Housing Options Self-Serve Application

Housing Options Self-Serve Application

The Purchaser requires Software to support the Housing Options Service, either boxed or bespoke developed, for a tailored housing options service to both end users and staff.



1 Authority Details


Authority Name and Address

Angus Council

Neighbourhood Services, Angus House, Orchardbank Business Park,




Gary McKenzie

+44 8452777778


+44 1307474799


Address from which documentation may be obtained

Angus Council

Neighbourhood Services, Angus House, Orchardbank Business Park,




Gary McKenzie

+44 8452777778


+44 1307474799


Completed documents must be returned to:

As in 1.1

2 Contract Details



Housing Options Self-Serve Application


Description of the goods or services required

The Purchaser requires Software to support the Housing Options Service, either boxed or bespoke developed, for a tailored housing options service to both end users and staff; Third party web hosting for ease of access; the Facility to create and print a personal housing plan. (the “System” – which term equates with the definition of “Services” in the General Conditions of Contract).

The overall requirement is for an inclusive purchase price for (a) the supply and implementation of the System (payable in full on acceptance by the Purchaser of meeting the Acceptance Criteria) and (b) 24 months support service payable quarterly in arrears after delivery each 3 months period of support.

The System must give access to information on Housing Options to customers at various points (i.e. home, work, mobile device, the Purchaser’s public offices).

The System must give access to information on Housing Options to The Purchaser’s and partner organisations’ staff at various points (i.e. offices, mobile devices).

The core function of the System is to collect information on customer’s’ personal requirements produce a Personal Housing Plan tailored to their housing needs. This Plan must be capable of being saved in at least PDF format but ideally Microsoft Word format too. The Plan must also be capable of being printed off in hard copy.

An externally hosted web-based solution is required.

The System must have such easy and intuitive functionality that users will find it straightforward to use and helpful in managing performance.

The System must be capable of generating management reports, including

– Customer age profile

– Customer family composition

– Anonymised or individuals’ data.

Reporting must be flexible yet easy to use and integral to the application. Pre-designed reports should be available within the System, viewable on screen and printable. User defined parameter reporting is required on these pre-designed reports. Full editorial control of reports output is required to allow users to design their own reports, within the System, to incorporate different fields.

Reports must be capable of export into Microsoft Word or Excel formats.

The System does not need to interface with other software at this time.

The Purchaser will provide the data for population onto the System. The Supplier will require to load that initial data.

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=241276.

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=241276.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. The postbox closes precisely at the time stated.


Notice Coding and Classification

271300 Maintenance
271510 Services – Application Service Provision

140 … Tayside, Central & Fife


Total quantity or scope of tender

The System development and implementation period from the date of Contract award to the date of the Purchaser’s acceptance of the System in accordance with the Acceptance Procedures.

The initial System support period of 24 months from the date of the Purchaser’s acceptance of the System in accordance with the Acceptance Procedures

unless terminated earlier in accordance with the provisions of this Contract.

The Provider must provide a package of initial training as part of the procurement cost and provide ongoing access to training support over the contract period.

The initial training must be included in the purchase price and must be for a minimum of 10-15 users.

The additional training pricing information in the Pricing Schedule must include an itemised cost for the provision of such training.

Training must include all necessary training materials, user guides, presentations and other necessary training documents.

Without prejudice to any more specific helpdesk etc. requirements set out in this Specification of Requirements, the Provider must provide an appropriate range of technical and other support services over the period of the contract e.g. telephone help desk, website information, online forums, question & answer solutions etc.

The Provider should describe the added value support services it is able to offer the Purchaser in respect of its offered System.

3 Conditions for Participation


Minimum standards and qualification required

Angus Council Conditions of Contract for the:Provision of Services

Supply of Software and / or Software Support

All the General Conditions apply.

The following Special Conditions apply:NONE

4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority



Time Limits

a) Time-limit for obtaining documentation

b) Time-limit for receipt of completed tenders
07-11-2012  Time  12:00

c) Dispatch of invitations to tender  30-11-2012

c) Estimated award date  14-12-2012


Language or languages in which tenders or requests to participate can be drawn up



Tender Submission Postbox

The awarding authority has indicated that it will accept electronic responses to this notice via the Tender Submission Postbox facility. Further details are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=241276

5 Other Information


Additional Information

The Provider should provide a full technical description of the offered System including the product name, version, operating environment and any embedded proprietary software product or platform along with a plain English supporting Quality Statement setting out the extent to which the System meets or exceeds each of the High Level Requirements set out at clause 2 above and with specific reference to the Specific Requirements set out in clause 4. The Provider must understand that all such statements made are of contractual effect and must be capable of being fully vouched in demonstration.

