Electronic Document and Records Management System Renewal

Official notice

Authority: Hywel Dda University Health Board (NHS & healthcare)

GoodsAward procedure without prior publication of a call for competition

Sectors: Software Packages & ERP (48) Delivery: Wales (UKL14)

Awarded value£1,332,653published contract · exc. VAT

Awarded 29 Sept 2026no call for competition

Awarded to IMMJ Systems Ltd

What is being bought

Published requirement description

Hywel Dda University Health Board’s (HDUHB) Digital Directorate have awarded a contract to replace their current Electronic Document and Records Management System (EDRMS). The EDRMS is an essential system housing clinical patient records, some of which are exclusively stored within this system, and are not accessible through other platforms or physical records, which may have been destroyed as part of the digitisation process. As a result, continued access to this system is essential for safe, effective clinical care.

The system is used to store and manage patient records, whilst supporting a wider strategic programme of digitalisation of the Health Board’s documentation and becoming a paper light organisation. This requirement is vital for ensuring that information and data follow the patient in their journey within NHS Wales as smoothly as possible, and that continuity of care is maintained. Any interruption or loss of access would present significant clinical, operational and legal risks.

CPV: Software package and information systems

The lotProcurement structure

single lot · no lot value published

Lot #1Awarded

Delivery: Wales

48000000 Software package and information systems

Procedure terms & legal framework

From the official record · publisher note attached

Procedure method: Award procedure without prior publication of a call for competition
Legal basis: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category: Goods
Notice status: Awarded without competition
Procurement threshold: Unspecified in notice
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Direct award (no call for competition)
GPA / WTO covered: Yes (GPA)
Recurring procurement: Unspecified in notice
First published: 28 Oct 2026, 09:09 GMT
Last source update: 28 Oct 2026, 09:09 GMT
Authority reference: P0332B - HDDA-MIN-61882
FTS notice number: 2026/S 000-101840
Classification (CPV): Software package and information systems
Delivery area: Wales (UKL14)
Official registry OCID: ocds-h6vhtk-0791e5 Find a Tender

Why no open competition: The procurement falls outside the scope of application of the directive
Published justification: This exercise was completed via the London Procurement Partnership (LPP) Framework for Digital Document Solutions (2021/S 000-013085) under Lot 6 EDRMS via a further competition.

Publisher note: (WA Ref:172543)

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £1,332,6531 contract exc. VAT

Bids received 3

Contracts signed 1latest 29 Sept 2026

Awarded to	Value	Date	Status
IMMJ Systems LtdSME	£1,332,653 †	—	Awarded

Contracts

Contract 101840-2026-P0332B - HDDA-MIN-61882-1 · IMMJ Systems LtdSME
Signed
29 Sept 2026
Value
£1,332,653
Status
active

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
3bids · 3 electronic · 3 from abroad	0	—	—

Contracting authority & participating public bodies

Hywel Dda University Health Board

Contracting authorityNHS & healthcareBody governed by public lawHealth Corporate Office, Second Floor, Block C, Government Buildings, Picton Terrace, Carmarthen, UK, SA31 3BTContact name, email

Dispute resolution & review bodies

High CourtReview body LondonContact phone

Bidders & participating suppliers

1 commercial party on the notice

Mizaic LimitedAwarded supplier Insight House, Stoney Common Road, Stansted, UK, CM24 8PL

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.