Awarded to Keystream Group Limited

Start date: Monday 8 January 2018
Value: £115,225
Company size: SME

North East and London CSU - South

NELCSU - 17/18 Kent Refresh Program delivery

5 Incomplete applications

3 SME, 2 large

5 Completed applications

3 SME, 2 large

• Published: Monday 11 December 2017
• Deadline for asking questions: Monday 18 December 2017 at 11:59pm GMT
• Closing date for applications: Monday 25 December 2017 at 11:59pm GMT

Overview

• Summary of the work: A team is required to implement the Kent Refresh Program ensuring all identified assets and works are undertaken to defined specifications and the Project is managed in line with NELCSU requirements and expectations, and within budget by the specified deadline
• Latest start date: Monday 8 January 2018
• Expected contract length: To finish by 31/03/2018
• Location: South East England
• Organisation the work is for: North East and London CSU - South

About the work

• Why the work is being done: A team is required to implement the Kent PC refresh Project ensuring all identified PC's and works are undertaken to defined specifications and the Project is managed in line with NELCSU requirements and expectations, and within budget by the specified deadline
• Problem to be solved: NELCSU South BAU Team does not have capacity to undertake this additional work so a short term team is required to complete the various tasks by the 31st March 2018 deadline
• Who the users are and what they need to do: As a the program lead I need the team to include a Project Manager, a Scheduler/Admin, a Senior Engineer as team lead and 4 x desktop engineers
• Existing team: The successful supplier will need to engage with the:; Kent PMO /GPIT Program manager; Kent GP IT Managers; Customer Relationship Manager
• Current phase: Live

Work setup

• Address where the work will take place: Project Manager and Project Support to be based at Kent House, Ashford, Kent TN23 1PP; All field engineers must have own reliable vehicle as work is field based across GP Practice in Kent and Medway and must be covered for business use
• Working arrangements: The field Engineer team will be required to liaise with the Team lead on a daily basis who will give them the details of which sites to go to. The Practice Manager will report to the Program Lead on a daily basis.; Mileage will be paid at standard NHS rate and calculated from Team Base to Site and back to Base regardless of home location

Additional information

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:
  • Previous NHS Experience
  • Technical team Lead must have previous GP Practice environment experience
  • Project Manager must have Prince2
  • The Senior engineer must have NHS desktop rollout experience, printer, Emis, Vision and Docman clinical
  • Desktop PC hardware & Software troubleshooting, configuration and installation experience, Microsoft Windows 7, 8 & 10 knowledge and configuration experience, Excellent customer experience skills
• Nice-to-have skills and experience:
  • Previous Kent based experience
  • Previous experience of GP IT refresh program

How suppliers will be evaluated

• How many suppliers to evaluate: 3
• Proposal criteria:
  • Technical solution
  • Approach and methodology
  • How the approach or solution meets your organisation’s policy or goal
  • Estimated timeframes for the work
  • Value for money
• Cultural fit criteria:
  • Be transparent and collaborative when making decisions
  • Share knowledge and experience with other team members
  • Take responsibility for their work
• Payment approach: Capped time and materials
• Assessment methods: Written proposal
• Evaluation weighting:

  Technical competence

  50%

  Cultural fit

  15%

  Price

  35%

Questions asked by suppliers

• 1. Can the authority please identify the primary location from which the team will be based: The Team will be based at Kent House, Station Road, Ashford, Kent TN23 1PP
• 2. Can the authority please confirm the IR 35 status of the team.: The Supplier is responsible for IR35 status
• 3. Is there a defined number of PCs - or even as an estimate - to be refreshed as part of this work?: Approx 700 pc's
• 4. How many different sites are included in the refresh in total?: 192
• 5. Is it a hardware refresh and what needs replacing?: Yes its a hardware refresh and it will be upgrading PC's, Monitors, Keyboards and mice
• 6. Is Desktop re-imaging and Software Updates required, if so from what version will it be going to?: Majority require no upgrading of OS as currently on Windows 7 so upgrading hardware only - ; Small number of XP devices will need hardware and OS upgrade Windows 7
• 7. Is remote access available to deploy Software if necessary?: No Remote access available - on site deployment only
• 8. Is there any involvement with peripherals or connecting to peripherals besides printers such as, JAYEX, Dictation devices etc?: Various peripherals will be required to be re-installed on some PC's including, Jayex, scanners, clinical hardware
• 9. Is there any LAN/WAN Network Support availability?: Yes basic LAN/Wan support available but we would expect engineers to have basic network skills
• 10. Is there data stored on the internal discs of these PCs and is that to be restored onto the replacement?: Yes
• 11. Are there 3rd party applications (unsupported) that will need to be transferred? I.E: Practice specific Sage etc?: Yes - Some pc's will have localised software
• 12. Who will provide software for re-installation (to cover Jayex and clinical devices)?: Mixed - Some software is held by the Practice and some will be given to the Engineers
• 13. Who will be arranging for 3rd parties (EMIS for example) to attend where required and at whose's cost?: Any requirements for 3rd party additional costs would need to be escalated to Program Manager for a decision on a case by case basis
• 14. Does the image already exist or does it need to be created or will the PC's be pre-imaged?: The image already exists and will be applied to the PC at site.; There will be no pre-imaging
• 15. Where will the PC's be stored and are the team going to be responsible for the asset management? (Collecting the information of what replaced what?) also transporting New PCs to site who is responsible?: PC's will already be on site and yes engineer will be responsible for logging what assets were changed over
• 16. Old equipment removal,who is responsible and who will arrange disposal?: Removal will be arranged by the Scheduler as part of the Project with a pre-defined 3rd Party
• 17. Are there Floorwalkers available for post-implementation support?: There is a period of post refresh support which the team will be responsible for scheduling.
• 18. Is there any user training involved?: No
• 19. Are there any software licence requirements?: Existing software will already be licensed so this will need to re-installed as required
• 20. How long post change over of hardware are the project team responsible for support? i.e PC replaced and tested by user works OK but a problem occurs 2 days later who responds? Project or BAU?: Project post install support is for 7 days
• 21. Are all PCs Networked and Is there a standard policy of DHCP or are they static IP'd?: There is a mixture of both across the estate
• 22. Who will manage any calls raised to service desk or will a separate number be used? or will this be managed via service desk tool ? (Heat, LANDesk, etc): Practices will be made aware of how to report issues to either Service desk or Project email.
• 23. Do you have a site breakdown for these machines per GP practice? -: Yes - Asset list per Practice
• 24. What date are you looking for suppliers to start the actual deployment? -: Full team to be in place no later than 08/01/2017
• 25. Are you allowing time for project initiation from the 8th Jan.: Yes - 5 days
• 26. Can we confirm that our engineers will be imaging onsite and will space be given at each practice site to allow this? - Would you not consider imaging pre-machine being delivered to site to save on time?: Yes engineers will be imaging on site, Space will be variable depending on Practice.; Various imaging methods have already been have already been discussed and decided.