Defence Online

Type of document: Contract Notice
Country: United Kingdom

1. Title: PAPERLESS MEETING SOFTWARE
2. Awarding Authority: NHS Wales Shared Services Partnership, Welsh Ambulance Services NHS Trust (WAST), Procurement Services, Alder House , Alder Court St Asaph Business Park, St.Asaph, LL17 0JL. Tel: 01745448472. Email: ian.r.jones@wales.nhs.uk. Web: Electronic access to information: www.etenderwales.bravosolution.co.uk . Electronic submission of tenders and requests to participate: www.etenderwales.bravosolution.co.uk. (Ian Jones).
3. Contract type: Supply contract
Single stage – Any candidate may submit a tender.
4. Description: The awarding authority holds Board meetings in public at least every quarter which are supported by regular sub committees and management meetings (referred to as `boards? for the purposes of this document). For each of these meetings, the Office of the Board Secretary provides hard copies (by post or by email attachment) of the meeting papers to each board member. Through this tender process the awarding authority wishes to select software package that will enable electronic versions of meeting papers to be securely, accurately and accessibly provided to board members at a reasonable cost and delivered and managed on various computing platforms, including tablet computers.
By moving to paperless board meetings, The awarding authority intends to reduce errors associated with printing, collating and delivering meeting papers. The awarding authority also envisages that this approach will reduce time pressures, bulky meeting paper packs and environmental impact.
The major topics to address in your tender process should be;
Security of the meeting papers,
Accessibility through computers such as desktop, laptop and tablet devices,
Administrative and user interface,
Training and support,
Cost.
It is envisaged that the contract will last one year in the first instance, with an option to extend 2 years, and be dependent on continually meeting the following criteria.
A help-desk should be available and equipped to respond within 4 working hours
Upon requiring technical help (e.g. upon a service outage), provider will resolve the issue within 24 hours
5. CPV Code(s): 48200000, 48400000, 48500000, 48800000
6. NUTS code(s): UKL, UKL1, UKL14, UKL, UKL1, UKL11, UKL, UKL1, UKL12, UKL, UKL1, UKL13, UKL, UKL2, UKL24, UKL, UKL2, UKL22, UKL, UKL2, UKL23, UKL, UKL2, UKL21, UKL, UKL1, UKL15, UKL, UKL1, UKL16, UKL, UKL1, UKL18, UKL, UKL1, UKL17
7. Main site or location of works, main place of delivery or main place of performance: WALES, West Wales and The Valleys, Isle of Anglesey, Gwynedd, Conwy and Denbighshire, South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion), Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf), Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly), Bridgend and Neath Port Talbot, Swansea, East Wales, Monmouthshire and Newport, Cardiff and Vale of Glamorgan, Flintshire and Wrexham, Flintshire and Wrexham
8. Reference attributed by awarding authority: WA Ref:62856
Reference number attributed to the notice by the contracting authority
T.0687 Paperless Meeting Software
9. Estimated value of requirement: Not provided.
10. Time-limit for receipt of completed tenders 24.2.2017 (12:00:00).
11. Address to which they must be sent: For further information/documentation regarding the above contract notice please visit
12. Other information: NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at
Total quantity or scope of tender
In the first instance the software will be intended for the nine boards , with a current total of around 20 members (there is some cross-membership) and each member may have a personal assistant. The nine boards will have a minimum of 6 associated administrators. If it proves to be successful and cost-effective, there is a possibility that in the future the software could be extended to more WAST meetings or panels. Flexibility is required to add and remove users as well as potentially increasing the total number of boards on the license.
The application must be tablet based, potentially with PC/Mac capabilities. Security is a major concern for the WAST; the options for secure hosting, secure distribution, hacking resistance, remote/automatic delete functions, user-dependent document restrictions and offline access should all be addressed in your tender.
Administrators must have background control; password regulation, paper drafting, access restriction, meeting attendance recording and ability to assign actions arising. An ability to update versions of meeting papers should coincide with user synchronization to the latest version. There may be options to email meeting invitations to members and options for administrators and board members to access multiple board meeting papers.
The user interface should be easy to navigate, with meeting agendas, papers and appendices all linked in a logical manner. Papers must be available online and offline. Annotation should be straightforward, with highlighting, notes and free drawing options.
Finally, the software provider must provide training and support, both initially and ongoing (i.e. to new board members as they join). This should include training for administrators and possibly users. Also, technical support for problem solving and software glitches should be provided as and when required.
Minimum standards and qualification required
All bids must be sent via etenderwales
Estimated award date
31-03-2017
Additional Information
(WA Ref:62856)
TKR-2017211-EX-900701