This opportunity was withdrawn on Wednesday 21 November 2018

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Ealing Council on behalf of London Boroughs. To be transferred to Capital Letters on incorporation.

Provision of Pan London Platform for listing properities

27 Incomplete applications

25 SME, 2 large

9 Completed applications

9 SME, 0 large

Important dates

Friday 9 November 2018
Deadline for asking questions
Friday 16 November 2018 at 11:59pm GMT
Closing date for applications
Friday 23 November 2018 at 11:59pm GMT


Summary of the work
Singular register of accommodation facilitating placements of homeless households by/on behalf of boroughs. Providing visibility/specification of available accommodation for placements, enabling identification of suitable accommodation to meet needs.

Landlords can enter property details directly to the system.
It will be a property management/payment system supporting Capital Letters to procure/manage accommodation.
Latest start date
Friday 11 January 2019
Expected contract length
24 Months (2 x 12 month extensions subject to terms)
Organisation the work is for
Ealing Council on behalf of London Boroughs. To be transferred to Capital Letters on incorporation.
Budget range
Year 1 - £100k-£140k (inclusive of development, maintenance, training, onsite visits, for the avoidance of any doubt, this includes any licence fees, penetration testing etc.)

Year 2+ - £20k-£25k p/a (includes any additional development, maintenance or training)

About the work

Why the work is being done
In 2016, London Ventures programme launched a focus on homelessness, housing, and temporary accommodation to support London authorities.

Authorities are under pressure, with the number of statutorily homeless households in London, and England, plus additional duties under The Homelessness Reduction Act 2017.

In response, a pan-London approach to reduce homelessness and fulfil statutory duties was agreed, developing an entity for the centralised procurement of accommodation, Capital Letters.

A single platform for listing temporary accommodation, Property Listing Platform (PLP), was approved, providing seed funding.

PLP will facilitate placements of homeless households by/on behalf of authorities providing visibility of available accommodation.
Problem to be solved
The main purpose of PLP:

• Provide visibility of available properties for homeless households in real-time
• Reduce local authority time spent searching for properties
• Improve user experience of providers and landlords
• Enable centralised procurement of accommodation across London authorities whilst integrating with existing systems,
• Avoid duplication of properties being offered at the same time
• Eliminate competition for properties between boroughs
• To have a seamless property standards approach

The entity responsible for centralised procurement of properties (Capital Letters or CL) will hold overall responsibility for procuring, developing, implementing, and testing the PLP
Who the users are and what they need to do
Users working with the system will be divided into the following categories:
a) Owners of the system
b) Local authority users
c) Providers of accommodation
d) Development of system to meet evolving needs
The system to be flexible and able to be developed to meet the needs of the contract arrangements in operation.
Early market engagement
Soft market Testing has been carried out, the feedback was fed back into the specification.
Any work that’s already been done
The technical specification was initially developed with the input of local authority housing and technical expertise. Soft Market Testing was carried out with six companies, and their feedback has fed into the finalised technical specification. No work towards the development of the system has been carried out.
Existing team
No Existing Digital Team is in place. However there is a Project Team staffed by London Councils and other support organisations.
Current phase

Work setup

Address where the work will take place
Most of the work will be carried out remotely, aside from training for users and super users, which will occur onsite in London.
Working arrangements
We would expect an initial face-to-face session either at London Council’s office or the supplier's offices when the project starts but it is expected that the majority of work will be carried out remotely with regular engagement, communications and reporting to an IT Sub-Group of Capital Letters.

Further face to face meetings maybe required during the project.
Security clearance
BPSS clearance will be required dependant on level of data individuals have access too

Additional information

Additional terms and conditions
Assignment and Novation

X.1 Supplier shall not assign, novate, dispose of or create any trust to any/all its rights, obligations or liabilities under this Call Off without prior written consent of the Buyer.

X.2 Buyer may at its discretion assign, novate or dispose of any/all its rights, obligations and liabilities under this Call-Off and/or any associated licences to:
(a) any Contracting Authority;
(b) a body which performs any functions previously performed by the Buyer. The Supplier shall, at Buyer’s request, enter a novation agreement pursuant to Clause X.2.

