Inventory management software package

Tender description

The Council is looking to procure a Commercial Off The Shelf (COTS) cloud based asset management database solution and associated barcode scanners and printers to meet the combined requirements of health and social care teams across a number of organisations within Gloucestershire who access equipment and technology services through the Section 75 pooled budget arrangement. A pooled budget is a partnership arrangement whereby NHS organisations and local authorities contribute an agreed level of resource into a single pot (the ‘pooled budget’) that is then used to commission or deliver health and social care services. Gloucestershire County Council need to procure an asset management database that: — is web-based, — is hosted by the system supplier, — provides registered users with secure online access, — provides registered users secure access through a mobile App which is compatible with both iOS and Android, — has a customer portal to enable customers to request support online, — have a core function system (as set out in paragraph 5 below) with additional functional modules, — can restrict access, — has Transport Layer Security (TLS) so that all email traffic is encrypted. The system must enable: — orders for equipment, technology and adaptations against an individual, — allocation of orders to the most appropriate team for delivery and fitting, — information held on each product in respect of service, maintenance, expected return date and battery change information, — allocation of jobs to relevant teams of items in the field, — the building of a documents library on equipment products, training manual and clinical competencies, — reporting on system data, — emails to be generated and received from within the system, — system administration including user access controls, — administrators to have additional functionality to include but not limited to overriding of orders, allocation, report runs and local system upgrades, — training videos/materials to be hosted within the system, — all registered users to have a unique identifier, — all stock, regardless of type, to be tracked through barcodes and hand held devices permitting live system updates. Core modules: The Core modules that the system must have include the following: Purchasing: includes raising order on system, transferring to GCC SAP system. Stock management: includes from receipt of stock from supplier to goods receipt to barcoding and putting into stock. This also includes stock management of satellite stores by the main equipment store. Stock inventory: regularly checking and auditing of stock. Ordering: assessor ordering equipment based upon equipment value and/or competence. Stock order processing: on receipt of order, processing through Picking process to despatch area. Transfer of equipment from one budget/team to another. Logistics (delivery and collections): delivery and collection of equipment by transport team. Recycling: receipt of collections to decontamination, refurbishment or scrapping into stock. Reporting: suite of reports covering finance and operations.