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NHS EDUCATION FOR SCOTLAND

INVITATION TO SUBMIT A COMPETITIVE WRITTEN QUOTATION

FOR

Room Booking Software

CWQ PACK


COMPETITIVE WRITTEN QUOTATION

This Competitive Written Quotation (CWQ) Pack contains detailed instructions concerning the submission to be made by parties interested in submitting a competitive written quotation for this project, and details of the criteria that will be used in selecting the successful bidder.

The document consists of four parts:

Part 1: Submission Instructions

Part 2: Specification

Part 3: Evaluation Criteria

Part 4: Format for Response

CWQs should be submitted in accordance with the instructions detailed within this document. NES will not consider any other form of bid. Any received bids which do not contain all of the requested information may be rejected at NES’ discretion.

Produced by: NES Procurement Department

[email protected]

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mailto:[email protected]



PART 1: SUBMISSION

INSTRUCTIONS

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1. NHS EDUCATION FOR SCOTLAND (NES) OVERVIEWThe NHS Education for Scotland (NES) is a Special Health Board, responsible for supporting NHS services to the people of Scotland through the development and delivery of education and training for all NHSScotland staff.

• everything we do is based on eight fundamental principles:• be open, listen and learn;• work together with others to benefit patients;• look ahead and be creative;• always aim for quality and excellence;• promote equality and value diversity;• understand and respond quickly and confidently;• work to a clear common cause; and• give people power and lead by example

Our vision is “Quality Education for a Healthier Scotland”. Our mission is to provide educational solutions that support excellence in healthcare for the people of Scotland. Headquartered in Edinburgh, NES is a national organisation with regional offices in Edinburgh, Glasgow, Aberdeen, Dundee and Inverness. We have a staff complement of around 700. Additional information on NES’s role is available from our website: www.nes.scot.nhs.uk

2. SUBMISSION INSTRUCTIONSThis Invitation to Submit a Competitive Written Quotation (CWQ) contains details of NES’ background, objectives, detailed instructions concerning the submission to be made by interested parties, and details of the criteria that will be used in selecting the successful bidder. This CWQ pack is accompanied by a detailed specification and core information which must be included in the Response.

2.1 Completion of CWQ• It is the responsibility of bidders to ensure that they have read and understood all

documentation included in the package.• Bidders are responsible for ensuring that they have completed the quotation fully and

accurately and that prices quoted are arithmetically correct for the units stated. Any corrections/amendments made by the bidder should be initialed by them. Amendments to the quotation will not be permitted after submission, unless requested by NES.

• All costs, including travel and associated costs, incurred in relation to this bid are to be borne by the Bidder.

• CWQs must be submitted on the basis called for in this document. Additional alternative offers may be considered and should be submitted separately clearly stating which item(s) in the schedule they are offered against or in addition to.

• Full details or specification of any items of equipment included in the bid should be provided together with any brochures/product literature.

• NES does not undertake to accept the lowest or any offer. Each item in the schedule will be treated separately except as indicated and NES may decide to share awards for any item between several suppliers.

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http://www.nes.scot.nhs.uk/



• Facsimile copies will not be accepted. An electronic version must be submitted to tenders @nes.scot.nhs.uk . The electronic versions must be received by the deadline below.

• A Lead Officer should be identified for the bid and details specified in the submission.• All correspondence must be in English.

2.2 Process for Questions/ClarificationsThis CWQ process should be viewed as a confidential activity. As such, we ask that you treat NES’ data and this CWQ with full confidentiality. All questions regarding this material should be directed to:

Linda DewarHead of Properties and Facilities ManagementThistle House91 Haymarket TerraceEdinburghEH12 5HDTel: 0131 313 8023

Email: [email protected]

Please reference “Room Booking Software” in all correspondence.

Please do not provide any proprietary information in your questions

In the interests of fairness, all questions and answers will be shared with all Bidders. NES will post a list of questions and answers in response to any queries received on our website at http://www.nes.scot.nhs.uk/about-us/tenders.aspx. In order to facilitate this process, please submit questions by Monday 6 August 2012. Responses will be posted by the end of Tuesday 7th August 2012.

Any contact made directly with any other employee of NES regarding this CWQ is a violation of the terms of the CWQ response criteria and may be cause for disqualifying a Bidder at the sole discretion of the contract manager.

2.3 Proposal DeadlineIn order to allow appropriate time for analysis, selection, implementation, and communication of the selected Bidders, your cooperation is requested in meeting all of the specified deadlines. It is our intention to respond to all reasonable requests for additional information and to reasonably cooperate with Bidders in the development of their quotation.

