Awarded to 3C Consultants

Start date: Monday 7 September 2020
Value: £237,500
Company size: SME
Castle Point Borough Council Housing Department

Housing Management System Implementation Management and Data Migration

12 Incomplete applications

11 SME, 1 large

5 Completed applications

5 SME, 0 large

Important dates

Published
Wednesday 15 January 2020
Deadline for asking questions
Wednesday 22 January 2020 at 11:59pm GMT
Closing date for applications
Wednesday 29 January 2020 at 11:59pm GMT

Overview

Summary of the work
CPBC are looking for extensive and experienced implementation project management and data migration capability to support the migration from a legacy ORACLE HMS, Northgate OHMS, to a modern SQL based HMS, using data migration (ETL) best practice framework and components.
Latest start date
Friday 1 May 2020
Expected contract length
18 months
Location
East of England
Organisation the work is for
Castle Point Borough Council Housing Department
Budget range

About the work

Why the work is being done
CPBC are procuring a replacement HMS and migrating data from the legacy system Northgate OHMS to a modern SQL based solution. The successful HMS supplier will be selected by the end of March 2020. CPBC require the outcome supplier to commence engagement by 1 May.
Problem to be solved
CPBC are looking for external implementation project management and data migration capability to support the migration from a legacy ORACLE HMS, Northgate OHMS, to a modern SQL based HMS.
Who the users are and what they need to do
As a local authority we need to manage council housing, homelessness and all related tenancy matters. The housing department works predominantly from the one site with an additional 8 sheltered schemes throughout the borough.
Early market engagement
Any work that’s already been done
Existing team
The outcome supplier will be required to work closely with the successful HMS supplier and the internal CPBC Housing team. There will be an additional 1.5 FTE internal resources which will be required to be managed by the outcome supplier as part of the engagement.
Current phase
Not applicable

Work setup

Address where the work will take place
Castle Point Borough Council
Kiln Road
Thundersley
Benfleet
Essex
SS7 1TF
Working arrangements
We envisage the project management resource to be 3 days per week on average and expect these dates to be required on site. We expect the data migration resource to be managed as part of the project management role.
Security clearance

Additional information

Additional terms and conditions

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Essential skills and experience
  • PM - Experience of managing HMS implementation and Data Migrations
  • PM - Ability to develop and embed full project governance across all service areas to enable change requirements to be captured, challenged and delivered
  • PM - Proven ability to manage a diverse team
  • PM - Experience of managing UAT, performance and load testing programmes with business sign off
  • PM - Experience of managing data migration, validation and reconciliation processes
  • PM - Experience of providing input into the development of a data migration strategy based on other migration projects
  • PM - Experience of working with suppliers on multi phased implementations of complex solutions including data migration from project commencement to go live
  • PM - Experience of managing the implementation of an externally hosted modern SQL based HMS
  • DM - Experience of designing and developing data migration (ETL) best practice frameworks and components to extract, transform and load source data into SQL based HMS
  • DM - Experience of Microsoft SQL server and Oracle databases
  • DM - Experience of Microsoft SSRS and SSIS component development to deliver reporting services
  • DM - Experience of source data profiling and master data repository design and reporting
  • DM - Experience of working with internal colleagues and third party suppliers to understand the data structures of source systems
  • DM - Experience of analysing and interpreting functional requirements into technical specifications
  • DM - Experience of analysing, designing and devleloping data validation and reconciliation reports
  • DM - Experience of extracting source data from multiple data sources including CSV, Excel, Access
  • DM - Experience of creating and maintaining up to date documentation regarding data formats, scripts used and developing procedures for the ETL bet practice framework
  • DM - Experience of working with HMS suppliers to ensure source data mapping points to the correct transformed data sets
Nice-to-have skills and experience
  • DM - Experience of data migration from Northgate OHMS to a modern SQL based HMS
  • PM & DM - working with a similar sized housing organisation or department with limited internal capacity
  • DM - Experience of working with and migrating data sources held by trusted partners
  • DM - Experience of creating routines to archive data that will not be transferred to the new system, into a SQL repository, for business users
  • PM - Experience of working with HMS integrations with e-Financials
  • PM - Experience of working with HMS integrations with Civica Revenues and Benefits
  • PM - Experience of working with HMS integrations with external repairs and gas contractors
  • PM - Experience of working with third party suppliers to design and manage Microsoft SharePoint implementations
  • PM - Experience of working with HMS integrations with Civica Abritas

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • Value for money
  • Approach and methodology for Data Migration
  • Referenceability
  • Risks and dependencies for organisation of CPBC size versus project complexity and approaches to manage
  • Approach and methodology for Project Management
Cultural fit criteria
  • Demonstrate strong leadership and management skills
  • Demonstrate excellent communication skills at all organisation levels and be able to provide business challenge throughout the project
  • Demonstrate being able to work as a team with our organisation and other suppliers
  • Demonstrate they will share knowledge and experience with other cpbc members of staff
  • Demonstrate transparency and collaborative working when making decisions
  • Demonstrate they can work with clients with low technical expertise
Payment approach
Time and materials
Additional assessment methods
  • Case study
  • Reference
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. Regards working arrangements, you mention 3 days per week for the PM is this fixed or negotiable? and what applies to the DM?
We have estimated and budgeted for 0.6 FTE for the PM role for the duration of the contract. Whilst we anticipate some flexibility for the role week on week depending on workloads etc; we believe this is a realistic average. The post will be managing 1.5 internal FTE project support in addition to the data migration role.

The estimate for the DM role will be for approx 100 days and it will be for the PM role to manage this resource to achieve the outcomes
2. Is there a current incumbent or preferred supplier?
We have not yet concluded the procurement of the new HMS. There is no preferred HMS Supplier.

There is no incumbent or preferred supplier to carry out the PM or DM roles
3. Is the planned migration of data from the old system to the new system a one-off cut-over migration, or an on-going repeated operation during dual running of old and new systems? If you have not yet procured the new system, is there a possibility that the new system will be based on a database other than SQL Server? The new system may also provide API access to data, which may indicate a custom migration utility may be more appropriate than direct manipulation of the target database, have you considered this? Are the target and source full database schemas available?
The new system will be SQL Server based and may require multiple migration operations during the multi-phase implementation.
We expect the target database schema to be available but the source database schema may not be available.
Dependent on the successful HMS supplier, the most appropriate route for the detailed migration activities will be discussed and agreed.