GLA Back Office System

Tender description

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 Are the Users • 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 Work Already 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 Location City Hall, London SE1 Working Arrangments To be agreed with the successful Supplier Security Clearance Additional T&Cs Standard Digital Marketplace contract Skills & 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 Haves Previous experience of working in a public sector organisation, preferably a central, regional or local government organisation. No. of 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 Method Written proposal Evaluation Weighting Technical competence 55% Cultural fit 5% Price 40% Questions from Suppliers Budget range