Allerdale Borough Council

Cloud Based Suite of Systems

Incomplete application

1
Incomplete application
1 SME, 0 large

Completed applications

5
Completed applications
3 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 22 June 2017
Deadline for asking questions Thursday 29 June 2017 at 11:59pm GMT
Closing date for applications Thursday 6 July 2017 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work To provide an integrated system for Planning, Building Control, Land Charges, Licensing, Environmental Protection & Food and Housing that is GIS integrated. A system that allows for agile working and easy reporting. A customer friendly interface that allows easy access and submission of information to all departments above.
Latest start date Monday 31 July 2017
Expected contract length 2 years
Location North West England
Organisation the work is for Allerdale Borough Council
Budget range Up to £150,000 to test, provide training and implement a new solution including migration of existing data.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done A review of existing processes and working ethics has enabled us to ascertain that a new system is required that can communicate effectively across a suite of services including Planning, Building Control, Environmental Health, Housing, Licensing and Land Charges. To improve our customers experience and internal workflow through integrated working.

There is a strong corporate desire to support paperless agile working in the form of a cloud based system, to enable prompt proactive undertakings of statutory and non-statutory duties.
Problem to be solved The suite of systems currently used across the Councils service areas has grown amorphously with limited integration or agile working capability and is no longer fit for purpose. It has resulted in disjointed work flows and poor communication from both an internal and external perspective. Currently mobile working is being undertaken for some processes, which rely heavily on work-around procedures.

Legislation is continually changing and the existing systems can be slow to update in response and requires downtime which can delay the services provided and risks failure to comply.
Who the users are and what they need to do As an employee I need to undertake both statutory and non-statutory duties both in and away from the office environment. My work must be completed promptly and comply with various legislation. As a manager I need to easily monitor and report on work to ensure Government targets, service performance and business plans are delivered successfully.
As a customer of the Council I need to easily access and submit information in a manner and time that is convenient for me.
As an administrator I need to be assured of the security, resilience and flexibility of the solution.
Early market engagement Several departments have looked at what alternative solutions are available and a number of short overview presentations have been provided over the past 2 years. These included presentations from Idox, Northgate, Tascomi and Arcus. The presentations have shown us that there are solutions available that will allow for agile working and improved integration of service information.
Any work that’s already been done Various service areas are in the process of reviewing their procedures to remove unnecessary steps and streamline the processes prior to implementation of a new system. Historic documents are being digitised in preparation.
Existing team Initial discussion will take place with the Project Manager, Project Executive and ICT Manger. During testing and implementation work will be undertaken with Principal Officer representatives and key users from each department and ICT staff. Training will be required for all system users or system champions.
Current phase Live

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Our office is based in Workington, Cumbria, and therefore you will be required to visit at some point. However, it is assumed that some of the work may be provided remotely.
Working arrangements As before while some face to face meetings will be required, especially in the initial testing and implementation phases, some of the work may be provided remotely i.e. system upgrades, existing data migration, customer support where there is likely to be some conference calls.
On site training for key users and system champions will be required during implementation and possibly following significant upgrades.
Security clearance

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
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.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Demonstrate experience working with the public sector and understanding its specific demands
  • We operate Aston Technologies GIS, demonstrate how the solution will integrate
  • Demonstrate experience of streamlined integration between service modules and areas
  • Demonstrate experience of providing a mobile working solution. If the solution is supported by native applications on mobile devices which operating systems are supported?
  • Demonstrate experience of providing reporting/monitoring functions that hold pre-set reports for national data extraction and ability to easily design new reports for internal monitoring and data extraction.
  • Demonstrate in a project plan the phases involved from initiation to completion by 1st April 2018
  • Demonstrate the ability of the solution to be responsive to change through automatic upgrade/update and also manually amended to reflect internal requirements.
  • We wish to provide single sign on for customers (citizens), we currently use Abavus as an entry point, can you demonstrate any experience of providing such a service
  • Demonstrate that the solution is GDPR compliant or if not compliant what are your plans and timetable to make the system compliant
  • Demonstrate the experience of providing an integrated document management solution
  • Demonstrate experience of providing a solution or developing a solution that can enable Planning Functional Outputs
  • Demonstrate experience of providing a solution or developing a solution that can enable Building Control Functional Outputs
  • Demonstrate experience of providing a solution or developing a solution that can enable Environmental Health Food Functional Outputs
  • Demonstrate experience of providing a solution or developing a solution that can enable Environmental Protection Functional Outputs
  • Demonstrate experience of providing a solution or developing a solution that can enable Housing Functional Outputs
  • Demonstrate experience of providing a solution or developing a solution that can enable Land Charges Functional Outputs
  • Demonstrate experience of providing a solution or developing a solution that can enable Licensing Functional Outputs
  • Demonstrate experience of successful migration of existing data in particular from iLap/MV3
  • Provide information as to the service levels provided within the solution with regards availability of services, and what business continuity arrangements are in place
  • Explain the security arrangements in place to ensure our data is secure
Nice-to-have skills and experience
  • Demonstrate that the solution can enable mandatory fields to be set
  • Demonstrate whether the solution will be able to autosave whilst editing
  • Demonstrate that the solution will have the ability to email
  • Is it possible to provide a single sign on for staff within the Council, we currently utilise Azure AD, can you give examples where you have done this
  • Demonstrate that the solution will enable triggers to allow automatic production of communication documents
  • Demonstrate expeirence of cross platforms and ability to interface with existing systems i.e. Total, UKMail, MyAllerdale (Abavous) or equivalent systems
  • Demonstrate that the solution will allow the ability to redact personal details and signatures
  • Demonstrate experience of interfacing with external providers i.e Planning Portal,Submit-a-plan, NLIS & TM or equivalent portals
  • Demonstrate the ability to create consultee/agents lists
  • Demonstrate experience of Economic Growth solution
  • Demonstrate experience of Homelessness Register solution
  • Explain the granularity of the access control system.
  • Explain the standard capabilities of a Systems Administrator

