Fertility EPR System
A practical guide to understanding what the buyer really wants and how to build a winning response.
Don't just deliver software, enhance patient care
The biggest insight in this tender isn't just about delivering a system.
It's about supporting Barts Health NHS Trust in enhancing their fertility services.
They're looking for a partner who understands the impact an Electronic Patient Record (EPR) System can have on patient care.
This contract covers the provision of a Fertility EPR System for Barts Health NHS Trust, based in London. It's valued at £350,000 for a term from 1 October 2026 to 30 September 2028, with a possible extension to September 2029.
Think about the end-users and their experience
If I were evaluating bids, I'd be focusing on how the system improves the experience for both staff and patients.
The Trust will want to know how the system will ensure accurate, efficient and secure handling of sensitive patient data.
Consider the clinicians, administrative staff, and the patients themselves.
How does your system make their lives easier?
Evidence always beats promises
One thing I noticed when I worked in the public sector was the power of evidence over promises.
Every bidder claims their system is excellent. Very few prove it.
Include evidence like:
- Case studies from similar Trusts
- Testimonials from actual users
- Demonstrable improvements in patient outcomes
- Data security certifications or audits
That's what I'd want to see.
Pay attention to the tender details.
The emphasis on quality is clear — it's weighted at 60%.
Social value is also a consideration, with a 10% weighting.
This means your submission should highlight not just the technical qualities of your system, but also how it contributes positively to the community and the Trust's broader social objectives.
Show how you'll make life easier for the Trust
Every new system can create challenges for the client.
The best suppliers minimise this disruption.
I'd be explaining how my implementation plan ensures a smooth transition and seamless integration with existing systems.
What training will you provide? How will you support the Trust during the rollout?
These are crucial points to address.
One thing I'd keep reminding myself
It's not just about ticking boxes.
Remember the people who will use this system every day.
The clinicians who need to trust it for patient data. The patients relying on it for their fertility journey.
Every part of your proposal should reflect a deep understanding of these users and their needs.
Consistency is key over the contract term
Delivering excellence isn't just about the first few months.
The Trust will be looking for consistency throughout the contract period.
Detail how you'll maintain system performance, handle updates and manage any technical issues promptly.
Include plans for ongoing support, regular reviews and feedback mechanisms.
Think about how you can add value
With a contract value of £350,000 and an extension potential, consider how you can offer additional value.
This might be through innovative features, superior customer support, or added functionalities that go beyond the initial scope.
Highlight these in your proposal.
Common mistakes
Avoid submissions that:
- Focus solely on technical specifications without context
- Lack user-focused evidence or case studies
- Overlook the importance of social value
- Provide generic responses not tailored to the Trust
- Ignore the long-term support and maintenance strategies
- Fail to address data security comprehensively
- Don't demonstrate a clear understanding of the Trust's needs
- Neglect the importance of a smooth implementation process
My Final Thoughts
Barts Health NHS Trust is seeking more than just a software supplier.
They're looking for a partner who can enhance the fertility services they provide.
With the contract's value at £350,000 and quality weighted at 60%, your written submission should reflect a thorough understanding of the Trust's needs and priorities.
Think about the impact of your system on patient care and staff efficiency.
That's what will set your proposal apart.
Thanks for reading.
I hope this guide has helped make public procurement feel a little less daunting. If it has, then it's done its job.
P.S. Got a question?
If you've got a question about anything you've read, or you're stuck on a tender, just send me an email.
Whether it's a quick question or you simply need pointing in the right direction, I'm always happy to help if I can.
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Our guides are written using publicly available procurement information, including contract notices and published tender documents where available. They are designed to help suppliers understand the buyer's likely priorities and think more strategically about their approach. They are not based on any bidder's confidential submission, bespoke bid strategy or non-public procurement information.