Contracting Authority is as defined in Regulation 3, Public Contracts Regulations 2006

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
  • 1. Proven experience of creating a system that provides extractable data that can be exported to other systems - 5%
  • 2. Experience of creating a system that is flexible enough to allow future development - 3%
  • 3. Experience of working with and delivering integration solutions and standards between multiple digital tools, systems and interfaces - 2%
  • 4. Experience of having delivered user-centred web-design - 3%
  • 5. Experience of having delivered data management frameworks, including practical strategies and policies, for the management of data – its use and quality - 2%
  • 6. Show experience of being successfully assessed against the governments Digital Service Standard ( - 3%
  • 7. Demonstrable experience and track record of providing cloud-based hosting and support services for digital products - 2%
  • 8. Demonstrable experience and track record of designing and building database solutions - 2%
  • 9. Demonstrate value for money achieved on a similar project, where the project delivery was completed in a timely and economical way under significant time pressure - 6%
  • 10. Experience of non-functional requirements and experience of building these into a digital project such as usability, security, accessibility, availability, scalability and compatibility - 2%
Nice-to-have skills and experience
  • 1. Provide evidence of delivering similar types of projects of a similar size and complexity - 2%
  • 2. Demonstrable experience building a successfully implemented property and financial system - 2%
  • 3. Experience of working for a Government department - 1%
  • 4. Demonstrate understanding/ability to deliver digital products/services to government Digital Service standards - 1%
  • 5. Demonstrate ability to train non-technical users to use a system effectively - 1%
  • 6. Demonstrable ability to implementation/data migration plans that meet a project management methodology standard e.g. PRINCE2 - 1%
  • 7. Have experience of working with local authority and understanding of homelessness/TA - 2%

How suppliers will be evaluated

How many suppliers to evaluate
Proposal criteria
  • 1. Approach and Methodology - 3%
  • 2. The Technical Solution - 5%
  • 3. How the approach or solution meets user needs -2%
  • 4. How the approach or solution meets our business needs - 2%
  • 5. Estimated time-frames for the work - 2%
  • 6. Delivered to target - 3%
  • 7. How you've identified risks and dependencies and your approaches to manage them - 1%
  • 8. Number of development days required - 1%
  • 9. Data protection provision - 1%
  • 10. Data to be available for export in a widely compatible format for use by member boroughs - 2%
  • 11. Ensuring that new versions of system and web portal will have a suitable lifespan before more updates or rewrites are needed - 1%
  • 12. Value for Money - 2%
Cultural fit criteria
  • 1. Demonstration of long term commitment to projects - 2%
  • 2. Be transparent and collaborative when making decisions - 2%
  • 3. Understand stakeholder engagement with Capital Letters and boroughs - 2%
  • 4. Can adapt your solutions to meet the needs of the project - 3%
  • 5. Ensure policies and procedures are followed by all staff members, including confidentiality of data, safe working, equality and diversity etc. - 1%
Payment approach
Fixed price
Assessment methods
Written proposal
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. How many users will there be? How many times per day will the system be interrogated?
The current business plan notes that up to 260
(i) procurement,
(ii) property management,
(iii) rent collection,
(iv) tenancy management officers, and
(v) landlords
will be expected to be using the system by 2022/23. From June 2019 to March 2020, we would expect up to 110 officers using the system.

Officers will use the system various amounts per day, but we would expect provision for multiple simultaneous accesses/queries within the system, based on the number and variety in role of officers accessing the system.
2. What is the mechanism for transferring the live system to Capital Letters?
There are two interpretations of this question:

1) How will Capital Letters acquire the system following the Ealing procurement?
Capital Letters corporate entity will be established before the contract becomes active. Officers acting on its behalf will form the working group the contractor will be accountable to. The system will be transferred to Capital Letters, before point of contract delivery.

2) How will the system transfer other boroughs information to the system being created?

Some information from member boroughs’ systems will need to be transferred to the system being developed, to be achieved through information being in a standard format.
3. What is the expectation for training: hours?; number of people?; location? material?
Hours: 100
Number of people: 10-20 (all super-users)
Location: London
Material: Classroom and/or Desktop presentations and exercises to cover all interfaces with the system, so that super-users can train other colleagues.
4. With which other systems will the solution need to be integrated with? Can you share the technical specification referred to in the ‘Work that’s already been done’ section?
See contracts finder with technical specification -
5. Is the design of the system part of the requirement or has this been done? Who is the technical design authority that will approve any changes to the design before/mid-project?
The specification for the project was developed by technical experts in conjunction with borough users. The Capital Letters IT sub-group will be responsible for approving changes in design before project completion – eventually, this authority may transfer to Capital Letters depending on the project length – the contractor would be notified of any changes in advance.
6. Are there any future plans to migrate the existing data from an on-premise solution to a Cloud-based solution?
Some information from member boroughs’ own data systems will need to be transferred to the system developed for Capital Letters. This would be achieved through inputting information from a standard format.
7. Are you able to share the specification?
See contracts finder with technical specification -
8. Are you looking to eliminate new businesses from applying to your procurement or you looking only specific business to apply? What is the rationale requiring to "Show experience of being successfully assessed against the governments Digital Service Standard"? According to the description of "Digital Service Standard", it is easy and simple to qualify
The procurement is open to all businesses to apply for this procurement opportunity. The requirement to have experience of meeting the Digital Service Standard intends to ensure that contractors (either the company or its employees) have a track record of meeting certain standards. We are happy to accept evidence of experience from the company, or that of the experience of its employees.