The Provider must provide a working demonstration of the system which will display and equate to the full functionality offered by the purchased System as per the specific requirements below.

The Provider will be asked to demonstrate the full functionality of the system using their own data sources.

The System must be capable of being securely accessed through a web browser, using only freely available additional products (e.g. java) across any internet connection.

The provider is required to expressly stipulate that the System complies with this clause.

The Internet browsers that are compatible with the System should be detailed, including version, requirements for ActiveX, Flash or any other specific downloads. Include details of compatibility with mobile and hand held devices.

Fully describe how the System will be hosted. Include at least details of:

i. Third party involvement

ii. Databases

iii. Availability targets

iv. Any restrictions

The Provider must disclose any data capacity limitations of the System, including details of any impact on System performance e.g. capacity at which users would experience reductions in System speed of response.

The System should conform to the UK e-Gov Information Standards (e-GIF) and OpenScotland Information Age Framework (OSIAF), or equivalent (but see Preamble (vii) above re evidence of equivalency). Where the system is non compliant the extent of non compliance must be stated.


Detail what security precautions are in place to segregate the purchaser’s data to prevent unauthorised access from partner organisations.

The Provider should detail the factors which will affect System response times (i.e. time for System to respond to a user action) – including at least number of concurrent users and volume of data – and how the System addresses these.

The Provider must disclose any capacity limitations of the System and infrastructure including number of concurrent users and data volumes.

The Provider should describe what internet bandwidth capacity is required for various levels of users and amounts of data being processed.

The Provider should describe how the System will provide a process to communicate any loss of data to users via the System to make them aware of any re-input required.

The Provider is required to have arrangements in place to allow the purchaser to easily retrieve all data stored within the System in a range of widely recognised output formats on termination of the Contract, at any point throughout the Contract or upon the collapse of the Provider’s business.

The Provider is required to detail these arrangements.

The Provider should also fully describe the backup and data protection measures that will be put in place.

The Provider should describe the training and test environments available on the System and the terms upon which these are available.

System administrators within the purchaser’s organisation must have authorised access to all levels of the System, including audit and security functions.

The Provider must provide details on the audit controls built into the System and in particular the means by which changes to records can be logged and traced back to the user responsible e.g. date/time, user logged in, IP address, screen ID, record ID.

The Provider must provide a price for unlimited users

Please include any options for restricted licensing (e.g. public access or similar). Clearly state the basis for licensing (e.g. concurrent users).

The Provider is reminded that some of these users will be members of the community planning partnership (see 1.3.1 above)

The intellectual property rights in the System must be fully owned by or enduringly licensed to the Provider so that the Purchaser may have confidence in its ability to support the System in perpetuity.

Describe the ownership and management of the software by the Provider and describe any reliance on third party software and related risks/costs to the Purchaser. Fully describe the proposed site licensing model.

The System must enable compliance by the Purchaser with the requirements of the Data Protection Act 1998.

All data entered into the System remains the property of the Purchaser.

The System must incorporate appropriate data protection and security arrangements to ensure no unauthorised access can be had to Purchaser’s data.

For Systems that will contain personal data describe how compliance with the Data Protection Act 1998 (“DPA) is achieved. Detail who will be responsible for the DPA roles in your System, such as “Data Custodian” and “Data Controller”.

The System must apply the following minimum security standards:-

Passwords are a minimum of 6 characters.

System does not allow repeated or consecutive use of the same password.

Duplication of user id and password is prevented (i.e. same id and password). System must not allow user id to be used as password

All passwords stored within System / application databases are fully encrypted using an industry standard encryption level such as 3DES or better, ensuring passwords are contained and maintained in a secure environment.

All authentication transactions and authentication traffic is encrypted.

The system should use ports 80 and 443 (http and https resp). Where this is not the case all additional port requirements should be listed.

Systems / applications maintain complete System activity and transaction logs in support of non-repudiation and application governance

All Systems / applications include access control capability providing control of entitlement assignment at an individual user or group level.

Data security and encryption is appropriate to the type and classification of data in both storage and transmission.

(SC Ref:241276)


Additional Documentation

HO Software tender
Angus Council Tender Return Label Green


Publication date of this notice