Provision of Medical Transcription Services.
CONTRACT NOTICE
Services
SECTION I: CONTRACTING AUTHORITY
I.1)NAME, ADDRESSES AND CONTACT POINT(S)
University Hospitals of Leicester
Finance & Procurement, Gwendolen House, Gwendolen Road
Attn: Mr Colin Bray
LE5 4QF Leicester
UNITED KINGDOM
Internet address(es)
General address of the contracting authority www.supplying2NHS.com
Tenders or requests to participate must be sent to: www.supplying2NHS.com
suppliers who are not already registered will be required to register before they can express an interest and take part in the tender process.
I.2)TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES
Body governed by public law
Health
The contracting authority is purchasing on behalf of other contracting authorities Yes
Health
The contracting authority is purchasing on behalf of other contracting authorities Yes
SECTION II: OBJECT OF THE CONTRACT
II.1)DESCRIPTION
II.1.1)Title attributed to the contract by the contracting authority
Provision of Medical Transcription Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category: No 27
Main place of performance East Midlands.
Service category: No 27
Main place of performance East Midlands.
NUTS code UKF
II.1.3)The notice involves
The establishment of a framework agreement
II.1.4)Information on framework agreement
Duration of the framework agreement: Duration in month(s): 48
Estimated total value of purchases for the entire duration of the framework agreement
estimated cost excluding VAT
Range: between 0 and 10 000 000 GBP
Estimated total value of purchases for the entire duration of the framework agreement
estimated cost excluding VAT
Range: between 0 and 10 000 000 GBP
II.1.5)Short description of the contract or purchase(s)
The Contracting Authority, University Hospitals Leicester NHS Trust is seeking to improve the efficiency quality and response time for its medical transcription service.
This objective will be achieved through the transcription of information dictated by Medical consultants by a professional transcription agency and inserted into prepared templates for final review and signature by the originating Doctor and updating patient records with onward transmission to General Practitioners.
Expressions of interest are sought from a partner or partners to help develop and deliver the service.
The Trusts are looking to providers with experience of delivering confidential and rapid response for transcription of medical notes and patient letters.
The identified partner or partners will be key in developing the model within the Planned Care Division. The successful model will then be adopted throughout the Trust. This model may also be extended and made available to similar Healthcare organisations within the East Midlands through the Framework agreement.
Interested parties are required to demonstrate an expertise in the provision of medical transcription and able to offer a response time of 4 hours for letters of up to 30 lines. Such parties should be able to demonstrate complete confidentiality in the preparation, storage and communication of transcribed information within their systems, staffing and staffing procedures.
It is expected that for the full UHL Trust there will be generated in the region of 25 000 000 lines per year but the Planned Surgery Division this is some 30 to 50 % of this volume.
Critical to provision is the capability to interface with Sunquest ICE whilst demonstrating full governance of the information transferred.
This objective will be achieved through the transcription of information dictated by Medical consultants by a professional transcription agency and inserted into prepared templates for final review and signature by the originating Doctor and updating patient records with onward transmission to General Practitioners.
Expressions of interest are sought from a partner or partners to help develop and deliver the service.
The Trusts are looking to providers with experience of delivering confidential and rapid response for transcription of medical notes and patient letters.
The identified partner or partners will be key in developing the model within the Planned Care Division. The successful model will then be adopted throughout the Trust. This model may also be extended and made available to similar Healthcare organisations within the East Midlands through the Framework agreement.
Interested parties are required to demonstrate an expertise in the provision of medical transcription and able to offer a response time of 4 hours for letters of up to 30 lines. Such parties should be able to demonstrate complete confidentiality in the preparation, storage and communication of transcribed information within their systems, staffing and staffing procedures.
It is expected that for the full UHL Trust there will be generated in the region of 25 000 000 lines per year but the Planned Surgery Division this is some 30 to 50 % of this volume.
Critical to provision is the capability to interface with Sunquest ICE whilst demonstrating full governance of the information transferred.
Such expressions of interest should be placed by the (date 30 days from issue) and placed via the following link www.supplying2NHS.com.
Note suppliers who have not previously used this e-Tendering portal will need to register.II.1.6)Common procurement vocabulary (CPV)
75112000, 79550000, 72600000, 39300000
II.1.7)Contract covered by the Government Procurement Agreement (GPA)
Yes
II.1.8)Division into lots
No
II.1.9)Variants will be accepted
Yes
II.2)QUANTITY OR SCOPE OF THE CONTRACT
II.2.1)Total quantity or scope
The Transcription Service model has been successfully piloted and it is planned to provide all departments a framework by which it can roll-out the service where required. The contract may incorporate, but not be limited to, the supply of a transcription service, voice recognition, relevant software, licensing, equipment, and consumables as well as infrastructure, IM&T; support and development services related to transcription. Each provider is likely to be required to perform all the requirements and therefore will need to sub-contract elements of the services or related supplies that it cannot provide directly.
Excluding VAT
Range between 100 000 and 10 000 000 GBP
Excluding VAT
Range between 100 000 and 10 000 000 GBP
II.2.2)Options
Yes
description of these options: Description of these options: All current and works in progress options, upgrades and enhancements etcetera shall be discretely quoted within the (PQQ if required and) ITT with delivery dates where not currently available.
The Contracting Authority shall reserve the right to acquire these during the life of the contract. Extension options over and above the duration of the contract mentioned in II.3 at the discretion of the Contracting Authority shall be required for up to 24 months.
The Contracting Authority shall not be limited in scope by the range of the contract value stated in II.2.1 above.
description of these options: Description of these options: All current and works in progress options, upgrades and enhancements etcetera shall be discretely quoted within the (PQQ if required and) ITT with delivery dates where not currently available.
