GP IT and CCG IT Refresh

Tender description

Summary of the work - Procure and supply 812 HP Prodesk G5 PCs - Provide Storage and Logistics for devices - Provide scheduling, build and technical engineering resources to implement devices Expected Contract Length 9 months Latest start date Monday 14 January 2019 Why the Work is Being Done To conduct a GP IT refresh to our 45 GP practices spread over 47 sites. To include procuring 742 new PCs, and adding additional RAM to 138 devices already in Situ. Both sets of devices are to migrate to Windows 10. Furthermore a CCG IT refresh of an additional 70 Desktop PCs and 20 Laptops with Docking stations need to be procured, built and installed. This is to be completed by March 31st. Problem to Be Solved Due to the impending withdrawal of Microsoft support for Windows 7, effective from 14/01/2020, and the pressing need to improve security across the GP surgery networks and devices, we need to conduct a windows 10 migration. This ensures the security and reliability of our desktop and laptop machines. As part of this process, we will take the opportunity to enhance the security of the GP surgery desktop and network environments, and put in place better management systems to improve the service and support provided to end users. Who Are the Users The end users are GP practice staff. This project requires the replacement of the devices within the GP practice in both clinical and administrative areas. The user will require a technology refresh and onsite basic training on the new windows 10 operating system. Work Already Done A discovery phase has completed and audit of both the GP and CCG devices and highlighted the devices that need replacing. A high level design of the infrastructure and server interoperability has also been conducted. There is a prepared build image and methods to deploy in place already. Existing Team The existing in house team includes programme management and a technical project manager. Working with our support service provider, your team will take guidance form the technical PM and implement devices under their current guise. Current Phase Alpha Skills & Experience • Previous and recent GPIT rollout experience in particular EMIS web • Provide Full procurement, Storage and logistical expertise • provide flexible resource solutions to meet the projects demands Nice to Haves • Provide evidence of large scale refresh projects in other sectors • Provide pre existing working relationships with Bromley CCG or Bromley Healthcare Work Location The GP IT refresh will be conducted to GP practice sites within the Bromley Catchment area. The CCG refresh is to be conducted in Beckenham, Kent. Working Arrangments These are flexible to meet the constraints of the project. The GP It refresh is to be conducted within the Practice itself so flexible working around Clinicians and admin staff is critical. The CCG Refresh is likely to be conducted over the weekend periods. Security Clearance With Potential access to PID ( Person identifiable Data) whilst in performing the project, a minimum of a code of confidentiality will require signing. Previous NHS IG ( Information Governance) training of the team would be preferred No. of Suppliers to Evaluate 3 Proposal Criteria • Approach and methodology • How the approach meets user needs • How the solution meets Bromley CCG's goal • Team structure • Previous GPIT refresh project approach • value for money • How risks are identified and any dependencies are managed Cultural Fit Criteria • Work as a team with our organisation and other suppliers • Take responsibility for their work • Share knowledge and experience with other team members • Can work with end users with low technical expertise • Can manage customers whilst meeting our organsiations goals Payment Approach Capped time and materials Evaluation Weighting Technical competence 30% Cultural fit 20% Price 50% Questions from Suppliers 1. We note there is a question and answer conference call session planned for Wednesday 2 Jan – please can you confirm a time as there is none stated? The question and answer call is Wednesday 2nd January at 3.00- 5.00. 2. The latest start date for this project is published as 14/01/19 and the expected contract length as 9 months. However, the 'why the work is being done' section also states the project is to be completed by 31/03/19. Please could you clarify the required project dates and also indicate the budget you have for this project? The expected length is around 9 months but flexible resourcing is required as once phase 1 ( implementing windows 10 to 5 pilot GP's) is complete a more intense rollout plan needs to be completed.The initial 31/3/19 date is more around the financial planning.As for budget a suitable amount is available, but the overall costing, this is a part of the assessment criteria, so we are looking for a supplier that delivers the requirements rather than just meeting a budget line. 3. What is the number to call in to for the question and answer session? 0203 930 0230 Room Id: 7222 Pin 7222 4. What is the PC spec required within this project HP ProDesk 400 G5 Small Form Factor PCIntel Core i5 8500 3.0 2666MHz 6C 65W CPU 8GB (1x8GB) DDR4 2666 DIMM Memory 128GB M.2 2280 PCIe NVMe Solid State Drive HP USB Business Slim Wired SmartCard CCID Keyboard UK HP VGA Port HP Optical Wired Mouse USB Intel 9560 ac 2x2 nvP +Bluetooth 5 WW No Included ODD 1/1/1 (material/labor/onsite) SFF Warranty EURO HP 5 year Next Business Day Onsite Desktop Only Hardware Support