Overview
Hope Park Counselling Centre offers counselling to individuals aged sixteen and over living in the Edinburgh area. It is the University's in-house counselling centre for the full time MCID (Masters in Counselling: Interpersonal Dialogue) students and the Professional Doctorate students in Psychotherapy and Counselling. Hope Park is also a training and research centre that serves the local community. The centre currently uses an MS Access database to manage its core processes, but the database solution is no longer capable of being supported or developed and therefore requires replacement. Early market engagement in a previous project (coded HSS018) found several feasible software options available on the market to replace the database, and recommended a procurement and implementation. This project will carry out the procurement only.
In Scope
- Procurement strategy
- Pre Qualification Questionnaire
- Specification of requirements
- Invitation to Tender
- Evaluation and selection of supplier / product
- Awarding of contract to selected supplier (an initial four year contract)
Out of scope
- Implementation (this will be a separate project to follow the procurement)
Objectives and Deliverables
|
Objectives and Deliverables |
Priority |
Owner |
|
O1 To set out a procurement strategy |
|
|
|
D1. Procurement Strategy document |
Must Have |
Procurement Office IS Applications Hope Park |
|
O2 To formally specify requirements for replacing the database |
|
|
| D2. A Pre Qualification Questionnaire | Must Have |
Procurement Office IS Applications Hope Park |
|
D3. A requirements document specifying mandatory and non-mandatory requirements |
Must Have |
Hope Park IS Applications |
|
O3 To invite bids from prospective suppliers and request quotes |
|
|
|
D4. An advertisement / Invitation to Tender |
Must Have |
Procurement Office IS Applications Hope Park |
|
O4 To evaluate and select a supplier and product |
|
|
|
D5. Evaluation criteria, evaluation sessions with suppliers, selection review with evaluation panel |
Must Have |
Procurement Office IS Applications Hope Park |
| D6. Privacy Impact Assessment (for GDPR) and Equality Impact Assessment (for accessibility) | Must Have |
CAHSS Disability Office |
| O5 To contract with the selected supplier | ||
| D7. A signed contract with the supplier, with payment | Must Have | CAHSS |
Benefits
Below is a list of benefits related to implementing a new system relying on a successful procurement.
- A supported client management application
- An application compliant with General Data Protection Regulation (GDPR)
- Improved backup of data using a cloud based solution
- Reduction in use of paper based processes and records, and enhanced reporting tools
- Ability to access application and data from multiple locations, including remote access
- Single system for managing documents including client correspondence, with system based audit trail
- Potential to integrate enquiry management with Hope Park website to facilitate 24/7 enquiries
- A system that can grow and be flexible with the demands that may be placed on it as Hope Park evolves
- A less onerous training requirement
- A user friendly system
Success Criteria
- A sufficient number of feasible bids received
- A clear winner arising from the evaluation and selection process
- A solution that meets all the mandatory business requirements
- Contract signed and first year payment sent to selected supplier before end of financial year (by 31/07/18)
Project Milestones
|
Target Date |
Title |
| 30-Mar-2018 | Planning |
| 13-Apr-2018 | Procurement Strategy signed off |
| 27-Apr-2018 | Requirements Specification completed |
| 04-May-2018 | PQQ and ITT issued |
| 25-May-2018 | Supplier Response Deadline |
| 22-Jun-2018 | Evaluation complete |
| 06-Jul-2018 | Delivery (Award Contract) and Payment made |
| 20-Jul-2018 |
Closure |