Software package and information systems

Tender description

The purpose of this PIN is to commence market engagement and request information to support the building of a business case for this requirement. We will be procuring a software package which enables us to effectively manage and monitor our presentation (cleaning) contracts on trains and in stations across our network in real time. Our intention is to procure a base product from a supplier, with whom we can develop additional functionality to enable us to fully meet our needs. The systems will need to be deployed to both LNER hardware, and hardware provided by our cleaning contractor. Technical preferences: — web-linked app Other requirements: — clear and transparent data management approach enabling us to fulfil GDPR and security requirements We are looking for a package which can deliver the following interfaces and functionality: 1) Mobile App Interface Core aim: enable on the go recording and auditing of cleaning at station and on board Users: LNER cleaning managers, contract cleaning managers, contract cleaners, LNER front-line teams Functionality (different users will have access to different elements of functionality): Reporting and auditing: — report additional cleaning jobs, — record completion of cleaning jobs via post clean questionnaires and tagging systems, — record issues with cleaner deployment, — completed different types of audit (each of which has a specified format and scoring). Real-time cleaning management: — book on and off shift (for cleaners), — location check-in during disruption, — cleaners accept/decline changes to cleaning jobs allocated in real time, — allocate jobs to individual cleaners. View Information: — view booked cleaning plans (for individual cleaners), — access ‘how to’ training videos for cleaning tasks. 2) Desktop Resource management interface Core aim: enable the cleaning helpdesk to manage cleaning jobs and resource in real time Users: cleaning Helpdesk, cleaning contract managers, LNER cleaning managers Functionality: Real-time management of cleaning resource — allocate jobs to cleaners in real time, — record new cleaning jobs in the system (reported via phone), — record locations of displaced cleaners, — close/record cleaning jobs as complete in the system, — allocate new cleaning/travel plans to cleaners when planned working is disrupted. Automated decisioning system – management functionality should be supported by a smart decisioning system which enables cleaners to be reallocated cleaning jobs and travel plans in the system based on real time needs. This decisioning engine must allocate resource based on: — cleaner availability, — cleaner booking off/on location, — train availability, — required cleaning coverage. 3) Performance dashboard and data integration Core aim: enable LNER and the contractor to analyse deployment of cleaning resource and the outputs of the cleaning operatives Users: LNER cleaning managers, contract cleaning managers Functionality (different users will have access to different elements of functionality): — monitor deployment of cleaning teams and hours (vs. plan), — understand and track issue trends/produce issue reports, — view un-deployed/unused cleaning hours, — collate performance reporting and send reports to relevant 3rd Party suppliers, — undertake analysis of cleaning issues as drivers of customer experience (integrating LNER owned data sets), — provide data feeds into other management systems including SAP and Maximo. The purpose of this PIN is to commence market engagement and request information to support the building of a business case for this requirement. If you are able to provide these services, please could you provide at a minimum the following information: Overview: — company name, — a brief overview of the company and the nature of the services that they can offer, — contact details, including location telephone and e-mail address, main point of contact and position in company. Proposed product: — details of proposed base product including functionality, — details of proposed areas for bespoke development including: —— functionality this will deliver; —— high level timelines for delivery. — details of how the solution can be effectively deployed in a transport environment with mobile and static assets Costings: — indicative costings for the package including: —— opex/Capex costs; —— clear distinction between costs for base package and additional bespoke development. — explanation behind the structure of the costings for example, is the costing based on employee headcount or subscription based. Response time: Please respond to this PIN by 6.2.2020