Software package and information systems

Tender description

Supplier engagement event on 5.6.2018 the MRC at Llandrindod Wells. NHS Wales Shared Services Partnership aim to deliver on behalf of NHS Wales Local Health Boards a procurement framework for individual organisations to invest in a modern, Integrated Catering IT System for both patient ordering and commercial catering outlets operated by Health Boards. Key features which are of interest to us include: Commercial Catering: 1) “Live” stock control and ordering system; 2) accurate production against consumption figures; 3) electronic ordering — minimum stock level ordering flagging low stock; 4) link requirements with production - portions prepared, portions sold, best sellers, waste, temperature monitoring; 5) ordering food provisions orders / stock and feedback to central ordering; 6) POS tills linked to patient system for stock control, reports, trend analysis, auto VAT recovery reports; 7) support stock taking; 8) true cost costing and pricing of dishes; 9) bilingual / easy to use / large font; 10) compatible with chip and pin apple pay; 11) dietary menus for diabetic, allergens; 12) real-time feedback from customers' satisfaction ranking; 13) back office reports - sales, production, waste monitoring; 14) link to oracle; 15) profit / loss function; 16) meals served — dietary date; 17) barcode function for both tills and stock ordering; 18) cloud based system; 19) monitor trends in sales — support waste reduction; 20) specification capability with systems in place. Patient Catering: 1) able to cancel a meal at short notice (ward team) 2) data linked to portion / pack size 3) meals order by type / ward / location, current stock, link to all Wales receipe, nutritional imports, time required; 4) menu planning systems to build local menus based on NGS procured contract ingredients. Ingredients updated centrally by procurement recipes based menu framework recipes; 5) patient — no of meals requested, levels of waste / cost / volume, meals type ordered; 6) production numbers via TV screen; 7) reports — All Wales menu interface, all system production — ward — office; 8) temperature monitoring; 9) trace ingredients / supplies into recipes into meals. End to end food racing i.e. in event of food poisoning; 10) bilingual system — easy to use — large font — pictorial menu; 11) Ipad — technology required; 12) nutritional information; 13) patient — cost per meal, ward, hospital, UHB, bed; 14) consumption figures, recording of waste; 15) direct link to all Wales Catering framework to ensure help and advice; 16) patient information to include allergens, nil by mouth, alert to caterers; 17) support to Welsh Govt standard for food and fluid in hospital; 18) ability to change menu plan; 19) all dietary requirements captured on tablet; 20) hand held ordering device to include full digital display of menus. Ability to cancel meal, pictures of food, nutritional information, different languages; 21) integration — existing patient clinical systems (for bed up) — acute running IT system; 22) IT help and support. Whilst this list is not exhaustive it should provide a flavour of the requirements of any successful system for use for within NHS Wales Catering Services.