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

Important dates

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


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
South East England
Organisation the work is for
North East and London CSU - South
Budget range

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
Early market engagement
Any work that’s already been done
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

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
Security clearance

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
  • 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
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


Cultural fit




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?
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?
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?
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.