IT services: consulting, software development, Internet and support

Tender description

The Health Facilities Scotland (NHS Scotland) Equipping Team provide a full range of equipping services for NHS Scotland Boards whether they are procuring a single piece of capital equipment or providing a complete equipping service for a major healthcare development. The range of services includes: — project management; — technical and design advice; — development of schedules of accommodation; — equipment scheduling/development of equipment lists; — development of specifications; — procurement and acquisition; — logistics management; — project financial management; — equipment commissioning. The team are considering the replacement of ageing software which is currently used for the management of the team's equipping work. The overall objective is to have a replacement system which is, upgradeable, future proof, user friendly and efficient which can be used to manage all equipping projects from project initiation through to completion and commissioning. It is desirable for the system to be compatible with other smart technology (e.g, smart phones or tablets). ‘Off the shelf’ systems are preferable, however products which require a small amount of development would also be considered. Description of System. A server or web based system is required to manage the full process of equipping healthcare facilities. The system should consist of component parts: — Upload of Equipping information; — Scheduling — changes to equipment, rooms and departments; — Inventory and project BOQ's (Bill of Quantities); — Formation of generic catalogues; — Formation of specifications (project specific); — Supplier item management; — Order processing (receipting and invoice matching); — Logistics and Commissioning; — Reporting. The system must be able to cope with project specific datasets but also allow sharing of data between projects. For example; a room type or department and its contents may be copied from one project to another. Or; to avoid duplication, a central list of ‘Supplier Items’, ‘Specifications’ and ‘Generic Catalogues’ can be built and items copied from it into projects then edited to be project specific, and when a ‘Supplier Item’, ‘Specification’ or ‘Generic Catalogue’ becomes obsolete or no longer available/pertinent, it can be archived (essentially removed from the master list) without affecting projects that use it. There must also be a method of validating data coming into the new application. With Architects often using different methods to develop the plans, generic codes are generated inappropriately — there needs to be method of consistency across projects so new generic items do not have different codes across projects. The reporting system in place must be flexible; allowing for project specific reporting but also reporting across projects to identify trends etc. A mixture of extracts and fixed reports is necessary, fixed reports (Purchase Orders, Hand Over Documents for example) must be generated and processed in line with internal audit requirements. Over all user access must be secure and tiered, with user permissions pursuant to job roles and their concomitant authorised spend levels. System must have access to email. Responding to the PIN. Suppliers are requested to provide a response which provides details on systems/software available to perform the tasks as described above. If further development is required to an ‘off the shelf’ package to meet our specification requirements, then the development required should be detailed within the response. Suppliers are also requested to provided details of reference sites where the software/system is being utilised for similar equipping work (preferably within the UK). If any further information is required, please contact: John Slater Head of Operations (Equipping), Procurement, Commissioning and Facilities NHS National Services Scotland Area 67 Gyle Square 1 South Gyle Crescent Edinburgh EH12 9EB Directline: 0131 275 6778 email: jslater2@nhs.net Note: to register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=439321