Cloud Based Suite of Systems

Tender description

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 Are the Users 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. Work Already 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 Location 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 Arrangments 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 T&Cs Skills & 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 Haves 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 No. of 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 Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers Budget range up to £150,000 to test, provide training and implement a new solution including migration of existing data.