Supply Event Management Software to NHS Scotland

Supply Event Management Software to NHS Scotland

SHSCEvents wish to procure Event Management Registration and Abstract System software to assist the team in managing all aspects of conference, abstract and delegate administration.

Event Management Registration and Abstract System

CONTRACT NOTICE – NATIONAL
SERVICES

1 Authority Details

1.1

Authority Name and Address


The Common Services Agency (more commonly known as NHS National Services Scotland)

Gyle Square, 1 South Gyle Crescent,

Edinburgh

EH12 9EB

UK

George Futcher

+44 1312757041

george.futcher@nhs.net
http://www.shsc.scot.nhs.uk/
www.publiccontractsscotland.gov.uk
www.publiccontractsscotland.gov.uk

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Event Management Registration and Abstract System

2.2

Description of the goods or services required

SHSCEvents wish to procure Event Management Reigstration and Abstract System software to assist the team in managing all aspects of conference, abstract and delegate administration. The software must be multi functional with the ability to deliver the following:

Front Page Design: simple, easy to manage web pages for individual events where logos, graphics, presentations and web links can be loaded on with ease.

Registration & Delegate Bookings: ability to provide customised online delegate booking forms which can capture a whole variety of information including repeat and group bookings, concessions, free places, workshop and special requirements. The system should be able to send invitations to selected invited delegates. Delegates should also be able to make their own amendments/additions to bookings utilising a system generated password. Ideally the system should also be able to handle special registrations e.g. speakers, VIPs, exhibitors and sponsors and their bespoke requirements.

Permissions: provision of varying degrees of access to Clients or 3rd parties to view reports.

Reporting: ability to produce a wide range of reports e.g. for marketing and finance purposes with the flexibility to tailor these to suit our own in-house finance practices. Cross event reporting is also desirable.

Finance: option to create and issue invoices and credit notes with relative ease and the ability to accept payment by credit card integrating with our current PSP and merchant services provider.

General Administration: the system must be able to generate ‘near capacity’ email warnings, and allow limits to be set for delegate/workshop/room/table or coach numbers, with the option of setting up waiting lists and second options for workshops. The system must also provide a streamlined switch between financial and delegate information.

Abstract Management: ideally the system will encompass a flexible abstract management system that can be integrated with the delegate management system allowing users to track abstracts and resulting registrations. The abstract management system must also be able to translate foreign or unusual punctuation, auto highlight or replace text, use drag and drop and cut and paste functions, be able to index and categorise abstracts and allow these to be exported into Word documents, PDF, Word or HTML format. The system must allow significant flexibility around word capacity and themes and reporting options. Reviewers must also be able to read and score abstracts online.

Desired Additional Features:

Bar coded badges

Networking feature that allows delegates to liaise with each other prior to and during events and to book meeting rooms for example

Use of social media

Car Sharing feature which will allow delegates to arrange car sharing directly.

Accessibility: Ideally the system should be able to meet a variety of access needs.

Support: the system must be tried and tested and the preferred company must be experienced in providing a full training programme with an on-going support package including deployment services. Robust maintenance must be in place.

Security: the system should be compliant to meet National Services Scotland Policy Standards.

Contract: the contract will be for 3 years and suppliers must maintain the product for 3 years as a minimum.

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=323701.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

271510 Services – Application Service Provision
271600 Software

100 All Scotland
120 Highlands and Islands
130 Aberdeen & North-East
140 Tayside, Central & Fife
150 Glasgow & Strathclyde
160 Edinburgh & Lothians
170 Scotland South

2.4

Total quantity or scope of tender

Estimated value – 60,000 GBP

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage – Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

a) Time-limit for obtaining documentation 31-12-2014

b) Time-limit for receipt of completed tenders
14-01-2015  Time  12:00

c) Dispatch of invitations to tender 06-08-2010

c) Estimated award date 02-02-2015

4.5

Language or languages in which tenders or requests to participate can be drawn up

EN

4.6

Tender Submission Postbox

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

5 Other Information

5.1

Additional Information

(SC Ref:323701)

5.2

Additional Documentation

Event Management System ITT Final 10122014

5.3

Publication date of this notice

10-12-2014

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