Greater London Authority

GLA Back Office System

Incomplete applications

14
Incomplete applications
9 SME, 5 large

Completed applications

15
Completed applications
13 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 14 June 2019
Deadline for asking questions Friday 21 June 2019 at 11:59pm GMT
Closing date for applications Friday 28 June 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work The new back-office-system shall provide:
(i) a portal/website for submission of referred applications/pre-applications/stopping-up orders
(ii) a tool for managing the workflow of each of the work-streams
(iii) space for collection of data about each application together with amendments to that data
(iv) reporting-tools for analysis of workloads/data-trends
(v) Electronic-Document-Management-System
Latest start date Wednesday 31 July 2019
Expected contract length 2 years (plus 1 years extension)
Location London
Organisation the work is for Greater London Authority
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done Planning is core business to the GLA

As part of this the ability to workflow and performance manage the work has become increasingly important. This includes the need to be able to analyse trends in the developments being permitted and assessing the impact that the service is having on the lives of Londoners.

At present the GLA operates an inhouse built back office system which it has concluded is not fit for purpose.

Moving to being an Agile Service, it is key that the software used is able to flex with the needs of the service.
Problem to be solved • currently has no consistent mechanism for receiving referrals, pre-apps and StoppingUp requests (no way of ensuring everything is received and recorded in a timely-way)
• No automated processes have been adopted = resource hungry
• GLA needs to record/monitor more data about referrals received in the planning process to assess impact
• GLA currently has no workflow-tools in place meaning there is limited visibility of where applications are in the process, correct protocols have been followed and workloads managed
• need to-be-able-to extract data
• need to-be-able-to access related-documents, and scale from them where appropriate using an electronic-measuring-tool.
Who the users are and what they need to do • As a Local Planning Authority I need to be able to submit information about a application together with supporting documents to the GLA and be satisfied that the information has all been uploaded and receive an a receipt to confirm the request has been submitted.
• As a Customer I need to be able to submit a pre-application request including supporting documents and be taken to the payment tool. I need to receive a receipt to confirm the request has been submitted.

- more info in the Request for Proposal document. Link to RfP: https://docs.google.com/document/d/1WYPPPA0ob0TV0kTKo7lLnWAngYNB8x21NTbNjmJxwRQ/edit?usp=sharing
Early market engagement None
Any work that’s already been done We have scoped out the options of updating the current system, however concluded a replacement system is the best option. This will need to be hosted externally to the GLAs network.

We are not intending to undertake a data transfer, but will use existing resources to manually populate the database.
Existing team TBC
Current phase Not started

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place City Hall, London SE1
Working arrangements To be agreed with the successful Supplier
Security clearance

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Standard Digital Marketplace contract

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
  • Have demonstrable experience delivering a successful back office system
  • Have successful experience of maintaining a back office system
  • Have an off-the-shelf back office system (some customisation expected) that meets the criteria set out in the Overview section
  • Be able to commence work end of July
Nice-to-have skills and experience Previous experience of working in a public sector organisation, preferably a central, regional or local government organisation.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Technical methodology - does the solution meet the GLAs technical needs as set out in the User personas (detailed in the RfP)
  • Value for money
Cultural fit criteria
  • Work in a collaborative manner
  • Be willing to share knowledge with GLA staff
Payment approach Fixed price
Assessment methods Written proposal
Evaluation weighting

