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Published 23 May 2025, 15:27 BST

Official UK procurement notice

BTH25-103 Digital by Default Patient Experience Portal and Hybrid Mail

Official notice

Authority: Bradford Teaching Hospitals NHS Foundation Trust (Central government)·Consortium: 6 public authorities

ServicesCompetitive flexible procedureAbove thresholdSME suitable
Sectors: Software Packages & ERP (48)Postal and telecommunications services (64)IT Services & Software (72) Delivery: Yorkshire & Humber (UKE4)
Published estimate£10,179,000≈ £2.5m / year · £12,215,000 inc. VAT · 1 value update
Submissions closed 1 Aug 2025
Next notice expected 1 Sept 2025
Contract term 4 yrsends 28 Feb 2030 · up to 28 Feb 2031 with extensions · starts 1 Mar 2026

What is being bought

Published requirement description

Airedale NHS Foundation Trust (AFT), Bradford Teaching Hospitals NHS Foundation Trust (BTH), and optionally Calderdale and Huddersfield NHS Foundation Trust (CHT) (together, the Contracting Authorities (hereafter the CAs)) are issuing a joint invitation to tender ("ITT") in connection with a competitive procurement of a digital-by-default patient experience portal (PEP) and hybrid mail solution. The CAs intend to procure a joint solution, led by BTH, but maintain individual instances for each individual contracting authority of both the PEP and hybrid mail. The CAs will also have separate contract managers.

BTH and CHT's current electronic patient record (EPR) is run by Oracle Corporation UK Ltd (formerly known as Cerner, hereafter referred to as Oracle), and it is anticipated AFT will join on the same domain in 2026. Any solution being proposed must be able to natively integrate with our EPR by 1st March 2026.

The CAs are looking for partners to help drive a digital transformation in outpatient pathways. There is an expectation that the successful supplier(s) will provide ongoing support and in-line continual service improvement. The successful supplier(s) will be expected to lead and programme manage the entirety of the implementation, including process mapping, analysis, optimisation, testing, implementation, and aftercare.

The implementation of any new solution by the end of February 2026 must maintain the current level of functionality as a minimum, so as not to undermine current capabilities and services for patients. That includes hybrid mail to print and post letters from multiple systems; digital letters; automatic SMS appointment reminders; digital forms; and waiting list validation.

CAs are seeking to optimise and transform the way in which they deliver outpatient services to improve operational efficiency, reduce operating costs, improve patient care, and reduce health inequalities. This must be achieved in the context of changing national policies (NHS 10 Year Plan, Elective Recovery Reform), One Digital Estate, Patient Care Aggregator (Wayfinder) and the NHS App (all as minimum).

  • The authority expects to re-tender this requirement around 29 Sept 2025, 23:59 BST.
  • How the procedure runs: This procurement is a two-stage competitive tendering procedure (a “competitive flexible procedure”) as permitted by the PA 2023. Stage 1: moderated evaluation of all bids that have passed the conditions of participation, completed their supplier information in the Central Digital Platform, confirmed all aspects of the specification, and the gate questions MR1-MR6. Social Value, Commercial schedule, and Quality Questions MIR1-MIR8 shall be scored, and the top two scoring Tenderers who have submitted compliant bids and have passed all minimum requirements will be selected to move forward to Stage 2. Any unsuccessful Tenderers will be advised of the outcome of Stage 1 at the same time as the successful Tenderers and shall be disqualified at this point. An assessment summary shall follow later at the point of standstill. Stage 2: moderated presentation of quality question MIR9. The top two scoring Tenderers shall be invited to a Teams meeting which will be recorded and transcribed, this is an opportunity to engage with the stakeholders so that they can clarify this aspect of your bid submission prior to providing a final score for it. Post-moderation: final scores shall be agreed amongst the panel and a recommendation made for a preferred supplier / solution. Internal approvals within each Trust will take place prior to the release of assessment summaries and the launch of a Contract Award Notice (UK6).
  • No preliminary market engagement: Preliminary Market Engagement was not undertaken for this tender.

