This opportunity is closed for applications

The deadline was Friday 21 January 2022
The Rotherham NHS Foundation Trust

Smart Hospital - Asset Management

12 Incomplete applications

11 SME, 1 large

9 Completed applications

8 SME, 1 large

Important dates

Friday 7 January 2022
Deadline for asking questions
Friday 14 January 2022 at 11:59pm GMT
Closing date for applications
Friday 21 January 2022 at 11:59pm GMT


Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
Work with us to develop and implement an innovative item tracking system which also allows for additional data items to be attached to each item, suitable for use in a medical environment (although not all items may be medical devices), to streamline care.
Latest start date
Tuesday 1 March 2022
Expected contract length
Yorkshire and the Humber
Organisation the work is for
The Rotherham NHS Foundation Trust
Budget range
Implementation £470,000.00 (Funding split over 2 financial periods)

Support Costs paid annually in advance with a start date of system delivery into live operation.

About the work

Why the work is being done
In a period of restricted public finances, the NHS continues to seek ways in which technology can be used to streamline processes and make more efficient use of the assets it already has, in order to improve patient outcomes and maximise the investment of public monies. This is not an ambition that is unique to the NHS and many other industries have successfully developed and been using such technologies for many years.
Location tracking essentially allows equipment and patients to be accurately tracked around the hospital in real time, with the resulting information being used to reduce the time and cost of finding or replacing equipment, removing waste and improving flow through the departments, as well as improving patient visibility and safety
Problem to be solved
The Trust’s current lack of information regarding the location of equipment poses a number of challenges. Staff spend significant amounts of their day searching for and locating equipment which creates frustration, inefficiencies and risks patient safety. In addition, the Trust’s ability to undertake audits and understand what is required when it comes to procuring and maintaining equipment is limited by manual processing. This means the Trust potentially purchases more equipment than needed due to a combination of flawed understanding and fear of not locating the equipment.
In the context of Covid-19 and the increasing waiting lists that have resulted, being able to provide a more efficient service and keep patients safe, will contribute to the Trust’s ability to serve its population in these challenging times and maximise throughput.
Who the users are and what they need to do
Users of the system on a day to day basis would be nurses looking to locate equipment in a speedy manner, in order to not delay care. Clinicians may also use the system for this same purpose.
Other Users would include Medical Engineering who maintain the Trust’s medical equipment. This system would enable them to quickly locate equipment in need of maintenance/repair.
Finally, the system may be used by management in order to audit the kit in the Trust and where it is used. This could assist in procuring new equipment and ensuring it is used in the correct areas.
Early market engagement
Any work that’s already been done
Proof of concepts have taken place which has helped us identify our specification.
Existing team
TRFT Health Informatics lead by a health informatics project manager
Current phase

Work setup

Address where the work will take place
Rotherham NHS Foundation Trust, Moorgate Road, S60 2UD
Working arrangements
Presence on site as and when required, we would expect the supplier to engage their own project manager or specialist as a primary contact.
Security clearance
Must adhere to all trust policies and health and safety guidelines while working on trust premises.

