Desk Booking System

Tender description

In line with Procurement regulations, NWSSP are exploring market service offerings with the aim of implementing a solution in 2022. NWSSP are looking to contract on a single digital solution. Interested suppliers are invited to attend a virtual engagement day to demonstrate their solutions on either Monday 13th June or Friday 17th June 2022. If you are interested in demonstrating your solution on one of these dates, then please note your interest in this notice and you will be contacted in order to ascertain suitability. Lot 1: The system is required to have the following functionality: The system will enable users to view desk / meeting room availability for a given date / time across all locations. The system will preferably display desk / meeting room availability via a 'floor plan' display (as opposed to a list of rooms, desks etc.), to provide users with a highly visual view of desk / meeting room utilisation. The system will provide users with a 'real time' view of desk / meeting room availability. The system will ensure users can readily identify booked vs. unbooked desks / meeting rooms (e.g. colour coding). For desks / meeting rooms that are already booked, the system will display relevant details of the member of staff who has booked that desk / meeting room (e.g. name, email address etc.) The system will allow users to 'self-serve' book a desk / meeting room for a full day, half-day or specific amount of time. The system will be able to display the specific configuration / equipment setup for each desk / meeting room - for example, whether the desk has a desk riser, docking station type etc. Users will be able to access the system via web browser or mobile device. The system will be browser and device-agnostic. The system will be cloud hosted. The system should support Active Directory (AD) integration, to enable users to sign-in with their existing NHS Wales (NADEX) credentials The system should support integration to Microsoft Outlook, to provide visibility and updates meeting room calendars to show availability in MS Outlook. The system will support areas to be grouped into zones / departments, with the ability for named admins to oversee the management of each zone. The system will require users to 'check in' to a booked (or vacant) desk. The system will require users to 'check in' to a booked (or vacant) meeting room. If meeting room 'check in' is permissible, system should allow users other than the member of staff who booked the meeting room to 'check in' to the meeting room. The system will 'release' booked desks / meeting rooms after a certain amount of time, if the individual who has booked that space does not 'check in' within a set (configurable) time. The system should be able to support 'ad hoc' check in (i.e. users booking in to a vacant desk / meeting room) via a dedicated interactive departmental / building display - for example, a display based in building or department reception area showing the desk / meeting room availability of that area. The system will be able to display / report in 'real time' a list of staff who have 'checked in' to a specific building / location. These lists will support the 'rollcall' procedure in the event of a fire evacuation. The system will allow admins to associate specific metadata with individual users - e.g. first aiders, fire wardens - so it is possible to identify where these are sat in the event of an emergency incident.