1) Review body
University of Southampton
Southampton
SO17 1BJ
UK
VI.5) Date of dispatch of this notice
04/06/2019