CPV: Database software package · Postal services related to letters · Software-related services

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 4 yrsPublished value£10,179,000
Contract period: 1 Mar 2026 – 28 Feb 2030 (4 yrs) · up to 28 Feb 2031 with extensionsValue: £10,179,000 exc. VAT · £12,215,000 inc. VAT
Delivery: Yorkshire & Humber
Extensions: The option to extend has been included within the tender document suite. The option for Calderdale and Huddersfield NHS Foundation Trust to join or not join has been included within the tender document suite. The option for some contract additions, including but not limited to the friends and family test and video consultation (neither scored or mandatory requirements to bid for the core contract), have been included within Document 2 (Specification) of the tender document suite. · One further 12-month extension
48611000 Database software package64112000 Postal services related to letters72260000 Software-related services

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored
Quality: 55%Price: 35%Social value: 10%
Published sub-criteria (3)
  • Technical Quality: 55%
  • Commercials: 35%
  • Social Value: 10%
Published award criteria (3)
  • Technical Quality: Technical Quality is worth 55% of the total award criteria weighting. Stage 1 Technical Quality is worth 40% and Stage 2 is worth 15%.
  • Social Value: Social Value is worth 10% of the total award criteria weighting.
  • Commercials: Cost is worth 35% of the total award criteria weighting.
What this means for your bid
  • Price carries 35 of 100 points: a 10% discount moves about 3.5 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Competitive flexible procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Cancelled
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Yes · next expected 29 Sept 2025
First published
23 May 2025, 15:27 BST
Last source update
27 Jan 2026, 16:54 GMT
Award evaluation window
Submission end – 29 Sept 2025
Authority reference
BTH25-103
FTS notice number
2025/S 000-037999
Latest notice
Procurement termination notice (UK12)
Classification (CPV)
Database software packagePostal services related to lettersSoftware-related services
Delivery area
Yorkshire & Humber (UKE4)
Official registry OCID
ocds-h6vhtk-0523c3 Find a Tender
How it runs

This procurement is a two-stage competitive tendering procedure (a “competitive flexible procedure”) as permitted by the PA 2023. Stage 1: moderated evaluation of all bids that have passed the conditions of participation, completed their supplier information in the Central Digital Platform, confirmed all aspects of the specification, and the gate questions MR1-MR6. Social Value, Commercial schedule, and Quality Questions MIR1-MIR8 shall be scored, and the top two scoring Tenderers who have submitted compliant bids and have passed all minimum requirements will be selected to move forward to Stage 2. Any unsuccessful Tenderers will be advised of the outcome of Stage 1 at the same time as the successful Tenderers and shall be disqualified at this point. An assessment summary shall follow later at the point of standstill. Stage 2: moderated presentation of quality question MIR9. The top two scoring Tenderers shall be invited to a Teams meeting which will be recorded and transcribed, this is an opportunity to engage with the stakeholders so that they can clarify this aspect of your bid submission prior to providing a final score for it. Post-moderation: final scores shall be agreed amongst the panel and a recommendation made for a preferred supplier / solution. Internal approvals within each Trust will take place prior to the release of assessment summaries and the launch of a Contract Award Notice (UK6).

How it was run

Official notice
Run through: Atamis legacy domain (health-family.force.com) · Who buys & how to bid on Atamis
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Legacy Salesforce domain still used in notices — use the current Atamis portal · this portal address is a legacy domain; the operator has migrated
Submission deadline
1 Aug 2025, 12:00 BST
Clarification deadline
1 Aug 2025, 12:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

health-family.force.com/s/Welcome ↗

Timeline

23 May 2025 → 1 Mar 2026 · 10 dates
  1. Planning notice published
    23 May 2025, 15:27 BST
  2. Tender notice published
    7 Jul 2025, 16:37 BST
  3. Clarification questions by
    1 Aug 2025, 12:00 BST
  4. Submission deadline
    1 Aug 2025, 12:00 BST
  5. Next notice expected
    1 Sept 2025, 23:59 BST
  6. Award decision expected by393 days ago
    29 Sept 2025, 23:59 BST
  7. Assessment summaries sent303 days ago
    29 Dec 2025
  8. Standstill ends291 days ago
    9 Jan 2026, 23:59 GMT
  9. Latest notice published274 days ago
    27 Jan 2026, 16:54 GMT
  10. Contract starts241 days ago
    1 Mar 2026