Therefore, it is imperative to submit your quotation by 13:00 on Thursday 16 August 2012. NES may reject any bid which is late and does not fully comply with the stipulated requirements unless the Bidder can prove that the bid was dispatched in sufficient time to meet the specified deadline.

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http://www.nes.scot.nhs.uk/about-us/tenders.aspx


mailto:@nes.scot.nhs.uk



2.4 TimetableNES intends to follow the schedule below in performing the evaluation and supplier selection process. The timetable below identifies the indicative dates:

Activity Indicative Timescales

CWQ issued: Monday 30 July 2012

Questions to be submitted by: Monday 6 August 2012

Question responses from NES by: Tuesday 7 August 2012

CWQs returned to NES by: 13:00, Thursday 16 August 2012

CWQ evaluation by NES Panel: Friday 17 August to 27 August 2012

Notification of Award: Week commencing 27 August 2012

NES will notify Bidders whether or not they have been successful. The above dates are subject to change at NES’ discretion.

2.5 CollusionBidders must not submit an offer in collusion with any other person, company or body, which may have the effect of distorting or increasing the cost of the goods or service provided under the contract.

If in the opinion of NES a bid is submitted on that basis, the bid may be rejected.

2.6 MarketingAll marketing or similar activities by the Bidder associated with the bid must cease upon submission of the bid and only resume following notification from NES of the outcome of the CWQ process.

2.7 ConfidentialityAny material of a confidential nature submitted by a bidder should be clearly marked. NES will respect the confidentiality of material provided. Similarly, all material provided by NES in relation to this CWQ must be regarded as confidential.

2.8 InducementsNES has a strong belief in propriety and ethics. A Bidder attempting to offer an inducement to any member of staff is likely to be excluded from the CWQ process.

2.9 OfferThe offer must be open for acceptance for a period of 90 days, from the date for last receipt of CWQs.

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2.10 PricesPrices and rates quoted within the CWQ should be on a fixed basis for the contract period and must be in Pounds Sterling, exclusive of Value Added Tax. Prices should remain fixed for ninety days from the CWQ close date.

2.11 Agreement ImplementationThe successful Bidder will be required to enter into a formal contract with NES, under NES’s Terms & Conditions. The final contract will be subject to Scot’s law. NES’s Standard terms and conditions are available from www.nes.scot.nhs.uk/about-us/tenders/templates.aspx

2.12 Delivery of ResponsesOne electronic copy of the quotation and supporting information must be submitted, together with a covering letter signed by an authorised representative of the Bidder to the email address listed below:

Electronic copy to: [email protected]

The subject header of the email should bear the letters “CWQ” followed by the subject to which it relates and arrive not later than 13:00 on Thursday 16 August 2012.

Please keep the file size to below nine mb, you may submit multiple files if required, all must be received by the deadline. We can accept pdf or word (2003 .doc preferred) formats.

It is important that the numbering scheme set out in this CWQ is followed. In addition, please ensure each page of the quotation is numbered in sequence and includes your company name and logo.

3. WITHDRAWAL OF COMPETITIVE WRITTEN QUOTATIONSCWQs may be withdrawn at any time before the award of Contract, providing such intention is expressed in writing to the relevant Officer within NES.

4. COMPETITIVE WRITTEN QUOTATION OPENINGCWQs will be securely stored and remain unopened until the closing date specified within this document. Emailed tenders will be stored in a restricted access, secure mailbox and remain unopened until the closing date specified within this document.

CWQs will be opened at the above address, in the presence of authorised officers, as soon as possible after the CWQ submission closing date.

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http://www.nes.scot.nhs.uk/about-us/tenders/templates.aspx



PART 2: COMPETITIVE

WRITTEN QUOTATION SPECIFICATION

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SPECIFICATION

1. TITLE

Room Booking Software Solution

2. CONTEXT

NHS Education for Scotland is a special health board, responsible for supporting NHS services delivered to the people of Scotland by developing and delivering education and training for those who work in NHS Scotland.

We have 11 offices in Edinburgh, Glasgow, Dundee, Aberdeen and Inverness with around 770 (headcount) staff working across eight Directorates. At the present time our offices are largely divided into 3 categories of principal use: Central/Corporate Headquarters, Regional Medicine and others, and Regional Dental. In each of these offices we have work stations for our employees, meeting rooms and training rooms.

Our Property Strategy and Workplace Strategy identifies the need to improve the utilisation of our accommodation and we also need to ensure we have sufficient shared space of the right type and size to meet our operational business needs, including the provision of training. The first phase in the implementation of our Property Strategy is the rationalisation of 3 of our existing Edinburgh properties into one new location by November 2012. Our Workplace Strategy has examined in detail the types, sizes and numbers of shared spaces we require to fulfil our business and training needs.

