Trust 'Swap Shop'/Reuse Platform

The Dudley Group NHS Foundation Trust (DGFT) is looking to engage with potential partners who can support our sustainability goals by helping reduce, waste and purchasing costs by reusing readily available resource/equipment.

The Trust objective is to create as self-sufficient portal to allow items that are of no longer of use to one department to be shared within the Trust and utilised elsewhere and/or be donated to local charities.

Items would include but not limited:

• Office furniture
• Stationery
• Non-medical equipment
• IT and other office supplies

The ideal product/portal would be able to support the Trust in tracking both sustainability (i.e. carbon savings) and financial/monetary where items have been successfully re-deployed/reused. Regular reporting function would be desirable.

Specification identified so far below, for information:

• Internal platform for staff to network and share furniture, stationery and equipment.
• Provide tracking for waste, costs and CO2 savings
• Provide tracking for furniture movements within the Trust
• Automatic emails and notifications to relevant people
• Allow direct communication between individuals
• Set up transfer of ownership forms and other legal transfer documents
• Database of photos for use of common items
• Link with local charities for donations of items
• Set up of specialist private groups for certain items
• IT support team for calls and maintenance - needs to run itself
• Data security - protection of user information
• View only and login access
• Serial number tracking
• Downloadable forms so data can be extracted and used in alternative ways.

Desirables:

• Transfer items for staff personal use
• Transfer of items that aren't suitable for reuse - waste and recycling
• Repair requests, replacement keys etc.
• Web portal live chat
• Ability to have super users

Additional information:

DGFT is looking to engage in pre-market conversations to understand a range of proposed solutions.

If you feel you have a suitable offering, please contact Fay Fox (fay.fox@nhs.net) with the below information:

• Details of your product/service offering
• Statement of how you feel your solution would be able to meet the objective of the Trust
• Potential annual pricing for an organisation of around 5,500 staff in total; options for expansion to a wider collaborative/group of Trusts would be also be beneficial
• Whether any free of charge trial periods could be offered in the initial for the Trust to gain further insight into the product offering and benefits which could be realised over the long term use (for a then funded/costed solution). A 12 month free of charge trial offer would be desirable.
• Key contact details if the Trust do wish to further engage you in discussion.