PIN: CLOUD BASED TIME MANAGEMENT SYSTEM

Description of the procurement The Contracting Authority is inviting expressions of interest from suitably experienced and capable providers, to provide a fully integrated time and attendance and rostering system. You must have experience of working with the fire sector. This system will be used by both our operational fire staff and support staff and should be capable of managing the working patterns for both. The requirements currently are for West Midlands Fire Authority however collaboration is a key consideration and an extendable system that would allow multiple fire services to use would be desirable. The system will manage our core working patterns, assignment of people to resources at the start of shift and as they move between sites, allow staff to fully self-serve the process for voluntary additional shifts (including availability, notifications, booking, unbooking, skillset matching and payment). We are working towards simplified planning, automated staffing requirements, and to implement rules that ensure we have the optimum number of staff working aligned to our demand. This needs to work with a decentralised workforce and allow local staffing decisions to be taken in the context of the global picture. Being able to plan at least 18 months into the future and vary staffing levels based on external influences as well as providing the ability to extract and use data in Power BI are key. The ability to forecast and for people to understand the impact of absence on the wider staffing model is key. There is a need to have a fully working and robust system in place prior to the Commonwealth Games in July 2022 and have our staff fully trained to be able to use it effectively. The selected system will need to fully meet our requirements without additional development. Ease of use, and automation of manual processes are key to our selection criteria. The implementation timeline needs to be met. There will be a need to integrate with Oracle Fusion Cloud so experience of this will be a benefit. We are migrating away from Smart eHL so knowledge of extracting data from this system will be required. We use Office 365 and integration options that improve user experience such as single sign on and integration with the suite is highly desirable. Integration with command and control and downstream systems will be required and open API’s as an approach is highly desirable. Likely contract duration is 3 years, with potential for extension of further 2 years (5 years max). A competitive procurement is being presumed, which is currently scheduled to commence in August 2021 to enable a contract to be awarded ASAP. Service commencement is anticipated no later than June 2022. The system will consist of a single integrated service with one specification and one contract for West Midlands Fire Service from a single supplier. The Contracting Authority has published the draft specification on the EUSupply portal, as per the link above. Interested Suppliers are requested to visit the portal, search for the opportunity, and review the documents contained therein. The Contracting Authority reserves the right to engage further with suppliers individually or collectively to explore solutions and to validate and refine its specification prior to any future procurement.