Cemeteries Data System for Brent

Tender description

Why the Work is Being Done The Council manages 4 cemeteries and 2 graveyards, 3 within the borough and one outside the area. As the Council is planning for the long term management of its cemeteries in a changing environment, including memorial sales, it needs to update the systems to meet council and customer requirements and make the service accessible to a range of customers and stakeholders. Problem to Be Solved The current cemetery data is held on Gower Epiloge and there are significant problems in relation to data quality and being able to resolve these issues. The supplier will need to cleanse the data and import in a new true cloud based system that can be accessed remotely from site using a range of web products and or apps. The system currently relies on a mixture of historic paper based records and digital formats. All data should be accessible in one system that is fully indexed and includes geo-located records with photographs. Information transfer to third parties such as contractors, funeral directors and memorial masons is via email or mail. This process needs to be streamlined to improve the process, validate information and reduce impact on staffing resources. The Council traditional only provided grave plots and now seeks to move to memorial and ashes storage. This requires an integrated management system that is capable to tracking lease term lengths and managing renewals. Customers access is via website forms or emails. This is to be improved by including online bookings, payments and data exchange. Who Are the Users The system will be used by the cemeteries team to record information on the leasing and burial records in according with legal requirement To include but not limited to: Deceased Details Funeral Director Details Applicant’s details Burial Type and plot details Geo location and photographs Memorial details Memorial Safety Permit details Fees due and paid Attachment of legal forms. Work orders with completion tracing Diary management Chapel Hire Details Case status Email / event alerts Deeds recording Printable and email correspondence System generated forms and letters Customisable Reporting Tools Dashboard with graphs and performance information Record searches filters and validation. Able to configure user templates Editable Fees with tax rates Financial reporting Funeral director and masons lists for look ups Mandatory field configurable on permitted access level Extract data for Mailmerge Other users include: Funeral directors customer interface to reserve and pay for plots, memorials and chapel hire. Memorials Sales including lease management system and customer database. Sales reporting tools Third party access via apps and or web portal to cemetery records. Geologist links and or sales Early Market Engagement Some engagement with other boroughs has been done to determine current systems. Work Already Done Existing Team The internal project team would consist of Product Owner, Cemeteries Manager and a Project Officer. The successful supplier will be expected to engage with funeral directors, memorial masons and contractor on the implement and UAT. Where a suitable package can link to the Council’s finance system then liaise with the finance and IT leads. Current data is held in an existing system. The successful supplier will be expected to work with that supplier to ensure an effective transfer of data and verify the integrity of the information. Current Phase Beta Work Location The majority of this work should take place at the London Borough of Brent Civic Centre office in Wembley (HA9 0FJ). However, given the nature of the product being suppler may be remotely provided. In addition cemeteries at Alperton Cemetery Clifford Road Alperton Wembley Middlesex HA0 1AF Carpenders Park Lawn Cemetery Oxhey Lane Watford WD19 5RL Paddington Old Cemetery Willesden Lane Kilburn London NW6 7SD Willesden New Cemetery Franklyn Road Willesden London NW10 9TE Working Arrangments We would expect a mix of on-site and off-site working with most of the project work taking place largely off-site at supplier's location. Regular meetings and workshops should be held at LBB's offices and the chosen agency would need to fully integrate with our team, share their knowledge and insight; work in an open and transparent way and demonstrate good agile product delivery practice. Security Clearance None specific but requires full undertaking of data security and information sharing confidentiality agreements Additional T&Cs As London Living Wage accredited organisations, the authorities will require a contractual commitment to the payment of this. Skills & Experience Have experience of providing a legally compliant cemeteries management system in a local authority environment within the UK. Have experience working with previous suppliers in obtaining data integration into system Have experience of geo mapping for grave plots, image capture and scanning Have experience of conducting user testing at all levels of the project Have digital design expertise and understand cemetery process Able to build and design native apps and portals to integrate with system for third party access and works order progress. Creating and implementing a true cloud based cemeteries system Have experience of working on digital projects within a local government environment Creating user manuals and training Experience in providing remote support out of normal hours Nice to Haves Have experience of integrating the cemeteries system with Oracle Financial products in a local authority setting 24/7 online help No. of Suppliers to Evaluate 5 Proposal Criteria Approach to working with Brent Council to design and deliver this project as set out in this specification (15%) Experience of delivering this type of work, in relation to local government or public sector (15%) Managing the project to ensure it is delivered within the timescales set out in the specification (10%) Product Support and Training (5%) Identifies risks and dependencies and offers approaches to manage them (5%) Data Migration and Digital Mapping (5%) Cultural Fit Criteria Co-working with internal staff and external suppliers (3%) Take responsibility for their work (2%) Payment Approach Fixed price Assessment Method Case study Work history Reference Presentation Evaluation Weighting Technical competence 55% Cultural fit 5% Price 40% Questions from Suppliers No questions have been answered yet Budget range