Electronic Key Management System (EKMS)

General Information

It is mandatory for any interested suppliers to register on the new CENTRAL DIGITAL PLATFORM which is part of the enhanced Find a Tender Service.

This procurement will be progressed using the Competitive Flexible procedure utilising Procurement Act 2023

A major aspect of the procurement will be based on innovative ideas for suitable Electronic Key Management System (EKMS) for multiple Trust locations.

Nottinghamshire Healthcare NHS Foundation Trust (NHC) welcomes interest from all suitable suppliers, including SMEs and VCSEs.

Outcome Based Specification

NHC needs new, innovative EKMS within:

1. High Secure setting. A critical function detailed within the Secretary of State Direction 41 security of keys and locks: High Secure Psychiatric Services (Arrangements for Safety and Security) Directions 2019.
2. Low and Medium Secure Care settings. A critical function detailed within the RCPsych Standards for Forensic Mental Health Services

The key strategy depends on a reliable security key management system, fully integrated within the secure access and egress system, that identifies staff able to have allocated home office keys and prohibits any key sets being removed from the secure area.

Business Requirements (high level for Preliminary Market Engagement Notice only)

• The cabinets a minimum of 50 sets of keys
• Dependant on the site, provide a bank of cabinets in the key lobby/reception providing between 200 and 2500 locations for holding set of keys.
• Link to remote cabinets within other hospital locations. Example, but not limited to Visitor Collection, Vehicle Lock Search Area etc
• Bullet type metal fob (example: ifob) attached to every key set - used to lock key sets into cabinet position.
• Receptor strips: Hardware that sits behind each key aperture within the cabinets
• RFID readers on each bank
• Software: communicates with receptor strips and integrates with 3rd party access system.
• Bespoke functionality specific different hospitals requirements.
• Existing platform is old and based on 8-bit technology.

Stages - Market Engagement:

1. Initial Conditions of Participation to exclude any suppliers who do not meet regulatory financial requirements, are on Debarment List, are not registered on Central Digital Platform.
2. Conflict of Interest declaration.
3. Group supplier event meeting (via Teams).
4. One to One supplier event in person or via Teams.

Stages - Tender:

1. NHC may exclude suppliers based on additional Conditions of Participation.
2. NHC may exclude suppliers based on a design and innovation phase.

NHC reserves the right to add or remove stages throughout the procurement process