SECTION THREE - WhatDoTheyKnow Web viewRM1059 provides a Statement of Requirements describing a...

Bidder Response – Appendix 6

Appendix 6: Bidder Response

Supplier Name

Product Name(s)

Contact Details

1 Confirmation of Prerequisites

Please give a statement confirming that you are able to meet all the technical pre-requisites as given in Section A, A2 “Prerequisite Technical Requirements”.NB where required, further details are requested in the Method Statements in Appendix 6, Section 2 below.

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2 Technical Assistance and After Sales Service: Method Statements

RM1059 provides a Statement of Requirements describing a variety of deliverable goods and/or services that a Supplier will be required to make available to a Contracting Body. The Method Statements to be prepared by the Supplier are intended to allow DCC to better assess how the Supplier has met, and continues to meet, these framework prerequisites. The questions are also intended to describe areas that DCC has particular interest in assessing.

For each of the requested responses below, please provide a method statement (maximum 500 words each).

2.1 IT Technical

2.1.1 Briefly describe your system and its ability to run on Citrix Thin Client, either as a client-deployed application or through a web browser.

2.1.2 Please state which web browsers are compatible with the proposed solution, including versions, and specify any additional requirements such as ActiveX, Flash or any other specific downloads.

2.1.3 For the costed options you are offering, detail their minimum recommended hardware, software and network requirements including CPU, RAM, Network I/O and storage requirements. This should include server, end point devices, bandwidth and additional supporting peripheral requirements. Please highlight any dependencies that could impact our infrastructure including any end point device configuration requirements.

2.1.4 Describe the known factors that can destabilise the running of the system, and how these would be anticipated and dealt with.

2.1.5 Detail the type and version of any database technology that is part of the costed options, and any implications if hosted by DCC.

2.1.6 Please confirm that your system will record address UPRNs and can make use of an address gazetteer compatible with BS7666 for address information e.g. the One Scotland Gazetteer or Ordnance



2.1 IT Technical

Survey AddressBase.Data samples can be provided on request.

2.1.7 Please detail any parts of your costed options which are subcontracted/ purchased, and list any other systems/products (including versions) with which your system already has an integration/interface. Describe any licencing/support implications as a result of this.

2.1.8 Where data will be imported into the system, e.g. from source systems in multiple organisations, what methods do you support for the secure transfer of this extract data?

2.1.9 What functionality, if any, is incorporated into your solution that manages the connection outages that can be potentially experienced by a typical mobile end user, including reference to any offline capability.

2.1.10 Describe and detail any variations, limitations in the bandwidth capacity required by various level of end user and any concurrency or data volume limitations or factors affecting users.

2.2 Information Security

2.2.1 Describe your organisation’s information and data security standards and processes, including accreditations or certifications where applicable, e.g. ISO 27001. If you are accredited/certified please describe the scope of this accreditation/certification and include reference to regular independent security testing you undertake.

2.2.2 Please describe your approach to(a) integrating with existing Active

Directory services, and(b) password control and security,

including authentication, encryption, customisable setting



2.2 Information Security

and any user “self service” type features, and

(c) configurable “timeout” settings to control access for viewing data, and

(d) password management including account blocking, lifespan control through forced changes and restrictions on password repetition.

2.2.3 If you are offering a supplier hosted option, describe your hosting arrangements including specifying the countries where data would be hosted and the measures you have in place to segregate other customer instances of the system.

2.2.4 Critical and Security Patches:(i) Describe how you will ensure that the solution will continue to have the most current and critical security patches applied.(ii) What is your Patch Management policy and who will carry this out, supplier or DCC?

2.2.5 Connecting to DCC NetworkHow will you ensure that only “managed” devices will connect to the DCC network for remote support etc?

2.2.6 Security VettingWhat security vetting of your staff is carried out and to what standard, e.g. BPSS?

2.2.7 Data ExitConfirm that DCC will be supplied with all data from within the system and that removal, media sanitisation and redaction processes for all data held will take place upon an agreed date following termination of the contract or at the specific request of DCC. This must include all live, standby, backup and archive instances.



2.3 System Maintenance and Support

2.3.1 Please describe, through evidence, your backup and restore procedures, and how the end user community would engage with this.

2.3.2 Describe your approach to Capacity Management through regular proactive monitoring of the solution/service and responding to any capacity limitations of the system and infrastructure (e.g. number of concurrent users and data volumes) that are identified.