The Contracting Authority shall reserve the right to acquire these during the life of the contract. Extension options over and above the duration of the contract mentioned in II.3 at the discretion of the Contracting Authority shall be required for up to 24 months.
The Contracting Authority shall not be limited in scope by the range of the contract value stated in II.2.1 above.
II.3)DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION
Duration in months: 48 (from the award of the contract)
SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION
III.1)CONDITIONS RELATING TO THE CONTRACT
III.1.1)Deposits and guarantees required
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded
Joint and several liability.
III.1.4)Other particular conditions to which the performance of the contract is subject
Yes
Other particular conditions to which the performance of the contract is subject: Yes.
Compliance with the NHS conditions of contract for the supply of services and other conditions of contract issued within the ITT.
Other particular conditions to which the performance of the contract is subject: Yes.
Compliance with the NHS conditions of contract for the supply of services and other conditions of contract issued within the ITT.
III.2)CONDITIONS FOR PARTICIPATION
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if requirements are met: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
III.2.2)Economic and financial capacity
Information and formalities necessary for evaluating if requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
NHS SID profile may be assessed and as such must be updated prior to the PQQ and/or tender return date with all public domain and private financial information relevant to the contract accessible to the buyer.
Minimum level(s) of standards possibly required: The Authority must be satisfied that the vendor is capable of sustaining the investment in the contract required to supply equipment and sustain service throughout the contract period including liability for maintaining goods for at least 10 years from installation where requested.
The Contracting Authority reserves the right to assess this and other criteria related to economic and financial capacity at the evaluation of tenders or at any stage prior to contract award.
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
NHS SID profile may be assessed and as such must be updated prior to the PQQ and/or tender return date with all public domain and private financial information relevant to the contract accessible to the buyer.
Minimum level(s) of standards possibly required: The Authority must be satisfied that the vendor is capable of sustaining the investment in the contract required to supply equipment and sustain service throughout the contract period including liability for maintaining goods for at least 10 years from installation where requested.
The Contracting Authority reserves the right to assess this and other criteria related to economic and financial capacity at the evaluation of tenders or at any stage prior to contract award.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if requirements are met:
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: - where the recipient was a contracting authority, in the form of certificates issues or countersigned by the competent authority, - where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
(i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contracts;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
Information and formalities necessary for evaluating if requirements are met: A brief response outlining that the specified services and / or equipments are available to offer and that, if there are any particular parts of the specification that cannot be offered then this must be stated and forwarded to the above contact immediately - if the specification cannot be met in a way that the Authority is unwilling to accept then the vendor may be asked to withdraw from the process. A database of previous deliveries and installed base information will be required at the PQQ stage. Should this not be available then the reasons (e.g. new entrant /no sales) must be stated.
Telephone numbers and contact names must be supplied and with it the implied consent to contact any or all of the people or institutions stated.
Minimum level(s) of standards possibly required: The Authority must be satisfied that installations of equipment have been successfully implemented and maintained. Full disclosure of the pros and cons are expected to be volunteered by any persons contacted.
The Contracting Authority reserves the right to assess this and other criteria related to technical capacity at the evaluation of tenders or at any stage prior to contract award.
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: - where the recipient was a contracting authority, in the form of certificates issues or countersigned by the competent authority, - where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
(i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contracts;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
Information and formalities necessary for evaluating if requirements are met: A brief response outlining that the specified services and / or equipments are available to offer and that, if there are any particular parts of the specification that cannot be offered then this must be stated and forwarded to the above contact immediately - if the specification cannot be met in a way that the Authority is unwilling to accept then the vendor may be asked to withdraw from the process. A database of previous deliveries and installed base information will be required at the PQQ stage. Should this not be available then the reasons (e.g. new entrant /no sales) must be stated.
Telephone numbers and contact names must be supplied and with it the implied consent to contact any or all of the people or institutions stated.
Minimum level(s) of standards possibly required: The Authority must be satisfied that installations of equipment have been successfully implemented and maintained. Full disclosure of the pros and cons are expected to be volunteered by any persons contacted.
The Contracting Authority reserves the right to assess this and other criteria related to technical capacity at the evaluation of tenders or at any stage prior to contract award.
III.2.4)Reserved contracts
III.3)CONDITIONS SPECIFIC TO SERVICES CONTRACTS
III.3.1)Execution of the service is reserved to a particular profession
No
III.3.2)Legal entities should indicate the names and professional qualifications of the staff responsible for the execution of the service
IV.1)TYPE OF PROCEDURE
IV.1.1)Type of procedure
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)AWARD CRITERIA
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)An electronic auction will be used
No
IV.3)ADMINISTRATIVE INFORMATION
IV.3.1)File reference number attributed by the contracting authority
DNWC-8JQBX2
IV.3.2)Previous publication(s) concerning the same contract
No
IV.3.3)Conditions for obtaining specifications and additional documents
Payable documents No
IV.3.4)Time-limit for receipt of tenders or requests to participate
15.8.2011 - 18:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders
Persons authorised to be present at the opening of tenders No
SECTION VI: COMPLEMENTARY INFORMATION
VI.1)THIS IS A RECURRENT PROCUREMENT
Yes
estimated timing for further notices to be published:
estimated timing for further notices to be published:
VI.2)CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU FUNDS
No
VI.3)ADDITIONAL INFORMATION
Interested parties must express interest via the www.supplying2nhs.com e-tendering portal. The Trust reserves the right not to award any contracts or agreements from this exercise should it be unbeneficial to do so. A Prequalification questionnaire and a presentation supporting the tender may be required.
The Trust will not bear any costs associated with submission of any tender.VI.4)PROCEDURES FOR APPEAL
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)DATE OF DISPATCH OF THIS NOTICE:
14.7.2011