Ofwat Board Software

Tender description

General • We will require a minimum of 30 licences - 20 users and 10 administrators. The supplier must detail the options and process for increasing the licence count if required by the customer at a later date during the term of the contract. • The solution must be compatible with existing client devices - Microsoft Surface Pro (Windows 8.1 and Windows 10), Apple iPads and iPhones (IOS 11) • The solution must be compatible with Microsoft Internet Explorer 11 and Safari • The solution must be compatible with documents produced in Microsoft Office 2013 and 2016 (Word, Excel and PowerPoint) and PDF documents. • The supplier must detail how the system will be accessed e.g. via use of an app • If client software is required to be installed on a Windows computer the supplier must confirm whether an offline executable file is available for software installation. It should be noted that the customer's users do not have local admin rights to install software and cannot download executable files from the internet and any software installation would need to be carried out by the customer's internal IT team. Administrative functionality • The system must be secure, comprehensible, fast and reliable. • The meeting organisers/administrators must have full access to the system to operate and make required changes at any time. • Ability to upload multiple documents at a time including large documents containing diagrams, graphs etc. • Ability to quickly convert uploaded documents into PDF format. • The system must have options in terms of sharing sensitive information, setting document expiry and different access permissions to documents. • A separate area to upload optional reading material for users e.g. documents that do not form an agenda item but should be easily accessible to users if needed. • Ability to update the meeting information and upload documents after publishing documents to users • Need comprehensive training with guidance handouts to refer to if required. • Receive notifications in advance about system upgrades. • Allow removing names of former users/entities. • Allow updating resolution types in global setup. • The system must have functionality for administrators to control and update features e.g. setting up accounts for users, activating accounts once software is installed and registered on devices, resetting passwords • Ability to upload documents directly from OneDrive. User Functionality • Users should be able to use another app while downloading documents/updating meeting information without system being paused/crashed. • Allow printing of documents and emailing/printing of annotations. • Enable users to download documents online and offline from any location. • Add private or shared annotations and notes to documents online and offline, before, during and after the meetings. • Clear and easy navigation • No impact on meeting etiquette, e.g. people being distracted through use of electronic devices.