Notice history

13 events · 4 releases on Find a Tender · since 23 May 2025
  1. Pipeline notice published
    23 May 2025, 15:27 BST
    UK1
  2. Tender notice published
    7 Jul 2025, 16:37 BST
    UK4
  3. Published value updated to £10,179,000
    7 Jul 2025, 16:37 BST
    was £1,700,000
  4. Status changed to active
    7 Jul 2025, 16:37 BST
  5. Procurement method changed
    7 Jul 2025, 16:37 BST
  6. Deadline published: 1 Aug 2025, 12:00 BST
    7 Jul 2025, 16:37 BST
  7. Contract award notice published
    29 Dec 2025, 11:59 GMT
    UK6
  8. Status changed to complete
    29 Dec 2025, 11:59 GMT
  9. Contract award notice published
    9 Jan 2026, 17:25 GMT
    UK6
  10. Contract award notice published
    20 Jan 2026, 17:03 GMT
    UK6
  11. Buyer details updated
    20 Jan 2026, 17:03 GMT
  12. Procurement termination notice published
    27 Jan 2026, 16:54 GMT
    UK12
  13. Contract signature expected
    9 Feb 2026, 23:59 GMT
    scheduled
Routine re-releases (4)
  • 2025-05: 1 release · 23 May 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 9
Awarded value £4,861,4343 awards exc. VAT · 3 repeated publications of the same award counted once
Bids received 33 from SMEs
Contracts signed 6
Awarded toValueDateStatus
ZESTY LIMITED1 Mar 2026 – 28 Feb 2030 · up to 28 Feb 2031Extensions: One optional 12-month extension · Options: Calderdale and Huddersfield NHS Foundation Trust given the option to join the contract cycle, to be coterminous with Bradford Teaching Hospitals NHS Foundation Trust and Airedale NHS Foundation Trust£1,695,913same award published again · counted once24 Dec 2025Awarded
XEROX UK LIMITED1 Mar 2026 – 28 Feb 2030 · up to 28 Feb 2031Extensions: One optional 12-month extension · Options: Calderdale and Huddersfield NHS Foundation Trust given the option to join the contract cycle, to be coterminous with Bradford Teaching Hospitals NHS Foundation Trust and Airedale NHS Foundation Trust£2,590,321same award published again · counted once24 Dec 2025Awarded
Oracle Corporation UK Limited1 Mar 2026 – 28 Feb 2030 · up to 28 Feb 2031Extensions: One optional 12-month extension · Options: Calderdale and Huddersfield NHS Foundation Trust given the option to join the contract cycle, to be coterminous with Bradford Teaching Hospitals NHS Foundation Trust and Airedale NHS Foundation Trust£575,200same award published again · counted once24 Dec 2025Awarded
ZESTY LIMITED1 Mar 2026 – 28 Feb 2030 · up to 28 Feb 2031Extensions: One optional 12-month extension · Options: Calderdale and Huddersfield NHS Foundation Trust given the option to join the contract cycle, to be coterminous with Bradford Teaching Hospitals NHS Foundation Trust and Airedale NHS Foundation Trust£1,695,91324 Dec 2025Awarded
XEROX UK LIMITED1 Mar 2026 – 28 Feb 2030 · up to 28 Feb 2031Extensions: One optional 12-month extension · Options: Calderdale and Huddersfield NHS Foundation Trust given the option to join the contract cycle, to be coterminous with Bradford Teaching Hospitals NHS Foundation Trust and Airedale NHS Foundation Trust£2,590,32124 Dec 2025Awarded
Oracle Corporation UK Limited1 Mar 2026 – 28 Feb 2030 · up to 28 Feb 2031Extensions: One optional 12-month extension · Options: Calderdale and Huddersfield NHS Foundation Trust given the option to join the contract cycle, to be coterminous with Bradford Teaching Hospitals NHS Foundation Trust and Airedale NHS Foundation Trust£575,20024 Dec 2025Awarded
ZESTY LIMITED1 Mar 2026 – 28 Feb 2030 · up to 28 Feb 2031Extensions: One optional 12-month extension · Options: Calderdale and Huddersfield NHS Foundation Trust given the option to join the contract cycle, to be coterminous with Bradford Teaching Hospitals NHS Foundation Trust and Airedale NHS Foundation Trust£1,695,91324 Dec 2025Cancelled
XEROX UK LIMITED1 Mar 2026 – 28 Feb 2030 · up to 28 Feb 2031Extensions: One optional 12-month extension · Options: Calderdale and Huddersfield NHS Foundation Trust given the option to join the contract cycle, to be coterminous with Bradford Teaching Hospitals NHS Foundation Trust and Airedale NHS Foundation Trust£2,590,32124 Dec 2025Cancelled
Oracle Corporation UK Limited1 Mar 2026 – 28 Feb 2030 · up to 8 Feb 2031Extensions: One optional 12-month extension · Options: Calderdale and Huddersfield NHS Foundation Trust given the option to join the contract cycle, to be coterminous with Bradford Teaching Hospitals NHS Foundation Trust and Airedale NHS Foundation Trust£575,20024 Dec 2025Cancelled

