United Kingdom-Bristol: Provision of an Electronic Track and Trace System for Sterile Services

Type of document: Contract Awards
Country: United Kingdom
OJEU Ref: (2018/S 177-400918/EN)
Nature of contract: Supply contract
Procedure: Competitive dialogue
Regulation of procurement: EU
Type of bid required: Not applicable

Contract award notice
Supplies

Section I: Contracting authority
I.1) Name and addresses
Official name: Bristol & Weston NHS Purchasing Consortium
National registration number: RA7
Postal address: Whitefriars Bristol
Town: Bristol
Postal code: BS1 2NT
Country: United Kingdom
Contact Person: Lucy Barker
Telephone: +44 1173420815
Email: lucy.barker@uhbristol.nhs.uk
Internet address(es):
Main address: www.nbt.nhs.uk/bwpc
Address of the buyer profile:

The contract is awarded by 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: Provision of an Electronic Track and Trace System for Sterile Services

Reference number: BWPC RA7
II.1.2) Main CPV code: 33169500
II.1.3) Type of contract Supplies
II.1.4) Short Description: University Hospitals Bristol NHS Foundation Trust are looking for a replacement system for their current Track and Trace provision. The system ideally needs to be internally hosted with simple and easy to use high-clarity graphics and our preferred option would have picture ability. The system must allow patient to patient traceability of every instrument or set, including quality control features with non-conformance management i.e. ability to record missing / damaged instruments & electronic functionality for reporting to quantify and demonstrate variances in quality.
Within the system, modules are to include at least (but not limited to): administration, reporting, costing, stock control, turn-around time, and instrumentation history. The system is also to have full management applications, including the following elements but not limited to; stock control, invoicing, tray list and label production, system reporting and analysis, data interrogation and item history audit.
II.1.6) Information about lots:
The contract is divided into lots: no
II.1.7) Total value of the procurement(excluding VAT)
Value:99215.83
Currency:GBP
II.2) Description
II.2.2)Additional CPV code(s)
Main CPV code: 48000000
Main CPV code: 48100000
Main CPV code: 48180000

II.2.3) Place of performance
Nuts code: UKK11
II.2.4) Description of the procurement
University Hospitals Bristol NHS Foundation Trust (UH Bristol) are looking for a replacement system for their current Track and Trace provision. The system ideally needs to be internally hosted with simple and easy to use high-clarity graphics and our preferred option would have picture ability.
The system must allow patient to patient traceability of every instrument or set, including quality control features with non-conformance management i.e. ability to record missing / damaged instruments and electronic functionality for reporting to quantify and demonstrate variances in quality.
Within the system, modules are to include at least (but not limited to): administration, reporting, costing, stock control, turn-around time, and instrumentation history. The system is also to have full management applications, including the following elements but not limited to; stock control, invoicing, tray list and label production, system reporting and analysis, data interrogation and item history audit.
All reporting needs to be in accordance with ISO9001, along with a full and comprehensive audit trail of all items and transactions. The system needs to facilitate data interrogation by set criteria such as instrument set, staff member, time, volume, etc. Financial management tools are also required to enable costing activity.
Full tracking functionality required through to theatres and returns i.e. stores, theatre by name, as well as the following area’s as a minimum; wash area, IAP, Sterilising, Dispatch, Transfers, and Theatres. The system is required to identify items for fast tracking, such as priority tracking, single instrument tracking, along with management of both finite use & limited use items – i.e. loan kit.
Multi-site functionality is required i.e. through departments within a trust &/or multiple departments in multiple trusts.
The ability to integrate directly with decontamination equipment, washers (thermal and chemical), sterilisers and ultrasonics, scope drying cabinets i.e. Provides proof of a ‘sterile pass’ through an autoclave.
Intelligent wired and/or cordless scanners that provide maximum speed of input and mobility, along with the option to explore ‘touch screen’ technology. GS1 or existing user coding systems to be used – i.e. tray tag, etch, laser, RFID.
A modular design allows a stepped approach to be used as desired or required by budget constraints, combined with the ability to add new/extra modules as required for additional future services such as the scope to add attachments i.e. pictures, maintenance records, individual instrument and tray set pictures.
The ability to easily integrate with existing track and trace systems to enable smooth implementation, dual running, reduced timescales, ease of training etc. combined with the maintenance, updates, and helpdesk support once the system installed all being of low impact to the trust is of high importance.
Archive functionality to provide rapid access to records and data, including auto / daily backup to ensure the safety of data is required, as well as enabling the ease of exporting information for reporting or to transfer to a new provider when the time comes.
The system needs to ensure Information governance across trusts is met, and licencing models, ideally with each trust, needs to ensure concurrent users can utilise the system at the same time.

II.2.5)Award criteria

II.2.11) Information about options
Options no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no

Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Competitive dialogue
IV.1.3) Information about a framework agreement or a dynamic purchasing system
IV.1.8) Information about the Government Procurement Agreement(GPA)
The procurement is covered by the Government Procurement Agreement: no
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:2016/S 108-192358
Section V: Award of contract
Contract No: 1
Title: Provision of an Electronic Track and Trace System

A contract/lot is awarded yes
V.2) Award of contract
V.2.1) Date of conclusion of the contract:2018-09-11
V.2.2) Information about tenders
Number of tenders received:
V.2.3) Name and address of the contractor
Official name: Trisoft Limited
Town: Nottingham
Country: United Kingdom
Nuts code: UKF
The contractor is an SME yes

V.2.4) Information on value of the contract/lot(excluding VAT)
Total value of the contract/lot:99215.83
Currency:GBP

Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
Official name: Bristol & Weston NHS Purchasing Consortium
Postal address: Whitefriars
Town: Bristol
Postal code: BS1 2NT
Country: United Kingdom

VI.5) Date of dispatch of this notice:
2018-09-12