Public procurement notice: Contract Award Notice
Published: 2019-06-07
Buyer: University of Southampton
Country: UK
Contract type: Services
Procedure: Restricted procedure
CPV classification: 48611000: Database software package | 48612000: Database-management system | 48613000
Estimated value: 340000 GBP
Award criteria: The most economic tender

Technical requirements: 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.
University of Southampton Auditory Implant Service, Highfield Campus, University Road, Southampton SO17 1BJ.
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:
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).
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.
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.
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).
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.
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'.


Winner: RioMed Ltd
Award value: 340000
Number of bids: 1