Contract Management System -E procurement

• Midland Heart is seeking Expressions of Interest (EOI) from suitably capable and experienced companies to participate in a tender for a new Electronic eProcurement and Contract Management System.

Indicative time line

-Request for Expressions of interest to be returned by : Friday 21st September 2018 to procurement.team@midlandheart.org.uk -EOI assessment and notification back to companies by End of September 2018

-Invitation to quote issued -Approx. October /November 2018

-Contract award date -December 2018

-Contract Mobilisation Period- January 2019-March 2019

-Contract Start date - April 1st 2019

Midland Heart wishes to draw to companies attention that this opportunity is not expected to exceed the EU thresholds in its contract duration period ( approx. 6 years)

• Companies wishing to express an interest in this tender must in the first instance provide evidence of successfully fulfilling the following section requirements:

Section A -System capability

1.To be hosted as a Web based system

2.To have unlimited "user set up access" , with a capability to allocate different editing rights and viewing rights, with different levels of authority

3.To allow for a "quick quote" provision

4.To include a Dynamic Purchasing System capability

Section B-E -procurement facility

5.To include electronic project management and tender box that connect with associated adverts to market E.g. to the official Journal of the European Union, Contracts Finder, and other electronic advertising web sites

6.To have a procurement communication function with suppliers

7.To allow complete supplier set up , independently E.g. for registration

8.An evaluation and scoring function

Section C - Contract Management facility:

9.To have provision for a Contract Management Function that includes visibility of contract dates, a flagging system for review prior to expiry

10.To include meeting minute holding areas

11.To have provision to populate up to 10 Key Performance Indicators to include: percentage weighting measures, a flagging facility

12.To have a RAG /Risk procedure indicator system

13.To include a document repository area to keep records / details of suppliers e.g. training, associated trade accreditations such as gas safe accreditations

15To have a system reporting capability i.e. to be able to down load

Section D- Customer service support

16.To provide an effective support facility to users

• Section E- (GDPR compliance) General Data Protection Regulation 2016/19

17.To provide assurance and evidence of lawful management of any personal data that may be held in the contract management system

Section F- Mobilisation planning

18.To provide a project plan demonstrating contract mobilisation

EOI assessment process

The top 5 companies that address the highest number of above requirements, supported by comprehensive evidence, will be invited to tender. Midland Heart reserves the right to vary the number of companies invited