Additional information

Additional terms and conditions

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Essential skills and experience
  • The Supplier must provide a solution that support assets and locations to be identified using GS1/ Scan4Safety coding systems
  • The Supplier must provide a solution that allows assets to have other metadata
  • The Supplier must provide a solution that allows rule based location trigger events to be defined and alerts to be delivered to 3rd party software endpoints using industry standard messaging
  • Must provide a solution that allows the bulk upload of existing assets and simple user software interfaces to allow continuing changes of asset information
  • The Supplier must provide a solution that allows standard CAD diagrams to be uploaded to allow users of the system to easily identify location of assets
  • The Supplier must provide a solution that allows real-time API access (eg REST) to asset location data
  • The supplier must provide a solution that is multi resilient and has no single point of failure. System should flag up when a sensor or data detection device becomes unavailable
  • The supplier must work with subject matter experts and end users to design UI when the products requires further development
  • The Supplier must provide a solution that will graphically show asset movement history and allow the ability to determine movement direction
  • Supplier must include a detailed system architecture diagram, showing how all relevant data flow and integration connect
  • Supplier must provide details of in and out API capability, with examples of its use
  • Supplier must provide details of the standard report set that would be provided with the product
  • The Supplier must provide a solution that permits asset location updates to be received from Extreme Networks Wifi (AP310I-WR) networks, BLE sensors RFID (passive/active) readers from IMPINJ and other technologies
  • Supplier must provide a solution that handles Identity and access management, including role based activity levels
Nice-to-have skills and experience
  • The Trust has a 'Cloud First' policy for digital solutions, Supplier should provide a solution which is cloud hosted (public or private) or detail why local installation is proposed.
  • Suppliers should provide screenshots and examples of what your software solution looks like on a Pc web browser (chrome) and Android tablet and iOS phone
  • Suppliers should provide a example of how your solution will display “location” in 3rd party mapping tools such as Google Maps.
  • Suppliers Should describe the process to deploy any updates you expect. Also please give the expected frequency of any regular updates e.g. 4 per annum.
  • Suppliers should describe how your solution would allow users to carry a hand held device that can “scan” to pinpoint assets.
  • Supplier should provide a use case for a nurse looking for a ECG Machine on a Ward (BLE Tagged)
  • Supplier should provide a use case for: Carrying out a stock check in a Medical Equipment library (Passive RFID)
  • Supplier should provide a use case for: Quality Improvement team studying process flow of portering teams (Active wifi)
  • Supplier should provide a use case for: SCBU nurse checking breast milk fridge temperature (Active sensor)
  • Supplier should provide a use case for: Community matrons deploying rapid response teams in community where no District Nurses are available (GPS app on a smart phone)
  • Supplier should provide a use case for: IT department utilising passive tagging on equipment and making data available to CMDB
  • Suppliers should describe how your software can export reports in order to meet any reporting requirements.
  • Suppliers should describe how you would load existing information relating to all items to be tagged including all medical devices and equipment.
  • Suppliers should describe any implementations in similar markets
  • Suppliers should describe how you see your product evolving over the next 5 years
  • Suppliers should describe your Business Continuity plan and the impact this has on us as a customer.
  • Suppliers shoulddescribe how you provide technical support (in hours and out of hours)
  • Suppliers should describe the process for requesting new developments
  • Describe how you would support and implement updates for specification changes (i.e. GS1/ Scan4Safety) which should be delviered as part of the support agreement within an appropriate time period.

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
Proposal criteria
  • Approach and methodology
  • How the approach or solution meets user needs
  • How the approach or solution meets our organisation’s policy or goal
  • Estimated timeframes for the work
  • Value for money
Cultural fit criteria
  • How will you consider equality and diversity in the provision and operation of services? This could include ensuring the workforce is representative of the communities served
  • What are the main environmental impacts associated with delivering the contract outputs and how will impacts be reduced, managed and verified?
  • Do you pay national real living wage
  • Please describe how/if you support charities and communities
  • How do you encourage organisation wide awareness and education in terms of social value? Also include how you actively encourage staff and clients to familiarise themselves with the new guidance
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. Is the authourity aware, we are unable to provide screenshots using this portal and have a limit of 100 words per requirement. Please advise how we should provide screenshots?
Please can you provide your screen shots as a Zip file to the following email address at the point of your submission
Please ensure that the subject clearly states the tender name, supplier name and each screenshot is titled as the question number.
2. Many of the essential requirements read as product specifications and feel like you are looking for an off the shelf product that can be customised if required, is this correct, or are you looking for a completely bespoke solution?
The requirements have been established over an intensive period of discovery and research. There is no preference for either an off the shelf or a bespoke product but as stated in the requirements the solution must allow for functional flexibility and customisation and the back end database and any hardware used must be industry standard.
3. May we ask which vendor carried out the discovery work or was this done internally?
The discovery work was assisted by viewing external vendors proof on concept, this helped the trust develop its requirements
4. Number and size of buildings – Please provide details of buildings like single, multiple/campus and # of stories and how large are the buildings overall
We can confirm that the initial development will be in the main hospital building which is comprised of four floors covering both inpatient and outpatient services
5. API feeds need to be understood. What 3rd Party RFID technology is to be supported and please describe what API feeds are to be supported as well?
The solution needs to provide an Application Programming Interface to allow data from the solution to be utilised by other products in use at the trust. The API needs to provide for as a minimum access to the metadata for assets being tracked which can vary depending on the type of asset and its use. All RFID technologies to be used should be in accordance with current industry standards and frequencies such as (but not limited to) those covered by ISO18000, GS1 and ISO14443A for example. The trusts WiFi data network will be utilising AP310i/e wireless access points
6. API feeds need to be understood – please advise on the nature and characteristics of this API?
See response - The solution needs to provide an Application Programming Interface to allow data from the solution to be utilised by other products in use at the trust. The API needs to provide for as a minimum access to the metadata for assets being tracked which can vary depending on the type of asset and its use. All RFID technologies to be used should bein accordance with current industry standards and frequencies such as (but not limited to) those covered by ISO18000, GS1 and ISO14443A for example. The trusts WiFi data network will be utilising AP310i/e wireless access points
7. Reports can be quite variable depending on each customer requirement for operating, status and analysis requirements. Please advise the areas that are needing to be addressed. Clarification please?
The solution should make its data available for the Trust to build its own reports, however we would be looking for solutions to include by default a set of standard reports giving a level of information about the tracked assets. We would ask that suppliers use their own experience of providing asset tracking solutions to determine a useful standard ‘out of the box’ report set”
8. Please advise the intention of receiving information from Extreme Networks WiFi – what are the uses and application to be supported?
The solution would not be receiving any data from the Extreme Networks WiFi. Rather the WiFi access points incorporate Bluetooth receivers which are there to be used by the solution as access points by which Bluetooth equipped tags could relay their information back to the core database
9. Please provide Personnel tracking requirements – iPhone or Android or both?
We can confirm that we have not requested personnel tracking requirements
10. Would it be possible to extend the question deadline by 2 or 3 days please and also the submission deadline by the same time frame please?
We do have a solution we feel the trust would benefit from but unfortunately due to illness around the current pandemic we have essential team members unavailable.
I have checked with Crown Commercial Service if this is a possibility but the response from them is

