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CLINICAL DOCUMENT REPOSITORY, DIGITAL E‑FORMS CAPABILITY AND SCANNING PROVISION FOR BETSI CADWALADR UNIVERSITY HEALTH BOARD

Open
Deadline
3 days left
March 30, 2026
Contract Details
Category
Other
Reference
020809-2026
Value
£1,638,000
Location
Wales, United Kingdom
Published
March 19, 2026
CPV Code
Project Timeline

Tender Published

March 09, 2026

Deadline for Questions

March 23, 2026

Submission Deadline

March 30, 2026

Contract Start Date

January 01, 2028

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Budget
£1,638,000
Duration
49 months
Location
Wales
Type
Other
75
Quality Score/100
Good

Original Tender Description

Betsi Cadwaladr University Health Board (BCUHB) is commencing pre‑market engagement to inform a forthcoming procurement for a replacement Clinical Document Repository, enhanced digital e‑Forms capability, and associated scanning provision. The immediate intention is to secure continuity of core digital patient record services while ensuring any future solution is flexible, interoperable and capable of supporting longer‑term strategic requirements. This engagement also supports advance planning as the current contract reaches expiry in December 2027, enabling a smooth transition, safe parallel‑running and a controlled implementation phase. There is no commitment from the Health Board at this stage to progress any further with this Procurement. This is a PME exercise to establish the scope of the market. This is an information gathering exercise which will help inform a future procurement procedure. However, dependent upon the responses the Health Board reserves the right not to progress the procurement. It is possible that further expressions of interest are issued after the initial responses have been considered. If you are interested in this procurement BCUHB have a number of documents that require completion. Please contact Emma Burns - emma.burns@wales.nhs.uk for access to these documents. Interested parties are asked to complete the documents and return it to emma.burns@wales.nhs.uk - returns to be received by 15:00 30th March 2026.

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Requirements & Qualifications

15 requirements across 5 categories

Submission (4)
Mandatory (1)
Compliance (4)
Technical (5)
Financial (1)
SUBMISSION REQUIREMENTS4
--Interested parties must contact Emma Burns - emma.burns@wales.nhs.uk for access to documents.
--Interested parties are asked to complete the documents.
--Completed documents must be returned to emma.burns@wales.nhs.uk.
MANDATORY EXCLUSION GROUNDS1
--No specific mandatory exclusion grounds are detailed in the provided text.
ELIGIBILITY REQUIREMENTS4
--Interested parties must contact Emma Burns (emma.burns@wales.nhs.uk) for access to required documents.
--Interested parties must complete the provided documents.
--Completed documents must be returned to emma.burns@wales.nhs.uk.
TECHNICAL CAPABILITY REQUIREMENTS5
--The procurement is for a replacement Clinical Document Repository, enhanced digital e-Forms capability, and associated scanning provision.
--The future solution must be flexible.
--The future solution must be interoperable.
FINANCIAL REQUIREMENTS1
--No specific financial requirements are detailed in the provided text.

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Documents

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Documents will appear here once they are downloaded and analyzed.

75
Good

Tender Quality Score

This is a pre-market engagement notice for a clinical document repository, digital e-forms, and scanning provision. While the notice provides essential information, it is not a formal tender, and key details like evaluation criteria and specific technical requirements are deferred to separate documents.

Score Breakdown

Legal Compliance75/100

The notice is for pre-market engagement, not a formal tender, which impacts the assessment of strict legal compliance. Deadlines are provided, and the CPV code is present. However, the absence of a formal procedure code and the 'planning' status indicate it's an early stage. The short deadline for document return, given it's a PME, could be a minor concern for engagement.

Pre-market engagement status, not a formal tender procedure.
Clarity80/100

The description clearly outlines the purpose of the engagement: to inform a forthcoming procurement for a clinical document repository, digital e-forms, and scanning. The objectives of continuity, flexibility, and interoperability are stated. However, specific technical requirements and evaluation criteria are not detailed in this notice, being reserved for separate documents.

Specific technical requirements and evaluation criteria are not detailed in the notice.
Completeness70/100

Basic information such as title, organization, estimated value, and contract duration is present. The submission deadline and contract start date are provided. However, the actual tender documents are not directly accessible, requiring contact with a specific person, and their content is not summarized here, impacting overall completeness for initial assessment.

Tender documents require separate access and their content is not summarized.
No specific mandatory exclusion grounds are detailed.
Fairness85/100

The process is designed for market engagement, aiming to gather information. Access to documents is through a named contact, which is standard for PME. The estimated value is disclosed. The criteria for selection are not yet defined, but the process itself is open for any interested party to engage. There are no apparent tailored requirements for specific companies.

Practicality65/100

The notice specifies a deadline for returning documents, but it requires direct contact to obtain these documents and an email submission. There is no mention of an e-submission portal. Financing information is not detailed, and the contract start date is provided. The duration is specified.

Requires direct contact to obtain documents.
No e-submission portal mentioned.
Data Consistency90/100

Key fields like title, organization, reference, estimated value, and deadlines are populated. The contract duration and start date are logical. There are no indications of disputes or suspensions. The CPV code is provided.

Sustainability50/100

The notice does not mention any specific green procurement, social aspects, or innovation requirements. It is not explicitly stated as EU funded. This suggests a lack of focus on these areas in the current engagement phase.

No explicit mention of green procurement, social aspects, or innovation.

Strengths

Clear title and description of the engagement's purpose.
Estimated value and contract duration are disclosed.
CPV code is provided.
Pre-market engagement is clearly stated, managing expectations.

Concerns

Actual tender documents require separate access and are not summarized.
No evaluation criteria or detailed technical requirements are provided in the notice.
Submission is via email, not a dedicated e-procurement platform.

Recommendations

1. Provide a summary or key excerpts of the documents required for engagement.
2. Clarify the intended evaluation approach for the future procurement.
3. Consider incorporating sustainability or innovation elements into the future tender.

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