Contracts

  • Contract 1 · ZESTY LIMITED

    Signed
    date not published
    Value
    —
    Period
    … – 28 Feb 2030
    Status
    cancelled (27 Jan 2026)

  • Contract 2 · XEROX UK LIMITED

    Signed
    date not published
    Value
    —
    Period
    … – 28 Feb 2030
    Status
    cancelled (27 Jan 2026)

  • Contract 3 · Oracle Corporation UK Limited

    Signed
    date not published
    Value
    —
    Period
    … – 28 Feb 2030
    Status
    cancelled (27 Jan 2026)

  • Contract 4 · ZESTY LIMITED

    Signed
    date not published
    Value
    —
    Period
    … – 28 Feb 2030
    Status
    cancelled (27 Jan 2026)

  • Contract 5 · XEROX UK LIMITED

    Signed
    date not published
    Value
    —
    Period
    … – 28 Feb 2030
    Status
    cancelled (27 Jan 2026)

  • Contract 6 · Oracle Corporation UK Limited

    Signed
    date not published
    Value
    —
    Period
    … – 28 Feb 2030
    Status
    cancelled (27 Jan 2026)

Bid statistics published by the authority

BidsSMEVCSEValid bid range
3final-stage tenders · 4 at stage one30—

Contracting authority & participating public bodies

3 public bodies on the notice

BRADFORD TEACHING HOSPITALS NHS FOUNDATION TRUST

Contracting authorityPublic authority - central government GB-NHS: RAE · GB-PPON: PMJZ-5573-HMPZ undefined, undefined, Yorkshire & Humber, BD9 6RJContact name, email

Consortium members and other public bodies

  • AIREDALE NHS FOUNDATION TRUSTContracting authorityPublic authority - central governmentGB-NHS: RCFGB-PPON: PWVB-9664-WPWP Kieghley, Yorkshire & HumberContact email
  • CALDERDALE AND HUDDERSFIELD NHS FOUNDATION TRUSTContracting authorityPublic authority - central governmentGB-NHS: RWYGB-PPON: PRVB-1661-VNRY Huddersfield, Yorkshire & HumberContact email

Bidders & participating suppliers

3 commercial parties on the notice
  • ORACLE CORPORATION UK LIMITEDAwarded supplierGB-COH: 01782505GB-PPON: PMDX-4517-DZXP Oracle Parkway, Reading, South East, RG6 1RAContact email
  • XEROX (UK) LIMITEDAwarded supplierGB-COH: 00330754GB-PPON: PNNC-4675-LGHQ Building 4 Uxbridge Business Park, Uxbridge, South East, UB8 1DHContact email
  • ZESTY LIMITEDAwarded supplierGB-COH: 08294659GB-PPON: PDMC-1826-XDHQ C/O Pinsent Masons 30 Crown Place, London, London, EC2A 4ESContact email

Official documents & specifications (12)

Official links; attachments are not copied

Notices published for this procedure

Show 4 more notices
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender
  • Pipeline notice planningPipeline noticeUK1Pipeline notice on Find a Tender