Award

Docman7 Support

BUSINESS SERVICES ORGANISATION

This public procurement record has 1 release in its history.

Award

14 Jan 2025 at 13:32

Award Notice
Summary of the contracting process

The Business Services Organisation has completed the procurement process for the "Docman7 Support" contract within the IT services sector, covering consulting, software development, Internet, and support. This contract seeks to provide ongoing document management support to GP Practices in Northern Ireland, specifically focusing on those transitioning from the Vision GP Clinical System to EMIS Web. The procurement was executed through a limited method, negotiated without the publication of a contract notice, due to the technical constraints necessitated by the unique nature of the services. The initial migration is set to begin on 4th February 2025, with the awarded contract being signed on 14th January 2025. The value of the contract is GBP 1,603,420, and it involves critical service provision until the transition to a regional procurement solution in 2025/26.

This tender presents significant growth opportunities for businesses specialising in IT services, particularly those with capabilities in document management and electronic document transfer systems. Companies like Microtech Group Ltd, which was awarded the contract, are well-suited to handle such specialised demands given their experience in providing the Docman7 system integrated with the EMIS Web Clinical System. Businesses with technical expertise and innovative solutions in healthcare IT management will find this sector rewarding, especially in regions requiring specialised support to ensure continuous and efficient service delivery within GP practices. The specific needs and constraints outlined in this tender highlight the critical role of tailored IT support in maintaining essential healthcare processes, making this a lucrative area for relevant IT service providers.

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Notice Information

Notice Title

Docman7 Support

Notice Description

GP Practices in Northern Ireland have a document management requirement to process inbound documents from Hospitals relating to a patient sent mostly by Electronic Document Transfer (EDT) but also include paper documents to be scanned. It is essential for every GP Practice to have an easy to use electronic Document Management solution to enable them to quickly capture, file, workflow, view and process hospital letters efficiently. A Document Management system is a vital system in the continued delivery of GMS Services as highlighted in 2023/24 when a document management system could no longer be provided after the migration of 24 GP Practices from Merlok to EMIS Web. This had a significant impact to the everyday functioning and provision of GMS by these GP practices. The practices had an additional resource burden with managing and filing incoming electronic documents without a document management solution. Currently 158 GP Practices use the Docman7 document management system.

Lot Information

Lot 1

116 of the GP Practices use the Vision GP Clinical System and the current Direct Award Contract for Vision includes the provision and the support for Docman7. However, a project is ongoing to commence migrating the Vision GP Practices to EMIS Web with the first migration scheduled on 4th February 2025. It is therefore essential that new arrangements are put in place for the continued provision and support of Docman7 for those Practices migrating to EMIS Web 42 of the GP Practices use EMIS Web GP Clinical System and the provision and support for Docman7 is currently provided by Microtech (via Insight Direct UK as a prime on the Crown Commercial Services TS3 Framework ) until 31 March 2025 and it is essential that this service provision is continued preferably procured directly from Microtech.

Procurement Information

The Docman7 document management system is owned by Advanced but they no longer provide first line support for Docman7 as they only offer their Docman10 product. Docman7 will be withdrawn from the market by Advanced on 30th June 2027. It is not currently possible to procure Docman10 because it is not listed as a product on any frameworks available to HSCNI. There is no possibility of awarding a DAC for Docman10 because HSCNI are planning a regional procurement exercise in 2025/26 via TFA2 with the intention of awarding a contract for a single document management system for all GP Practices. Therefore this DAC is an interim arrangement for the continued provision of DocMan7 until a TFA2 contract is awarded through the regional procurement. Because Advanced have confirmed that the Docman7 will be withdrawn from the market in June 2027, it is not possible for Docman7 to be included on a bid for the regional procurement. Cegedim currently provide and support Docman7 as part of the Direct Award Contract for the provision of the Vision GP Clinical System to 116 practices and initially when those practices migrate to EMIS Web that same contract would provide support for Docman 7 for these practices. But now with the recent news that INPS (the Clinical System Supplier for Vision) has gone into administration, that contractual route is no longer an option and an alternative contractual route for the provision and support of Docman 7 to these migrating practice is required., Microtech are the sole supplier who can provide this service to EMIS Web Practices. Microtech developed the EDT Hub used to facilitate Electronic Document Transfer (EDT) to Docman 7 from Hospitals via IUVO and are the only supplier to can provided this. Advanced use Docman Connect for EDT but this only works with Docman10

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-04cfe0
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/001183-2025
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Limited
Procurement Method Details
Negotiated without publication of a contract notice
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

72 - IT services: consulting, software development, Internet and support

CPV Codes

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£1,603,420 £1M-£10M

Notice Dates

Publication Date
14 Jan 20251 years ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
14 Jan 20251 years ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
BUSINESS SERVICES ORGANISATION
Contact Name
Catherine Fegan
Contact Email
cathy.fegan@hscni.net
Contact Phone
+44 2895362561

Buyer Location

Locality
BELFAST
Postcode
BT2 8DQ
Post Town
Northern Ireland
Country
Northern Ireland
Major Region (ITL 1)
TLN Northern Ireland
Basic Region (ITL 2)
TLN0 Northern Ireland
Small Region (ITL 3)
TLN06 Belfast
Delivery Location
TLN Northern Ireland
Local Authority
Belfast
Electoral Ward
Central
Westminster Constituency
Belfast South and Mid Down

Supplier Information

Number of Suppliers
1
Supplier Name

MICROTECH GROUP

Further Information

Open Contracting Data Standard (OCDS)

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