2.3.3 Describe your approach to system maintenance, including regular planned servicing and upgrades, and how this is managed. Please refer to frequency of releases, including patches, hot fixes and upgrades, and the method by which these are achieved, including planned downtime and how this is managed with the user community. Describe any upgrade path options and how these are managed within existing contracts of service.

2.3.4 Please describe your approach to software maintenance, including processes to deal with updates from bug fixes; updates to ensure the system is compliant with HMRC tax rules and legislation (both Scottish and UK); provision of release advice and any release notes.

2.3.5 What arrangements or standards are provided to support business continuity? Please include a description of your, risk assessments, disaster recovery and business continuity plans, e.g. dual site resilience, and how you support the end user community during this.

2.3.6 Provide details of the standard maintenance cover including response resolution times and any escalation procedures.

2.3.7 It is expected that any system faults would be reported by the end user to the DCC Helpdesk. However the expected arrangement would be that DCC’s internal support arrangements then filter



2.3 System Maintenance and Support

these calls and channel relevant faults to the supplier’s Helpdesk.Please describe your recommended organisational setup, including procedures and practice, to facilitate this arrangement.

2.3.8 It is expected that a Service Level Agreement (including Support Arrangement Agreements) will be in place. These will determine levels of agreed operational performance including system response and latency. DCC expects the solution to reflect the 24/7 nature of the services who will use and depend upon it.Please describe how you manage and review SLAs and how you proactively achieve 99% (and upwards) availability; minimise annual downtime to less than 2 hours; achieve system response times within 2 seconds; and achieve average support call resolution to within 1 hour. Include reference to any known restrictions on system availability.

2.4 Project, Engagement and Implementation

2.4.1 Detail your expected start date and timetable for beginning and implementing the solution, and describe the planned phases for implementation.

2.4.2 Describe your project management approach, including any dedicated resources e.g. project manager, business analyst, other staff supplied by you, and the resources you expect to be contributed by DCC.

2.4.3 Based on previous experience, what recommendations would you give to DCC regarding the resources necessary to set up sustainable support arrangements for users of the solution e.g. a support team of X staff for Y users?

2.4.4 Please describe your approach to engagement and development



2.4 Project, Engagement and Implementation

prioritisation with individual customers and the wider community, including:

Account management arrangements e.g. an account manager, including support to DCC in the ongoing review of the solution meeting user needs;

User community activity (local geographical area, national, virtual), including frequency;

Development approach i.e. servicing both individual customer requests and common requests from the user community;

Deployment of features developed for an individual customer to the common user base i.e. “develop once, share many times”.

2.4.5 Please describe how you engage with government, legislative and regulatory bodies, in order to reflect Scottish and UK policies and legislative requirements in the solution.

2.4.6 Please describe the provision you make for the different versions of the application and/or database e.g. Live, User Acceptance Testing (UAT), Training, Analysis during and after implementation, including the arrangements for these versions to mirror the live system (both functionally and of the reference data used in code tables).

2.4.7 Based on previous experience, what is your recommended strategy/approach to address legacy data including data migration from the legacy system to the new system?



2.5 Training

2.5.1 Please advise what you are able to provide in the way of a knowledge base of known issues and practices relating to the system, who this would be available to and how this would be accessed.

2.5.2 DCC supports and provides training through a number of delivery channels, with an emphasis on self-support and development through eLearning wherever possible.Please describe your approach to training during project implementation including:

The amount of training included and/or recommended;

The breadth of content and how this is tailored to meet the different levels of end user;

How this is delivered.

2.5.3 DCC recognises the importance of training and support beyond the initial implementation project.Please provide a statement about your approach to enabling the end user community to optimise their ongoing use of the system, including:

Your standard and/or recommended approach to training (e.g. train the trainer);

The training services you offer, and how this is tailored to meet the needs of different levels of end user.

2.5.4 Please provide details of any training materials which would be supplied to DCC (e.g. for end users, superusers, support team etc.) and whether these would be made available in an electronic format which would allow us to tailor the materials to create custom documentation for our specific needs.



3 Quality, Aesthetics and Functional Characteristics

Questions are shown in blue and each has a word limit specified.

All questions must be answered; Questions must be answered within the word limit given; Answers must reflect functionality that can be demonstrated now; Optionally, you may wish to include a short additional statement on future developments

in relation to the question.

Please note we are seeking responses that clarify your understanding of our requirements, your system’s facilities and features that would enable us to meet these requirements, and an understanding of the amount of setup/configuration/tailoring/ongoing maintenance required to support these.

