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London Borough of Southwark

Digital service for monitoring affordable housing - discovery

6 Incomplete applications

3 SME, 3 large

23 Completed applications

18 SME, 5 large

Important dates

Wednesday 11 July 2018
Deadline for asking questions
Wednesday 18 July 2018 at 11:59pm GMT
Closing date for applications
Wednesday 25 July 2018 at 11:59pm GMT


Summary of the work
We want to carry out a discovery phase to create a digital service for the ongoing monitoring of affordable homes in the borough, using data from multiple external sources to build evidence based intelligence about property usage.
Latest start date
Saturday 1 September 2018
Expected contract length
8 weeks (for inception and discovery)
Organisation the work is for
London Borough of Southwark
Budget range

About the work

Why the work is being done
The provision of affordable homes in Southwark is secured by the use of S106 legal agreements with developers.
Southwark Council wants to ensure that affordable housing in the Borough is being accessed and used by those who need it.
Monitoring of the ongoing provision of affordable housing units should be improved, with a data driven process to ensure that evidence-based decisions are made around the allocation and continuing use of affordable homes.
Problem to be solved
Affordable homes provision is checked at the start of the planning and development process but there is no ongoing monitoring to ensure continuity of supply.
There isn't a current means of monitoring whether legitimate tenants are subletting a property or are no longer eligible for the band of rent they are paying.
When homes are not being occupied by eligible person(s) this increases the need to build more affordable homes to meet the shortfall.
Who the users are and what they need to do
As a Planning Officer, I need to be able to be able to monitor the ongoing provision of affordable housing so that the right number of units can be provided.
As a Planning Officer, I need to make evidence-based decisions on where there may be breaches in the use of affordable housing so that enforcement action is appropriately targeted.
As a Resident, I need appropriate amounts of affordable homes to be created in the borough so that there is a continuing diverse supply of housing in my neighbourhood
Early market engagement
Any work that’s already been done
Work is underway to develop and up-to-date and accurate baseline of affordable housing data by working with providers to provide date on the units owned/managed by them.
Existing team
Head of Service
Planning Officer
Digital Change and Innovation Manager
Business Analyst
UX Manager
Current phase
Not started

Work setup

Address where the work will take place
160 Tooley Street, London and other London locations as appropriate
Working arrangements
The work should be conducted in a collaborative and open way, working closely in a joint team with council officers and other interested stakeholders, including developers.
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
  • Provide a multi-disciplinary team, including user research, service design, front-end and back-end developers
  • Demonstrate a track-record of user-centred design and Agile approaches
  • Have delivered a service that’s been assessed against a government service standard
  • Experience of developing design patterns that can be re-used for other services
  • Be agnostic of any particular software, enabling us to consider a range of options to meet user needs
  • Have delivered a service that integrates data from multiple sources, internal and external
Nice-to-have skills and experience
  • Have knowledge of the planning system
  • Have knowledge of property development processes

How suppliers will be evaluated

How many suppliers to evaluate
Proposal criteria
  • Approach and methodology
  • How the approach or solution meets user needs
  • How the approach or solution meets your organisation’s policy or goal
  • Experience from a similar project
  • How they’ve identified risks and dependencies and offered approaches to manage them
  • Team structure, including skills and experience of individuals
  • Value for money
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
  • Can work with clients with low technical expertise
Payment approach
Capped time and materials
Assessment methods
  • Written proposal
  • Presentation
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. Could you please confirm what your budget is?
The maximum budget for discovery is £75,000
2. What is the expected budget range for this work please?
The maximum budget for discovery is £75,000
3. Please can you advise on the planned timelines for the proposal and presentation stage of the tender?
Shortlisted suppliers will be invited to provide a written proposal by 3 August with a presentation in the week beginning 6 August
4. Is there a more detailed brief available?
Not at this stage
5. What is the budget for this work?
The maximum budget for discovery is £75,000
6. Are you able to provide any further information about the work that preceded this?
All S106 Agreements, with an AH clause, back to 2010, have been recorded in detail.
All AH providers operating in the borough have sent LBS their most up to date stock list.
These two are being cross referenced, ready for gap analysis and creation of baseline data, from which to work.
LBS have new software which records individual AH details, together with the UPRN, in readiness for this monitoring work.
Conversations have been had with the GLA about integrating data collection and transfer.
One large AH provider has expressed an interest in being involved in this work and integrating data.
7. Can you please confirm what will be expected from the developers in the discovery phase? Or are you just ensuring the supplier has devs available should the project move to alpha phase?
We would expect developer skills to be available to contribute to an understanding of how we'd start developing a new service if discovery finds there is a need for one, and how we might build a technical solution given the constraints of existing systems and external interfaces