This timescale is fixed for all procurements and cannot be changed by the buyer.
11. Can you provide example use cases for use of 3rd party mapping tools like google maps?
Is the use case an indoor or outdoor requirement?
Do you have access to any specific software licences and/or subscriptions that you would prefer to use in terms of third-party integrations?
We would like suppliers to explain how they would incorporate mapping tools in their product regardless of indoor or outdoor use. The trust does not currently have any existing licences or subscriptions that it would be looking to use for this solution.
12. Is it envisaged that some assets, asset groups or areas would be monitored with one technology while another area/asset group or area would utilise another technology?
It is envisaged that multiple technologies could be used for tracking, i.e. passive RFID tags and active Bluetooth tags.
13. Do you require a solution that uses all of the technologies listed or as a minimum one of the technologies? Is there a preferred technology?
The solution must be able to support both passive (unpowered) and active (powered) technologies. There is no preferred technology other than the requirement that it uses industry standard hardware and tags.
14. Given there are a broad range of data and reporting that can be generated, are there any metrics that are of particular interest to the end users?
The solution should make its data available for the Trust to build its own reports, however we would be looking for solutions to include by default a set of standard
15. Can you provide use case examples on location history and movement direction?
Are you interested in the location history of single assets? or
Are you interested in the movement trends of multiple assets?
Are you looking for “real time” exact location tracking of single / multiple assets?
All the listed examples would be of interest. We are looking for trend information in addition to real time information and devices could treated as individual items (i.e. where is widget A?) or as a group (i.e. where is the nearest item of type B).
16. Can you provide examples of the 3rd party software endpoints – is it via email or other?
This would be done via either direct data transfer or via an API. Solution must be automatic and not require manual intervention
17. Can you please provide examples of the key metadata you would require?
Examples of meta data could be item type, item identifier, date of installation, maintenance date, owner etc. This is not an exhaustive list.
18. Hello,
A supplier has asked a question about ‘Smart Hospital – Asset Management’.
They asked:
Can you please provide sample use-cases for rule-based location trigger events?
Know if/when an asset has gone missing (after a lapsed period of time)?
Know when an asset (or asset type) enters/leaves an area?
Examples could include (but are not limited to) An item leaving an area, Battery life on a powered tag being below a certain level, Item no longer appearing (missing), item hits a listed expiry date.
19. Do assets already have barcodes, or the platform expected to generate barcodes for the assets? If the latter, will the system need to supply the barcodes physically?
If barcodes are used these would have to be provided by the solution but will be placed on the item to be tagged manually
20. Is the platform meant to support input from a barcode-scanner, and if so, in what way?
The solution should support an input from a barcode scanner. This should enable the Trust to scan a barcode and the solution will then retrieve data related to that asset which can be utilised based on the users role (i.e. basic user, admin etc).
21. We note that many of the “Essential skills and experience” and “Nice to have skills and experience” requirements are focused on the bidder’s potential solution. However, the stage 1 process is normally requires bidders to provide 100-word case study responses to demonstrate past experience based on:
What the situation was
The work done
What the results were.
Should bidders provide 100 word case studies focused on past experience as per the standing instructions for the marketplace? (That would be 33 in total.)
If not, please provide clear, alternative instructions about how to construct responses and how these will be scored.
The process is as follows
1 Suppliers apply, they declare their essential and nice to have skills and experience they have.
2 Once we have a list of eligible suppliers, - exclude the suppliers as per the proposal criteria
3 Evaluate the responses then ask the shortlisted suppliers for: evidence of their skills and experience and a written proposal
As part of the additional assessment we have asked for work history and case studies
Evaluation – Nice to haves 30% Cultural Fit 10% Price 60%
Your response should explain your proposal as per the question asked
22. Are there any bandwidth/usage constraints for internet-based updates?
There are no bandwidth restrictions for internet based updates. The successful supplier will be enabled with a VDI connection into the Trust network