We therefore have identified the need for a room booking software solution to enable us to effectively and efficiently manage shared meeting resources. This will require to be a multi-site solution which is scalable and user friendly.

For information, the table below provides an indication of the potential number of properties and shared spaces the booking system will potentially be developed to support as we implement our Property Strategy and Workplace Strategy.

Location Number of properties Approximate number of shared training/meeting spaces

Edinburgh 2 45Glasgow 3 38Aberdeen 2 22Inverness 1 16Dundee 3 18

It would be our intention to initially implement a room booking software solution within our new Edinburgh property and then implement this within our other office locations in a phased programme over the next 12 to 18 months as we also roll out our new work place strategy.

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IMT Environment

Bidders are invited to propose solutions hosted on our corporate network and/or a cloud based solution. (If bidders wish to propose both an inhouse and a cloud based solution please submit two distinct options and costings). Our corporate network runs across 11 sites and is based on the N3 network. Our network is Novell based and for internal hosting we prefer services to run on our VMware virtual environment.Our desktops are currently Windows XP but we are in the process of migrating to Windows 7 this year. (Your solution shall work on both).Please note that when submitting bids all necessary software and hardware costs must be included and actual prices presented. This should include any supporting software such as Oracle of SQL Server.

3. SERVICE TO BE PROVIDED

NHS Education for Scotland requires a room booking software solution to enable us to effectively and efficiently manage our shared resources. We require a software solution that can help us plan, schedule and monitor our shared rooms on a number of sites.

Essential Functionality

The system functionality we consider essential is:

Ability to plan, schedule and monitor shared resources. Enable booking of rooms, equipment and catering. Ability to schedule, confirm, edit or cancel single or recurring bookings (uniform or irregular

frequencies). Ability to search by time line, required seating capacity and equipment (eg video

conference or audio visual aids). Intelligent search mode to find (and offer) the best fit options in terms of room size and

equipment required. Ability to check alternatives easily if no available room meets the current search criteria.

Ability to view information on rooms with floor plans showing layout/seating options (including the ability to show multiple layout options. The ability for an automatic build in for set-up time when requesting the non-default room layout would also be preferred).

Ability for the rooms to be booked via a managed service or a self booking option (ie access group options to restrict users to which rooms they can book and streamlined approval process by potentially using auto-validation based on a user group profile).

Ability to manage pending requests. Ability to cater for partitioned rooms. Scalable multiple site/building solution. Real time availability search and information. Web browser facility for staff to access from their own desks. User friendly with a familiar format and data entry/use. Ability to manage end user access (preferably with the ability to be integrated with our

Novell eDirectory)

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Essential Reporting functions:

Easy to use report functions to enable management reports (graphical and data) to be provided to help optimise utilisation and review provisions.

Number of room and resource reservations (per day, week, month and by building/site). Occupancy utilisation (ie number of people to room capacity). Use by directorate/department. Number of Cancelled/rejected reservations.

Desirable Functionality

The system functionality we consider would be desirable is:

Manage car parking spaces and hot desks Ability to integrate participants scheduling with Novell Groupwise if desired in the future, co-

ordinating invites, participants and rooms. Ability to list participant and host details to inform reception of visitors/attendees. Automated email reminders to allow cancellations and free rooms for other users.

Help Desk Software Solution Future Option

As part of our Facilities Management Strategy, NHS Education for Scotland intends to examine the provision of a Help Desk software solution in the future. The objective of the Help Desk will be to provide us with a centralised system for our customers/colleagues to be able to enter a support requirement and for us to then monitor and track the progress. Linking the help desk request system to our service level standards, the system would be able to provide us with the ability to allocate tasks to our in-house team and monitor progress/completion. Management reports would also then be available to monitor performance (eg completion to time, analysis of tasks per type etc).

We recognise a help desk system may be able to integrate with the room booking software solution in terms of shared set up information (eg site details etc) and may offer cost efficiencies if procured from the same provider.

Submission requirementsWithin each bidder’s quotation return, we would ask for the following information to be provided as a minimum:

Outline description of how the proposed software solution will meet our functionality needs. Details of the software solution module details, including screen shots and access to

demonstrations (either by providing a CD, access via a web link or by webex appointment) Breakdown of Costs (Provision of software, set up assistance, initial training for system

administrators and system managers, annual license and maintenance costs. Options on help desk modules within the same suite of software. Reference and/or details of other current users.

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4. TASKS TO BE PERFORMED

This contract is for the provision of an appropriate room booking software solution, including the implantation/set up of the system, assistance and training in the set up and use of the system and the Annual support and maintenance.

