---
title: "Contract for a Digital Site File Application"
ocid: "ocds-h6vhtk-0408fd"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0408fd"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-0408fd.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-0408fd.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "THE NEWCASTLE UPON TYNE HOSPITALS NHS FOUNDATION TRUST"
published: "2024-08-19"
---

# Contract for a Digital Site File Application

Buyer: THE NEWCASTLE UPON TYNE HOSPITALS NHS FOUNDATION TRUST  
Current stage: Award  
OCID: ocds-h6vhtk-0408fd

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## Summary

The Newcastle upon Tyne NHS Foundation Trust is seeking to procure a Digital Site File Application designed to replace the current paper-based system for managing clinical study documentation. This contract pertains to the industry category of 'Software package and information systems' and involves the implementation of a digital document management system for study governance. It is located within the UKC22 region and follows an open procurement procedure. The procurement stage is active, with key dates including the tender period ending on 10th November 2023 and the bid validity period lasting until 28th February 2024.

This tender provides significant opportunities for businesses specialised in creating comprehensive digital document management solutions, particularly those familiar with healthcare regulations. Companies capable of offering version control, electronic signatures, and audit trails, while ensuring compliance with Good Clinical Practice and Medicines & Healthcare products Regulatory Agency requirements, are poised to benefit. The contract period of 1800 days further offers sustained business growth potential. SMEs with innovative document management technologies stand to compete effectively in this procurement.

## Notice

The Clinical Research Directorate of the Newcastle upon Tyne NHS Foundation Trust currently maintains a large number of paper site files relating to study governance. Each site file contains documents such as study protocols, ethics regulatory approvals, delegation logs, training logs, consent forms and email correspondence. Each study will have between three and ten large lever arch site files and there are currently 1,400 studies in progress.

The Trust is to implement a fully electronic site file for each new study going forward and brings with it numerous benefits.

### Lot Information

Lot 1

The Clinical Research Directorate of the Newcastle upon Tyne NHS Foundation Trust currently maintains a large number of paper site files relating to study governance. Each site file contains documents such as study protocols, ethics regulatory approvals, delegation logs, training logs, consent forms and email correspondence. Each study will have between three and ten large lever arch site files and there are currently 1,400 studies in progress.

The Trust is to implement a fully electronic site file for each new study going forward and brings with it numerous benefits.

Options: Option to extend for a further 5 x 12 month extension

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/026323-2024 |
| Notice type | Tender Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | Not specified |
| Awardee scale | SME |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 19 Aug 2024 |
| Submission deadline | 10 Nov 2023 |
| Future notice date | Not specified |
| Award date | 14 Aug 2024 |
| Contract period | Not specified |
| Recurrence | January 2028 |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £581,770 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Cancelled |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | THE NEWCASTLE UPON TYNE HOSPITALS NHS FOUNDATION TRUST |
| Locality | NEWCASTLE-UPON-TYNE |
| Post town | Not specified |
| Postcode |  NE7 7DN |
| Country | Not specified |
| ITL 1 | Not specified |
| ITL 2 | Not specified |
| ITL 3 | Not specified |
| Local authority | Not specified |
| Electoral ward | Not specified |
| Westminster constituency | Not specified |
| Delivery location | TLC22 Tyneside |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | FLORENCE HEALTHCARE |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48311000 - Document management software package

## Release History

- 19 Aug 2024 at 13:38 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/026323-2024
- 9 Oct 2023 at 12:38 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/029693-2023

## Notice URLs

- https://florencehc.com/
- https://health-family.force.com/s/Welcome
- https://www.newcastle-hospitals.nhs.uk

## 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-0408fd. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-0408fd.json.