Official UK procurement notice
W230298 Patient Experience Portal (PEP)
Authority: Bradford Teaching Hospitals NHS Foundation Trust (Central government)·Consortium: 2 public authorities
What is being bought
Published requirement descriptionAiredale NHS Foundation Trust (AFT) and Bradford Teaching Hospitals NHS Foundation Trust (BTH), together, the Contracting Authorities (hereafter the CAs) are issuing a joint invitation to tender ("ITT") in connection with a competitive procurement of a 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 CA of both the PEP and hybrid mail. The CAs will also have separate contract managers. BTH’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 October 2026. Any solution being proposed must be able to natively integrate with our EPR by 1st March 2027. 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, integration, optimisation, testing, and aftercare. The implementation of any new solution by the end of February 2027 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, National Cancer Plan for England, 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 5 Oct 2026, 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 Stage 1 Quality Questions shall be scored, and the top three scoring Tenderers who have submitted compliant bids and have passed all minimum requirements will be selected to move forward to Stage 2. Note that Stage 2 will also be evaluated but score not taken into consideration prior to determining the tenderers selected for 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 disregarded at this point. Stage 2: moderated presentation of the relevant Quality Question. The top three 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).
CPV: Database software package · Postal services related to letters · Software-related services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£4,333,333
What it takes to wini
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 morei
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).
Published sub-criteria (3)
- Technical Quality: 55%
- Commercials: 35%
- Social Value: 10%
Published award criteria (3)
- Commercials: Cost is worth 35% of the total award criteria weighting.
- Technical Quality: Technical Quality is worth 55% of the total award criteria weighting. Stage 1 Technical Quality is worth 33% and Stage 2 is worth 22%.
- Social Value: Social Value is worth 10% of the total award criteria weighting.
- 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
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · next expected 5 Oct 2026
- First published
- 27 Jul 2026, 14:22 BST
- Last source update
- 26 Oct 2026, 15:39 GMT
- Award evaluation window
- Submission end – 30 Sept 2026
- Authority reference
W230298- FTS notice number
2026/S 000-070821- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06d45cFind 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 Stage 1 Quality Questions shall be scored, and the top three scoring Tenderers who have submitted compliant bids and have passed all minimum requirements will be selected to move forward to Stage 2. Note that Stage 2 will also be evaluated but score not taken into consideration prior to determining the tenderers selected for 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 disregarded at this point. Stage 2: moderated presentation of the relevant Quality Question. The top three 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- Submission deadline
- 21 Aug 2026, 14:00 BST
- Clarification deadline
- 12 Aug 2026, 16:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
27 Jul 2026 → 1 Mar 2027 · 8 dates- Tender notice published93 days ago27 Jul 2026, 14:22 BST
- Clarification questions by77 days ago12 Aug 2026, 16:00 BST
- Submission deadline68 days ago21 Aug 2026, 14:00 BST
- Award decision expected by27 days ago30 Sept 2026, 23:59 BST
- Assessment summaries sent2 days ago26 Oct 2026
- Latest notice published47h ago26 Oct 2026, 15:39 GMT
- Today28 Oct 2026
- Standstill endsin 7 days4 Nov 2026, 23:59 GMT
- Contract startsin 123 days1 Mar 2027
Notice history
4 events · 2 releases on Find a Tender · since 27 Jul 2026- Tender notice published27 Jul 2026, 14:22 BSTUK4
- Contract award notice published26 Oct 2026, 15:39 GMTUK6
- Status changed to complete26 Oct 2026, 15:39 GMT
- Contract signature expected3 Dec 2026, 23:59 GMTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| VitalHub (UK) Limited1 Mar 2027 – 28 Feb 2030 · up to 28 Feb 2031Extensions: One further 12-month extension · Options: If government directives related to this product and service get published within the life of the contract, the contracting authorities reserve the right to extend to those related areas. | £5,181,976 | 23 Oct 2026standstill to 4 Nov 2026 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 1final-stage tenders · 8 at stage one | 1 | 0 | — |
Who bid
- wonVitalhub UK Limited · Greater London
Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- Airedale NHS Foundation TrustContracting authorityPublic authority - central government
Bidders & participating suppliers
1 commercial party on the notice- Vitalhub UK LimitedAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedNotices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender