Supply Board Meetings Software

Supply Board Meetings Software

BCU wishes to select software package that will enable electronic versions of meeting papers to be securely, accurately and accessibly provided to board members.

T.0548 Paperless Board Meetings Software


1 Authority Details


Authority Name and Address

NHS Wales Procurement Services

Procurement Services, Alder House Alder Court , St.Asaph Business Park ,


LL17 0JL


Ian Jones

+44 1745448470

+44 174584126


Address from which documentation may be obtained

NHS Wales Procurement Services

Procurement Services, Alder House Alder Court , St.Asaph Business Park ,


LL17 0JL


Ian Jones

+44 1475448470

+44 1475584126


Completed documents must be returned to:

NHS Wales Procurement Services


2 Contract Details



T.0548 Paperless Board Meetings Software


Description of the goods or services required

Betsi Cadwaladr University Health Board (BCU) holds Board meetings in public every month which are supported by regular sub committees and management meetings (referred to as ‘boards’ for the purposes of this document). For each of these meetings, the Office of the Board Secretary provides hard copies (by post or by email attachment) of the meeting papers to each board member. Through this tender process BCU wishes to select software package that will enable electronic versions of meeting papers to be securely, accurately and accessibly provided to board members at a reasonable cost and delivered and managed on various computing platforms, including tablet computers.

By moving to paperless board meetings, BCU intends to reduce errors associated with printing, collating and delivering meeting papers. The BCU also envisages that this approach will reduce time pressures, bulky meeting paper packs and environmental impact.

NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at


Notice Coding and Classification

48000000 Software package and information systems
48223000 Electronic mail software package
48300000 Document creation, drawing, imaging, scheduling and productivity software package
48310000 Document creation software package
48311000 Document management software package
48312000 Electronic publishing software package
48400000 Business transaction and personal business software package
48482000 Business intelligence software package
48500000 Communication and multimedia software package
48511000 Desktop communications software package
48516000 Exchange software package
48517000 IT software package
48770000 General, compression and print utility software package
48783000 Content management software package
48920000 Office automation software package
72212310 Document creation software development services
72212312 Electronic publishing software development services
72212317 Word-processing software development services
72212400 Business transaction and personal business software development services
72212500 Communication and multimedia software development services
72212510 Communication software development services
72212770 General, compression and print utility software development services
72268000 Software supply services

1012 Gwynedd
1013 Conwy and Denbighshire
1023 Flintshire and Wrexham


Total quantity or scope of tender

In the first instance the software will be intended for the nine boards, with a current total of around 30 members (there is some cross-membership) and each member may have a personal assistant. The nine boards will have a minimum of 8 associated administrators. If it proves to be successful and cost-effective, there is a possibility that in the future the software could be extended to more BCU meetings or panels. Flexibility is required to add and remove users as well as potentially increasing the total number of boards on the license.

The application must be tablet based, potentially with PC/Mac capabilities. Security is a major concern for the BCU; the options for secure hosting, secure distribution, hacking resistance, remote/automatic delete functions, user-dependent document restrictions and offline access should all be addressed in your tender.

Administrators must have background control; password regulation, paper drafting, access restriction, meeting attendance recording and ability to assign actions arising. An ability to update versions of meeting papers should coincide with user synchronization to the latest version. There may be options to email meeting invitations to members and options for administrators and board members to access multiple board meeting papers.

The user interface should be easy to navigate, with meeting agendas, papers and appendices all linked in a logical manner. Papers must be available online and offline. Annotation should be straightforward, with highlighting, notes and free drawing options.

Finally, the software provider must provide training and support, both initially and ongoing (i.e. to new board members as they join). This should include training for administrators and possibly users. Also, technical support for problem solving and software glitches should be provided as and when required.

3 Conditions for Participation


Minimum standards and qualification required

See attached documentation, documents are also available at

4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority



Time Limits

a) Time-limit for obtaining documentation 11-11-2015

b) Time-limit for receipt of completed tenders
13-11-2015  Time  12:00

c) Estimated award date 01-12-2015


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



Tender Submission Postbox

5 Other Information


Additional Information

(WA Ref:36257)


Additional Documentation


Publication date of this notice


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