Public procurement notice: Modification Of A Contract/Concession During Its Term
Published: 2024-01-23
Buyer: NHS Surrey Heartlands ICB
Country: UK
Contract type: Services
Procedure: Restricted procedure
CPV classification: 60000000 | 63121100 | 72317000: Data storage services | 72512000: Document management services | 79996100

Technical requirements: Provision of Lloyd George Record Digitisation Services - Lot 1 – Scanning Services to NHS Surrey Heartlands ICB
The LG patient record comprises of the LG envelope and the contents, which is an important part of the patient’s historical medical record. Each Lloyd George envelope has a broad range of detailed personal information stored inside and maintaining the security accuracy, availability and integrity of these legacy records is vital. The handling of these records needs particular care; the paper records can be up to 70 years old and some records are fragile and in a poor state, coupled with the fact the information they hold is vital and paramount for safe medical practice. The lack of continuity and resilience within the paper record poses a risk to the ongoing, continuity of person-centred care.. There is a legal requirement to keep the full patients record for a minimum of 10 years after the death of a patient.
This procurement followed a competitive tender using the NHS England and NHS Improvement Dynamic Purchasing System (DPS) (OJEU Reference 2020/S 152-373617) which was established by the NHS England and NHS Improvement National Commercial and Procurement Hub as a route to awarding contracts for Lloyd George Record Digitisation Services. It is compliant with the public procurement regulations and public authority standing financial instructions. To note, the tender is caught in the scope of the Public Contracts Regulations 2015 – Regulation 34: Dynamic Purchasing Systems.
NHS Surrey Heartlands ICB have awarded a contract to deliver their Lloyd George Record Digitisation Services
This procurement process was facilitated by the NHS England National and Commercial Procurement Hub (commissioned from the SCW CSU) on behalf of the Commissioners.
The LG patient record comprises of the LG envelope and the contents, which is an important part of the patient’s historical medical record. Each Lloyd George envelope has a broad range of detailed personal information stored inside and maintaining the security accuracy, availability and integrity of these legacy records is vital. The handling of these records needs particular care; the paper records can be up to 70 years old and some records are fragile and in a poor state, coupled with the fact the information they hold is vital and paramount for safe medical practice. The lack of continuity and resilience within the paper record poses a risk to the ongoing, continuity of person-centred care.. There is a legal requirement to keep the full patients record for a minimum of 10 years after the death of a patient.
This procurement followed a competitive tender using the NHS England and NHS Improvement Dynamic Purchasing System (DPS) (OJEU Reference 2020/S 152-373617) which was established by the NHS England and NHS Improvement National Commercial and Procurement Hub as a route to awarding contracts for Lloyd George Record Digitisation Services. It is compliant with the public procurement regulations and public authority standing financial instructions. To note, the tender is caught in the scope of the Public Contracts Regulations 2015 – Regulation 34: Dynamic Purchasing Systems.
NHS Surrey Heartlands ICB have awarded a contract to deliver their Lloyd George Record Digitisation Services
This procurement process was facilitated by the NHS England National and Commercial Procurement Hub (commissioned from the SCW CSU) on behalf of the Commissioners.
In Schedule 5 “STATEMENT OF REQUIREMENTS AND TENDER RESPONSE DOCUMENT” section of the Contract, in the embedded document “Local Specification.Surrey Heartlands CCG.FINAL”, in section 2.1.3 within “2.1 Local Specification – Lot 1 Scanning Services” the following additional wording is added:
Digitalisation of new or transferring patient records from Phase 1 practices will continue beyond the last planned supplier Phase 1 LG record collection. The volume of these records shall not contribute to the exceeding of the total of 294771 records to be digitised in Phase 1.
The Service Fees for Phase 1 new or transferring patient records shall be £2.33 exclusive of VAT per patient.
A collection service for digitisation of any Phase 1 new or transferring patient records will be provided by the Supplier for those records collected prior to the last planned supplier Phase 1 record collection.
A collection service for any Phase 1 new or transferring patient records requiring digitisation after the last planned supplier Phase 1 record collection will be provided by the Supplier in conjunction with an agreed Phase 2 record collection plan considering the following criteria: -
• A practice has a minimum of 250 Phase 1 new or transferring patient records to be collected, and/or


Winner: NEC Software Solutions UK Limited