Strategic Asset Management System (SAMS)

Tender description

The Common Services Agency (more commonly known as NHS National Services Scotland (NSS)) wishes to procure a multi-faceted data collection system for all NHSScotland Boards. This framework is also available to Northern Ireland's Department of Health (DoH). The system will provide high-level strategic assessment of the current condition of the property assets and identify backlog maintenance costs. Data captured in the system will provide real time performance indicators and will enable NHSScotland Boards to establish where investment is needed and how well assets are performing to support services. Datasets consist of the following Mandatory elements: Estates Asset Management, Property Transactions, Fire Risk Assessments and Capital Investment; and Optional element: Asbestos. NHSScotland Boards will procure all mandatory elements. NHSScotland Boards and DoH may procure an optional Asbestos element. The solution will enable Boards to formally score and subsequently prioritise all their competing investment needs. The system will also enable Boards to analyse and demonstrate all property or proposed property lifecycle investment requirements over the full life of those assets to inform longer term investment planning. NHSScotland consists of 14 territorial Health Boards and 8 national Health Boards with over 4,500,000m² of accommodation which has an estimated net book value of around 6.5Bn GB POUNDS. The estate has a broad range of accommodation ranging from large acute hospitals, community hospitals, community health centres to clinics. In addition, there are numerous independent General Practitioner (GP) and Dental Practices, Pharmacies and Opticians forming part of the Primary Care estate. NSS wishes to procure a multi-faceted Strategic Asset Management System (SAMS) to collect data for all NHSScotland Boards, to replace its existing system/s. Boards capture surveys of the existing land and property as part of their continued assessment of the current NHSScotland estate. By taking stock of the estate, future investment priorities can be identified together with opportunities for rationalisation. Datasets consist of the following mandatory elements: - Estates Asset Management - Property Transactions - Fire Risk Assessments - Capital Investment NHSScotland Boards and DoH may procure an optional Asbestos element. The existing system and working processes have been developed to maximise the utilisation of the data captured in relation the NHSScotland estate. Although NHSScotland has a mature property database along with well established practices, the time has come to engage the market in order to find a solution that will further enhance the value delivered by the existing data. NHSScotland require a solution that will provide the tools required now and into the future through utilising new technologies and working practices. SAMS will provide high level strategic information and assessments of the current property portfolio including backlog maintenance costs, condition, risks and lifecycle costs. Data captured in the system will provide real time performance indicators and enable Boards to establish where investment is required and how well assets are performing. The solution will enable Boards to formally score and subsequently prioritise competing investment needs. The system will also enable Boards to analyse and demonstrate all property or proposed property lifecycle investment requirements over the full life of those assets to inform longer term investment planning. This data will be used to inform numerous strategic documents published by NHSScotland and Scottish Government. For background information and context, please refer to the Property Manual Appraisal Manual as noted in the Memorandum of Information. Key Outputs 1) Agree rollout strategy with successful bidder - Develop and manage rollout roadmap - Support NSS to upload full existing dataset in agreed format to SAMS 2) User Acceptance Testing - Establish user profiles and permissions hierarchy - Establish targets for acceptance - Test existing data in new system - Establish a Provision of reports to NSS satisfaction 3) Training & Guidance - Ensure NHSScotland staff and working partners are fully trained - Support and provide NHSScotland specific guidance for operation of the System 4) Integrations - Ensure data is collected in a consistent and uniform manner that can be utilised across all NHSScotland national systems - Have the ability to export/import data to other national system, e.g. NHS Scotland Assure Information Management System via API, and other common file types, e.g., CSV, DWG, Excel, IFC, RVT and similar 5) Continuing support and Development - Staff Training - Report Development - System Development 6) Board Training - Ensure NHSScotland staff and appointed personnel, including external parties such as Survey Partners and other associates, are fully trained, supported and provided with guidance in relation to the operation of the Software. Please refer to the document titled "SAMS Memorandum of Information" within the attachments section of the SPD for more information on the requirement.