Technical competence

55%

Cultural fit

5%

Price

40%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. "Additional terms and conditions Standard Digital Marketplace contract" – as this does not exist, which terms do you believe you are referring to, and why are they in addition to the standard terms? For clarification, Digital Outcomes and Specialist 3 T&Cs will be utilised. There are no 'additional' T&Cs.
2. Proposal criteria – what are the weightings of the proposal criteria and how can suppliers be assured that you are not going to determine the waitings after you have seen supplier responses? The weighting are included in the the Request for Proposal document. Everything has been published and is fully transparent.
3. Your RfP states "Any contract awarded as a result of this RFP shall be placed in accordance with the terms and conditions of Crown Commercial Service Digital Marketplace" but you also state that the Digital Market place terms are additional – so in addition to the Market Place terms, you have the market place terms – neither actually exist Understood. A mistake was made when entering this info - DOS 3 T&Cs will be used. There are no 'additional' T&Cs.
4. "2 years (plus 1 years extension)" – as the maximum extension for a DOS Call-Off is 6 months, explain how you believe you can form a valid contract on the term you propose? That is, how would you defend a challenge that this breaches the terms of the Framework. Thank you for bringing this to our attention. The potential extension will be six (6) months.
5. What is the anticipated budget for the project? There is no defined budget expectation for this project.
6. Support is not specifically mentioned in the RfP, is this to be covered under a separate agreement, or is this to be included in the same contract? We would like to include support in the same contract.
7. What is the approximate size of the Authority planning community who would be users of the system? The planning service has 75 team members, made up of 5 Planning Support and 30 officers involved in Development Management. These are the only two areas of the service that will need access to the software.
8. Have any integration requirements with other GLA systems been identified? It is not intended that there would be any integration requirements, unless those are requires to generate documents etc (such as Microsoft)
9. Other than the personas described, are there any other research outputs that could be shared with bidders at the next stage? We are happy to engage with bidders to identify and undertake any more research required,
10. Will the Authority assist with access to or recruitment of users for testing prototypes? Yes.
11. Is there a target go-live date for the system? Because there will be no data transfer as part of the project, we would want as earlier a go live date as possible.
12. What are the roles of the GLA team that we would be working with? Planning Change Manager – Overseeing the project
Delivery Manager – Project Managing the work
Head of Development Management (and his Management Team) – Key Clients
Development Management Officers – Users
Planning Support Manager – In Charge of Local Configuration
Planning Support Officers – Users
Technology Group Representatives.
13. Is their a plan with the GLA to integrate the new back-office system with other office productivity tools, specifically Office 365, as no mention of this is detailed within the opportunity or RFP? If required. Otherwise this should be a stand alone tool
14. Is there a preference between SaaS & On-Premise solutions? The solution should be fully cloud hosted.
15. Can you please explain how the contract will work over the stated 2 year length of the contract? Your requirements state “To implement a new fully hosted back office system that meets the GLAs technical needs as set out in the User personas”. It does not mention any ongoing support. Do you require services, such as support and change, beyond the implementation? We would like to include support in the same contract
16. Part 1 Question
What is the total number of users – internal and external broken down by:
• Local Planning Authorities
• Customers submitting a pre-application request
• Planning Support Officers
• Planning Support Managers
• Planning Officer
• Managers
• Team Leaders
• Service Managers
• GLA finance officers
Part 1 response
Local Planning Authorities
35 LPAs need to submit referrals to the GLA. All of these are external to the organisation

Customers submitting a pre-application request
These are predominantly planning consultants submitting on behalf of high profile major developers.
17. Part 2 Question

What is the total number of users – internal and external broken down by:
• Local Planning Authorities
• Customers submitting a pre-application request
• Planning Support Officers
• Planning Support Managers
• Planning Officer
• Managers
• Team Leaders
• Service Managers
• GLA finance officers
Part_2_Response

Planning_Support_Officers
5 members of the team, who focus on ensuring applications are registered and allocated to the right team member, and any consultations carried out and meeting agendas produced

Planning_Support_Managers
One, who oversees the work of planning support and produces performance reports

Planning_Officer
up to 30 planning officers who need to access the software as a workflow tool and producing reports.

Managers/Team Leaders/Service Managers

7 team leaders, 2 team managers and 2 service managers who will be using the system to monitor workloads and workflows.

GLA finance officers
Related finance work is carried out by the planning support team.
18. Will the GLA gather all the requirements for the reports or do you expect the supplier to undertake the discovery exercise as part of the project? In principle no. However, we recognise that there are things that we currently do not know. We are happy to undertake local configuration based on our own business process needs.
19. Are all user requirements clearly identified or does the supplier need to undertake a discovery? Might you wish to take advantage of this project to review and streamline business processes to map into the new solution? In principle we are very happy to review processes to suit the needs
20. You state that you require an “off-the-shelf back office system (some customisation expected)”. How much customisation might you require? Do you have requirements for business processes that vary significantly from other local authorities, and/or do you have any special requirements. If so please state them. Customisation will be required both internally for codelists etc, but also to customise the information submitted and data held. These requirements can be made available at this stage if required.
21. What payment system do you plan to use This is currently out for procurement.
22. · Number of cases/applications per week
· Number of documents per case/applications
· Average size of document
Cases per week – average 20
Documents per case – Average 10
Size of documents – These vary and should be uncapped, as in future 3D models will be required.
23. Will the new solution need to integrate with other GLA, or 3rd party systems? If so, what is the current integration platform?
Or is the expectation that the new solution includes integration too?
It is not intended that there would be any integration requirements, unless those are requires to generate documents etc (such as Microsoft)
24. Can you please confirm the expected number of users (For each potential type):
· Local Planning Authority?
· Customer?
· Planning Support Officer?
· Planning Support Manager?
· GLA Finance Officer?
· Local Planning Authority? - 35
· Customer? - Unknown
· Planning Support Officer? – 30 - 35
· Planning Support Manager? – ½
· GLA Finance Officer? - none
25. Will the new solution need to integrate with other GLA, or 3rd party systems? If so, what is the current integration platform?
Or is the expectation that the new solution includes integration too?
It is not intended that there would be any integration requirements, unless those are requires to generate documents etc (such as Microsoft)
26. I just want to clarify that in the first instance we respond to this opportunity via this portal (Digital Marketplace) and then, should we successfully make the shortlist, we go on to complete the Request for Proposal document. Many thanks in advance. Yes, this is correct. Only shortlisted Suppliers will be asked to complete the RfP.