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Technical solution
  • Experience, approach and metholodgy
  • How the system meets our user needs
  • Estimated timeframes for the work
  • How the system integrates with other systems
  • How risks have been identified and dependencies and approaches managed
  • Value for money
  • Security, accessibility and compliance
  • Usibility of solution for internal and external users
Cultural fit criteria
  • Work as a team with our organisation and other suppliers
  • Be transparent and collaborative when making decisions
  • Share knowledge and experience with other team members
  • Take responsibility for work
  • Can work with clients with low technical expertise and explain things clearly
Payment approach Capped time and materials
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

70%

Cultural fit

10%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Is it acceptable to respond to the training element of this opportunity only? No
2. In the essential requirements, you have specified - "Demonstrate in a project plan the phases involved from initiation to completion by 1st April 2018." However, there does not appear to be a function in the G-cloud portal to be able to upload a Project Plan (or any supporting documents) At this stage we are looking to short list suppliers and therefore we do not require to see the Project Plan but we do require the assurance that on being short listed a Project Plan showing delivery by 1st April 2018 can be provided as part of the Assessment and Evaluation stage.
3. The Assessment methods indicate evaluation will be done on 'case studies, references', as above there does not appear to be anywhere to add this information on the portal At this stage we are looking to short list suppliers and therefore we do not require to see the 'Case Studies, references' but we do require the assurance that on being short listed case studies and references can be provided as part of the Assessment and Evaluation stage.
4. Can you please advise which of the essential and non-essential question responses will be used to evaluate the Cultural Fit? The essential and non-essential questions will be used to evaluate the 'Technical Competence' not the Cultural Fit, these will be evaluated on the 'Cultural fit criteria' listed.
5. Are all the essential and non-essential questions totalled up to make the 70% awarded for technical competence? Yes
6. Can you please provide a scoring matrix giving a breakdown and weighting applied to each question? Each question will be equally weighted.
Score: 0 Not met or no evidence; 1 Partially met; 2 Met; 3 Exceed
7. There doesn't appear to be anywhere on the portal to upload pricing - can you please advise At this stage we are looking to short list suppliers and therefore we do not require to see the 'Pricing' but we do require the assurance that on being short listed the pricing will be provided as part of the Assessment and Evaluation stage based on the budget indicated.
8. Can we assume that for data migration purposes we will provided with the necessary information such as but not necessarily limited to file layouts, database schema’s, supporting, documentation, etc? We are expecting the provider to lead the project, including the migration, we will support with whatever information we can provide but expect that the provider has undertaken migration from the products iLap & MV3 previously
9. Are you expecting the supplier to 1) replace your legacy systems, Planning, Environment, Food etc, or 2) Fully integrate with them and provide single access to them all. Replace the existing legacy systems
10. Can you please advise which framework you are using to run this procurement? Are you intending to use the Digital Services and Outcomes framework? Digital Outcomes and Specialist 2 Framework
11. Could you please confirm the following systems: Integrations - MV3 - do you mean M3? Avacus - should that be Abacus? Total - is that TotalMobile? M3PP - Northgate
Abavus
TotalMobile
12. Does the Authority also have an interest in how a new system could help deliver on the commercialisation of services agenda within the allowed word count? Yes
13. Can you please advise as to the underlying spatial database maintained by the Council? We utilise Astun Technologies IShare Solution
14. Can you please confirm your user numbers, current data storage size and current document storage size. Currently 75 users; Due to the nature of the services we deliver the data storage requirements will continually grow. Depending on the migration solution which will be guided by the supplier this will assist in determining what data storage is required. Currently there is no limit to the document size stored.
15. We have only been able to get to look at the page which is asking to "Give evidence of the essential skills and experience" with 100 words against each. We have been reluctant to click next on the portal in case it submits without a response and we are disqualified from a submission. Can you please confirm if there is anything further to complete beyond this page? Yes there will be further questions. We would advise seeking help from Digital Marketplace if you encounter problems. Following the same guidelines of the Digital Marketplace of maximum words etc, you can provide missing answers to procurement@allerdale.gov.uk if you are unable to go back and complete those left blank.
16. Do you have any information on Abavus and whether it supports federated access and, if so, under what protocols? Our ICT support are looking into this and will advise.