This opportunity is closed for applications

The deadline was Friday 27 January 2023
Southwark Council

Software for the management of cycle hangars.

4 Incomplete applications

4 SME, 0 large

2 Completed applications

2 SME, 0 large

Important dates

Published
Friday 13 January 2023
Deadline for asking questions
Friday 20 January 2023 at 11:59pm GMT
Closing date for applications
Friday 27 January 2023 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
To provide software for the management of cycle hangars.
Latest start date
Wednesday 1 March 2023
Expected contract length
2 years
Location
No specific location, for example they can work remotely
Organisation the work is for
Southwark Council
Budget range

About the work

Why the work is being done
We are in the process of brining the management and maintenance of cycle hangars in house. As a result, we require software that will enable us to efficiently manage rental subscriptions for users, waiting lists, the issuing of keys and reactive maintenance.
Problem to be solved
Currently this service is provided by the same contractor who installs and maintains cycle hangars within our Borough. We have recently retendered the new contract, part of which the management and maintenance will be delivered internally. As a result, we require a software/programme that will allow us to efficiently manage the service.
Who the users are and what they need to do
As a user of a cycle hangar in Souhwark, I need to be able to pay my rental subscription, apply for space in additional hangars, go on the waiting list for additional hangars, request for additional keys to be issued, report damages or vandalism to the units so that I can securely park my bicycle.
Early market engagement
Any work that’s already been done
Existing team
The supplier will be working with Southwark's Highway's department. They will not be working with any other suppliers.
Current phase
Live

Work setup

Address where the work will take place
The works can be carried out remotely.
Working arrangements
We'd initially need a supplier to work full time on mobilising the programme, transferring over all of the existing data from our existing supplier, ensuring their system is accessible from an interface on our webpage and running tests to ensure the system is fully operational asap.
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
  • Experience of delivering cycle hangar management system
  • Experience of delivering digital interfaces which are design for users with low digital literacy
  • Experience of working with sensitive personal data and complying with GDPR regulations
  • Experience of working with online payment systems.
Nice-to-have skills and experience
  • Provide payment system that enables funds to come directly to the Council.
  • Provide support and adopt a flexible approach if variations are required as the system goes live.

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Approach and methodology
  • How the system meets user needs
  • Estimated timeframes for the work
  • How they've identified risks and offered approaches to manage hem
Cultural fit criteria
  • Experience of communicating effectively with clients in order to ensure projects are delivered successfully.
  • Work as a team with our organisation and other suppliers.
  • Be transport and collaborative when making decisions
  • Take responsibility for their work
  • Share knowledge and experience with other team members
  • Can work with clients with low technical expertise.
Payment approach
Fixed price
Additional assessment methods
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

1. • is there a budget range already defined for this work?
• is there an expectation that an existing SaSS platform will be used or will this be a bespoke development, or is that to be determined?
The available budget is £100,000. Whether this will be an existing platform or bespoke is still to be determined.
2. Please could you provide detail around the number of current users, number of cycle hangars etc?
There are currently 597 units installed with 3,299 users. There are an additional 8,767 people on the waiting list for a space. We are also aiming to install an additional 125 hangars a year for the next 3 years, meaning there will be 1000 in place by March 2026.
3. Is fixed price the only commercial model available? Fixed price but with no clear fixed scope currently is conflicting
Yes, fixed price is the only commercial model available as ideally we are looking for a product that can be commissioned within the timescales involved.
4. What tech stacks do the Highways agency use?
Please would you be able to explain what stacks are?
5. The requirement for experience of delivering cycle hangar management system seems very niche. Would you accept experience of developing and deploying systems with similar functionality?
The requirement for experience of delivering cycle hangar management systems is essential.
6. Ref start date Wednesday 1 March 2023, is there a fixed date the new software must be live? Is there a date the existing contract ends?
28/02/2023 is the date when the existing contract ends. A short extension to this could potentially be agreed with the existing provider. However, this is not a desirable solution and would need to be arranged in advance.
7. Please can we have a discovery meeting to understand more about the team, project, ways of working
Yes that is possible, please email George.Mellish@southwark.gov.uk & Richard.Wells2@southwark.gov.uk