5. MONITORING

The successful provider will work with the Head of Properties and Facilities Management and the IMT team. It is anticipated a pre-start meeting will be held to programme the necessary activities and regular review meetings will be held to review progress against the activities and associated programme.

On award of the commission, it is anticipated a schedule of deliverables, inputs and outputs will be established and agreed to enable progress to be reviewed against.

6. TIMESCALES FOR COMPLETION OF OBJECTIVES

NHS Education for Scotland will be relocating our Edinburgh offices in November 2012. We would like to commence the installation and set up of this system in September, ready for use for the initial site in October/November 2012.

Bidders are requested to submit their proposed timescale for the completion of the scope of works as part of their quotation return.

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PART 3: EVALUATION CRITERIA

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SCORING CRITERIA AND EVALUATION

Proposals will be evaluated against each other in an objective manner. Each category of questions and all business requirements have been carefully determined by NES. The evaluation team will score each Bidder’s response using the criteria shown in the following table.

NES reserves the right to accept any CWQ, in whole or part, or to negotiate further with one or more Bidder. The Bidder(s) selected will be chosen on the basis of best value for money. This means suitable quality, delivery, level of risk and response to customer needs at best price. Any respondent who submits an incomplete response or who does not respond to this CWQ within the requested guidelines and formats may be eliminated.

SCORING:0 Question not answered. No evidence provided1 Significantly fails to meet requirements. Inadequate evidence provided2 Fails to meet requirements in some respects. Limited evidence.3 Meets requirements in some respects. Moderate evidence provided.4 Meets requirements in full with good supporting evidence5 Superior proposal exceeding required standards. Exceptional evidence

Fraction scores shall not be used.

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Criteria Description Weighting

Experience and reputation in undertaking similar work

Proposal demonstrates evidence of previous work undertaken in the past 3 years relevant to this project including the names(s) of clients who can be approached for comments. Testimonials may be provided where relevant

10%

Adequate qualifications and experience of the team

The proposal contains details of the educational and professional qualifications, skills and experience relevant to this project of the person(s) who would be responsible for providing the service.

10%

Understanding the purpose of the work, context and background and proposes a software solution that meets all the requirements of the tender specification

The proposal clearly demonstrates understanding of the context of NES’s work and of this particular requirement eg required functionality. Proposal demonstrates that all the requirements of the specification have been addressed and understood and that the proposed software solution is appropriate and capable of successfully delivering the project.

35%

Organisational stability of the bidder

The proposal provides details of the organisational structure of the Tenderer, as well as average annual manpower and number of managerial staff over the past 2 years. Any major organisational changes over the last 2 years are explained. Other evidence includes bank references; evidence of professional indemnity insurance; abridged financial accounts (minimum Balance Sheet and Profit & Loss) for the past 2 years

5%

Reasonable timetabled schedule of work to ensure dates requested are ready by due deadlines

The proposal provides a detailed timetable of events to ensure that deadlines can be met and explicitly identifies any contingency.

10%

Risk Management and Quality Assurance. Have main risks been identified and adequately addressed?

The proposal provides evidence that the main risks involved with the project have been identified and adequately addressed. Details of the bidder’s risk management and quality assurance methodology are also outlined.

5%

Offers value for money

The proposal is competitively priced and represents good value in the context of the goods/services to be delivered over the life of the contract. Costs are clearly demonstrated and justified. Best value bids will demonstrate an appropriate combination of cost + quality.

25%

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PART 4: CWQ RESPONSE

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1. PROPOSAL LAYOUTBidders are invited to submit a response to this CWQ in the format detailed below. It is important that the standard numbering scheme laid out in this document is followed. In addition, please ensure that each page of your quotation is numbered in sequence and includes your company name and logo.

2. HEADINGSYour proposal should adopt the following format:

SECTION 1 BACKGROUND AND HISTORY OF ORGANISATION

SECTION 2 ORGANISATIONAL STRUCTURE

SECTION 3 EXPERIENCE IN UNDERTAKING SIMILAR WORK (REFERENCES)

SECTION 4 PROPOSED APPROACH/SOLUTION TO SATISFY THE SPECIFICATION

SECTION 5 DETAILED TIMETABLE

SECTION 6 STAFFING TEAM TO BE INVOLVED IN DELIVERY

SECTION 7 QUALITY ASSURANCE PROCEDURES

SECTION 8 IDENTIFIED RISKS ASSOCIATED WITH THE PROJECT AND RISK MANAGEMENT PROCESSES TO ADDRESS THEM

SECTION 9 PRICE TO BE CHARGED INCLUDING FULL DETAILS OF COSTINGS

SECTION 10 FINANCIAL STANDING INCLUDING INSURANCE COVER

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