---
title: "Electronic Document Management System"
ocid: "ocds-h6vhtk-02c010"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02c010"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-02c010.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-02c010.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "UNIVERSITY HOSPITALS BRISTOL AND WESTON NHS FOUNDATION TRUST"
published: "2021-06-25"
---

# Electronic Document Management System

Buyer: UNIVERSITY HOSPITALS BRISTOL AND WESTON NHS FOUNDATION TRUST  
Current stage: Award  
OCID: ocds-h6vhtk-02c010

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02c010)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-02c010.json)

## Summary

The University Hospitals Bristol and Weston NHS Foundation Trust has awarded a contract for the provision of an Electronic Document Management System (EDMS), which is designed to enhance the management of patient documentation. This procurement falls under the goods category with a focus on document management systems, specifically classified under CPV code 48311100. The procurement method used was a limited approach, with negotiations conducted without prior publication of a contract notice. The contract was completed on 24th June 2021, and the solution will be deployed in Bristol, UK, ensuring secure, comprehensive access to patient records for clinicians.

This tender presents significant opportunities for businesses specialising in electronic document management and related technology. Companies with expertise in developing secure, on-premise solutions capable of scanning, archiving, and integrating with existing healthcare management systems would be well-positioned to compete. This is particularly relevant for small to medium enterprises that can demonstrate innovative approaches to digitisation in healthcare, especially as the NHS continues to transition towards fully electronic patient records amidst ongoing pressures, including those from the Covid-19 pandemic.

## Notice

This contract is for the provision of an electronic document management system which is deployed on-premise and is a secure computerised system that ensures only authorised staff can access the system. The solution is to provide scanning and archiving functionality for paper medical records, allowing clinicians to view the scanned legacy records electronically and capture data at the point of care using electronic forms and workflow capability.

### Lot Information

Lot 1

This contract is for the provision of an electronic document management system (EDMS) deployed on-premise for secure, audited storage and management of patient documentation, enabling paperless working through configuration of digital workflows and electronic forms. The solution is required to provide instant access to patient records via mobile devices and desktops and enable quick access to information through simple intuitive user interface. The solution is required to be interoperable with the Trust's primary patient management system based on HL7 standards. The solution is required to be a secure computerised system that ensures only authorised staff can access the system. The solution is to provide scanning and archiving functionality for paper medical records, allowing clinicians to view the scanned legacy records electronically and capture data at the point of care using electronic forms and workflow capability. An increase in capacity of the solution is also required to enable additional users to access and utilise the EDMS solution as well as the supply of the associated ongoing system support & maintenance services.

### Procurement Information

There is a need to ensure the legacy electronic document management solution remains supported and maintained and as well as addressing the expiry of the existing support and maintenance arrangement there is also a need to increase the capacity of the solution to enable additional end users to access and utilise the system following the merger between University Hospitals Bristol NHS Foundation Trust and Weston Area Health NHS Trust. Given the current Trust's digitisation programme, covid pressures, the direction to transition to full electronic patient record as well as the level of investment already undertaken in time, resource and capital to establish an on-premise solution there is a need to ensure continuity of service, the solution has sufficient capacity to meet current organisational needs and mitigate potential issues of being able to establish a stable and fully integrated system. There is a need to avoid disruption, given the Trust's digitisation programme and covid pressures, which could potentially introduce risks of fragmentation in records as well as continued effort to be focused on transition from physical medical records to a full electronic patient record.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/014493-2021 |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Limited |
| Procurement method details | Negotiated without publication of a contract notice |
| Tender suitability | Not specified |
| Awardee scale | SME |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 25 Jun 2021 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 23 Jun 2021 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £900,000 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Not specified |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | UNIVERSITY HOSPITALS BRISTOL AND WESTON NHS FOUNDATION TRUST |
| Locality | BRISTOL |
| Post town | Bristol |
| Postcode | BS1 3NU |
| Country | England |
| ITL 1 | TLK South West (England) |
| ITL 2 | TLK5 West of England |
| ITL 3 | TLK51 Bristol, City of |
| Local authority | Bristol, City of |
| Electoral ward | Central |
| Westminster constituency | Bristol Central |
| Delivery location | TLK1 Gloucestershire, Wiltshire and Bristol/Bath area |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | KAINOS SOFTWARE |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48311100 - Document management system
- 48613000 - Electronic data management (EDM)

## Release History

- 25 Jun 2021 at 09:06 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/014493-2021

## Notice URLs

- https://www.nbt.nhs.uk/bristol-weston-nhs-purchasing-consortium

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02c010. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-02c010.json.