Extension of the Existing Laboratory Information Management System (LIMS) Contract via Contract Change Notice (CCN)

Location

Sheffield Teaching Hospitals NHS Foundation Trust and South Yorkshire & Bassetlaw pathology network sites

Description

This VEAT notice relates to the extension of the existing Laboratory Information Management System (LIMS) contract through a Contract Change Notice (CCN). The contract has reached the end of its permissible term; however, continuation is essential to maintain uninterrupted pathology services across the Trust. The incoming LIMS provider is not yet operational at Barnsley and Rotherham sites. The extension is required to ensure business continuity, patient safety, and continued clinical operation.

Total Quantity or Scope

The Contracting Authority intends to award a Contract Change Notice (CCN) to extend the current LIMS contract beyond its original expiry date. The existing agreement has no further contractual extensions available; however, continuation of service is essential. The new LIMS provider is not yet operational at the Barnsley and Rotherham sites and will not be ready to mobilise for an extended period. Immediate termination of the incumbent solution would result in a critical loss of LIMS functionality, creating significant patient safety risks and rendering laboratory operations non‑functional. The extension covers ongoing provision of LIMS software, support, maintenance, hosting, and associated services required to keep the pathology service operational.

Award Detail

Renewal Options

The Contracting Authority may require flexibility in the contract term to ensure continuity of essential services while longer‑term arrangements are reviewed and finalised.

CPV Codes

• 72000000 - IT services: consulting, software development, Internet and support

Indicators

• Options are available.
• Award on basis of price and quality.

Legal Justification

The Contracting Authority is required to maintain continuity of essential clinical services supported by its Laboratory Information Management System (LIMS). The existing contract has reached the end of its permissible term; however, the Authority has experienced events and circumstances not capable of being foreseen during the original procurement and contract period. These circumstances require the continuation of the incumbent LIMS solution to ensure uninterrupted service delivery while the Authority progresses the actions necessary to confirm future arrangements. A cessation of the incumbent system at this time would create significant operational and patient safety risks, and the usual procurement timescales cannot be complied with without jeopardising critical clinical services. The conditions set out under Regulation 32(2)(c) of the Public Contracts Regulations 2015 therefore apply. The scope of the extension is strictly limited to what is required to maintain service continuity.

Other Information

This notice relates to a temporary continuation of the incumbent service to maintain operational continuity while the Authority completes the necessary processes to determine future service arrangements.