Systems software contracts

1. Please confirm the current Computer-Aided Facility Management (CAFM) system solution used by the Estates Team to manage reactive and planned maintenance tasks, and the name of the provider.

Response: CCMS system, Shire system by Elecosoft UK Ltd.

2. Please confirm the current system used by the Estates Team to manage Computer-Aided Design (CAD) floor plans of

The Trust estate buildings.

Response: Autodesk AutoCAD.

3. When is the current CAFM solutions support and maintenance contract due for renewal?

Response: No.

4. How much is paid per annum for the support and maintenance of the CAFM system?

Response: £24k.

5. How many main system user licences and mobile licences does the CAFM solution utilise?

Response: 36 and 116, respectively.

6. Please provide a list of modules used by estates within the current CAFM system.

Response: Maintenance Management, Materials Management, Requester, Resource Planner, Engineer Diary, and KPIs.

7. When was the last time the current system was reviewed by procurement for functionality/fit for purpose and value for money?

Response: Not by Procurement but by E&F users for functionality (Feb 2025).

8. Please confirm contact details for the following positions  with name, email address, and telephone number:

• Director of Estates

Response: Director of Capital, Estates & Facilities: Neil Montgomery; wlt.EstatesFinance@nhs.net; 0208 354 8354 (Switchboard).

• Director of Facilities:

Response: Director of Capital, Estates & Facilities: Neil Montgomery; wlt.EstatesFinance@nhs.net; 0208 354 8354 (Switchboard).

• Estates Manager:

Response: N/A.

• Facilities Manager:

Response: N/A.

• Director of Soft Services:

Response: Director of Capital, Estates & Facilities: Neil Montgomery; wlt.EstatesFinance@nhs.net; 0208 354 8354 (Switchboard).

• Soft Services Manager:

Response: N/A.

• Entrance Building Manager E Manager:

Response: N/A.

• Property Asset Manager:

Response: N/A.

• Procurement Manager Estates:

Response: N/A.

• Director of Procurement:

Response: Outsourced to North West London Procurement Services.

1. Which software provider does the Trust use for junior doctors' rotas software?

 Response: Allocate

2. Which software provider does the Trust use for medics' rostering software?

 Response: Allocate

3. Which software provider does the Trust use for medics' job planning software?

 Response: Allocate

4. Which software provider does the Trust use for medical appraisals software?

 Response: Allocate

5. Which software provider does the Trust use for the management of temporary medical staff –  Response: Allocate and Patchwork

6. Which software provider does the Trust use for master vendor management software?

Response: N/A

7. What software provider does the Trust use for nurse rostering software? 

 Response: Allocate

8. What was the annual cost for the Trust's junior doctors rota software in the last financial year (FY)?

Response: Commercially sensitive (for internal – contracts are negotiated, Trust by Trust by Allocate)

9. What was the annual cost for the Trust's medics rostering software in the last FY?

Response: Commercially sensitive (for internal – contracts are negotiated Trust by Trust by Allocate)

10. What was the annual cost for the Trust's medics' job planning software in the last FY?

Response: Commercially sensitive (for internal – contracts are negotiated, Trust by Trust by Allocate)

11. What was the annual cost for the Trust's medics' appraisals software in the last FY?

Response: Commercially sensitive (for internal – contracts are negotiated, Trust by Trust by Allocate)

12. What is the contractual end date of your current junior doctors' rota software?

Response: 30 April 2026

13. What is the contractual end date of your current medics' rostering software? 

Response: 30 April 2026

14. What is the contractual end date of your current Medics job planning software?

Response: 30 April 2026

15. What is the contractual end date of your current medical appraisals software? 

Response: 30 April 2026

16. What is the contractual end date of your current temporary medical staff management software? Response: 30 April 2026

17. What is the contractual end date of your current master vendor management software?

Response: N/A

18. What is the contractual end date of your current nurse rostering software?

Response: 30 April 2026

1. Who is the Head of Security for the Trust?

Response: The Trust does not have an overall Head of Security. High Secure Services has a Director of Security; West London Forensic Services' security is overseen by the Director of Nursing. Local Services employs a Local Security Management Specialist (LSMS)

2. Do you use an external provider for your security, and if so, when does this current contract end?

Response: No, we do not

3. If this goes back out to tender, where will it be advertised?

Response: Not applicable