London Borough of Brent
Cemeteries Data System for Brent
6 SME, 2 large
4 SME, 0 large
Friday 4 September 2020
Deadline for asking questions
Friday 11 September 2020 at 11:59pm GMT
Closing date for applications
Friday 18 September 2020 at 11:59pm GMT
Summary of the work
Brent council is seeking quotations from organisation to provide and integrated Cemeteries management system that includes customer details, geo-located mapping and process management.
Latest start date
Tuesday 1 December 2020
Expected contract length
Implementation element - 8 months. Plus an annual maintenance and support agreement
Organisation the work is for
London Borough of Brent
About the work
Why the work is being done
The Council manages 4 cemeteries and 2 graveyards, 3 within the borough and one outside the area. As the Council is planning for the long term management of its cemeteries in a changing environment, including memorial sales, it needs to update the systems to meet council and customer requirements and make the service accessible to a range of customers and stakeholders.
Problem to be solved
The current cemetery data is held on Gower Epiloge and there are significant problems in relation to data quality and being able to resolve these issues.
The supplier will need to cleanse the data and import in a new true cloud based system that can be accessed remotely from site using a range of web products and or apps.
The system currently relies on a mixture of historic paper based records and digital formats. All data should be accessible in one system that is fully indexed and includes geo-located records with photographs.
Information transfer to third parties such as contractors, funeral directors and memorial masons is via email or mail. This process needs to be streamlined to improve the process, validate information and reduce impact on staffing resources.
The Council traditional only provided grave plots and now seeks to move to memorial and ashes storage. This requires an integrated management system that is capable to tracking lease term lengths and managing renewals.
Customers access is via website forms or emails. This is to be improved by including online bookings, payments and data exchange.
Who the users are and what they need to do
The system will be used by the cemeteries team to record information on the leasing and burial records in according with legal requirement
To include but not limited to:
Funeral Director Details
Burial Type and plot details
Geo location and photographs
Fees due and paid
Attachment of legal forms.
Work orders with completion tracing
Chapel Hire Details
Email / event alerts
Printable and email correspondence
System generated forms and letters
Customisable Reporting Tools
Dashboard with graphs and performance information
Record searches filters and validation.
Able to configure user templates
Editable Fees with tax rates
Funeral director and masons lists for look ups
Mandatory field configurable on permitted access level
Extract data for Mailmerge
Other users include:
Funeral directors customer interface to reserve and pay for plots, memorials and chapel hire.
Memorials Sales including lease management system and customer database.
Sales reporting tools
Third party access via apps and or web portal to cemetery records.
Geologist links and or sales
Early market engagement
Some engagement with other boroughs has been done to determine current systems.
Any work that’s already been done
The internal project team would consist of Product Owner,
Cemeteries Manager and a Project Officer.
The successful supplier will be expected to engage with funeral directors, memorial masons and contractor on the implement and UAT. Where a suitable package can link to the Council’s finance system then liaise with the finance and IT leads.
Current data is held in an existing system. The successful supplier will be expected to work with that supplier to ensure an effective transfer of data and verify the integrity of the information.
Address where the work will take place
The majority of this work should take place at the London Borough of Brent Civic Centre office in Wembley (HA9 0FJ). However, given the nature of the product being suppler may be remotely provided.
In addition cemeteries at
Carpenders Park Lawn Cemetery
Paddington Old Cemetery
Willesden New Cemetery
We would expect a mix of on-site and off-site working with most of the project work taking place largely off-site at supplier's location. Regular meetings and workshops should be held at LBB's offices and the chosen agency would need to fully integrate with our team, share their knowledge and insight; work in an open and transparent way and demonstrate good agile product delivery practice.
None specific but requires full undertaking of data security and information sharing confidentiality agreements
Additional terms and conditions
As London Living Wage accredited organisations, the authorities will require a contractual commitment to the payment of this.
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
- Have experience of providing a legally compliant cemeteries management system in a local authority environment within the UK.
- Have experience working with previous suppliers in obtaining data integration into system
- Have experience of geo mapping for grave plots, image capture and scanning
- Have experience of conducting user testing at all levels of the project
- Have digital design expertise and understand cemetery process
- Able to build and design native apps and portals to integrate with system for third party access and works order progress.
- Creating and implementing a true cloud based cemeteries system
- Have experience of working on digital projects within a local government environment
- Creating user manuals and training
- Experience in providing remote support out of normal hours
Nice-to-have skills and experience
- Have experience of integrating the cemeteries system with Oracle Financial products in a local authority setting
- 24/7 online help
How suppliers will be evaluated
All suppliers will be asked to provide a written proposal.
How many suppliers to evaluate
- Approach to working with Brent Council to design and deliver this project as set out in this specification (15%)
- Experience of delivering this type of work, in relation to local government or public sector (15%)
- Managing the project to ensure it is delivered within the timescales set out in the specification (10%)
- Product Support and Training (5%)
- Identifies risks and dependencies and offers approaches to manage them (5%)
- Data Migration and Digital Mapping (5%)
Cultural fit criteria
- Co-working with internal staff and external suppliers (3%)
- Take responsibility for their work (2%)
Additional assessment methods
- Case study
- Work history
Questions asked by suppliers
1. 1. Is there an area to upload a pricing schedule or any other documents to the response?
The current stage is the shortlisting stage. Following this part of the process, we will invite up to 5 suppliers to tender, at which point we will be able to accept responses to an ITT.
2. Can we ask what your budget is please?
The budget is not defined. Suppliers that are shortlisted will be expected to submit their best price to meet the requirements set out in the specification.
3. The opportunity request is for a written proposal and price. After submitting the DOS questions online, will there be an opportunity to upload a written response and pricing document?
The current stage is the shortlisting stage. Following this part of the process, we will invite up to 5 suppliers to tender, and which point we will be able to accept written responses and price.
4. In order to price the project can you advise on the following:
1. How many users will need a login to the system and what roles do these people do (e.g. office user, finance user Grounds user etc)
2. To price the mapping element of the project can you please send pictures/files of existing maps?
3. Can you confirm the data from Epilog to be migrated? (e.g records, deeds, memorials)
1. There are currently 2 two cemetery adminstration users and one manager. It is therefore suggested suppliers may wish to quote per user / licence.
2. There are currently no detailed maps that include measurable areas but a guide of the size can be estimated using Google maps etc.
3. Currently only records and deed information is held. The only financial information is the plot price held within the deeds. Financial transaction data is currently held within Oracle and not the cemeteries system.
5. Just to be clear, we need only to respond to the existing questions on DOS by the 18th Sept deadline. Thereafter, should we be shortlisted, we will then be given new submission dates for submitting a formal written response, pricing schedule, case study, references etc. Is that correct?
Yes, if by “questions” you mean the “Skills and Experience” criteria. At this stage you need to respond to the “Skills and Experience” criteria only.