For all questions, please indicate the amount of setup effort estimated to be required by DCC staff and/or whether any additional costs would apply.

If questions are not answered within the word limit given, any extra details after the word limit will be ignored.

Failure to answer any questions or failure to answer in full may result in an unfavourable assessment of your response.

If you wish to provide documents/diagrams to support your answer, please provide these in a single supplementary attachment, labelling them within the document according to the question(s) they relate to.

Do not insert diagrams into this document. Questions including space for the supplier response are in the following format:

*** Sample Format***

C 1 Title of Requirement Grouping

C 1.1 Name of Requirement Area (including a further overall description of the requirement(s))

C 1.1.1 SubheadingQuestion(s) specific to the requirement area.(maximum number of words allowed)

Supplier Response

Supplier response to be recorded here.

Optional – give details of known/expected future developments. (100 words)

Supplier optional response to be recorded here.******



Supplier Responses – Quality

C 1 Setup, System-Wide Functionality and Utilities

C 1.1 User Permissions and Settings

C 1.1.1 Managing System UsersPlease describe your system’s facilities to create and manage system users in different roles and user groups. You should include:

i. Description of user authentication;ii. Description of setup of roles and permissions, and how these are managed;

iii. Description of the flexibility and granularity of permissions, including: how access may be restricted for an individual or a team (e.g. to an area of

the system, or to a specific person’s records), and how access would be managed for a member of staff who works in a couple

of part-time posts in different social work teams.(500 words)

Supplier Response


C 1.1.2 User ProxyPlease describe whether your system includes a user proxy facility, and how this is set up and managed.(500 words)

Supplier Response


C 1.1.3 User Roles, Groups and PermissionsPlease describe:

i. How user roles/groups relate to team or corporate structure information – and how the role/permissions are affected and managed when staff move;

ii. How users belonging to external agencies are created and managed, and the different types of access permissions available e.g. read only; restricted view access to specific areas;

iii. How temporary access could be managed e.g. access granted for 24 hours (or a specified number of hours) after which time access expires.



(500 words) (500 words)

Supplier Response


C 1.1.4 Secure AttachmentsDescribe your system’s facilities to store and manage attachments against client “events”, including:

i. Management of access permissions for attachments, including default permissions, how system users amend these;

ii. How these relate to the system user’s team, and effect on permissions of staff moves;

iii. Any Override access arrangements.(500 words)

Supplier Response


C 1.1.5 AuditPlease describe your system’s:

i. Audit trail;ii. Facilities to view audit history, and facilities, and who can access these;

iii. How allocated workers are notified of other system users accessing their client details.

(500 words)

Supplier Response




C 1.2 Multiple Persons Roles (Client Activity/Statuses)

C 1.2.1 Managing multiple types of engagement with a PersonDescribe your system’s facilities to clearly show and manage different types of contact and activity with persons, including:

i. Visibility to system users;ii. Flexibility of labelling and naming;

iii. Managing activity where multiple business areas may be dealing with the same person at the same time.

(500 words)

Supplier Response




C 1.3 Records Management, Retention and Destruction

C 1.3.1 Management of a Person’s RecordsDescribe your system’s record management facilities and its flexibility to allow a person’s records (physical or electronic) to be managed collectively (as a “single” file) or in multiple sets (as multiple “file sections”). Please detail how this would enable us to manage the organisation of records based on the business area, the type of enquiry/work, or both.(500 words)

Supplier Response


C 1.3.2 Retention and DestructionDescribe your system’s facilities to manage retention and destruction of the electronic records, in “sections” as stated above, including facilities to:

i. Automatically calculate retention periods and planned disposal dates based on rules e.g. Closed Case File Authorisation, which details retention categories and periods;

ii. Manually input retention periods and disposal dates;iii. Automatically prompt authorised staff for a review on reaching the planned

disposal date;iv. On review, enable staff to update the retention and planned disposal date based

on new information;v. Delete the system’s electronic records.

Please specify any restrictions and limitations.(750 words)

Supplier Response


C 1.3.3 Paper FilesDescribe your system’s facilities to manage tracking, retention and destruction of corresponding paper files, which may consist of “standalone” files or of file sections which could be merged together into a “case file”.(500 words)

Supplier Response




C 1.3.4 Data Quality – Duplicate RecordsDescribe your system’s facilities to manage record creation and assist data quality by removing duplicate records – any duplicates, but particularly duplicate person or service records – for example:

A “fuzzy logic” search facility for staff to minimise creation of duplicate person records;

A facility to remove or merge duplicate person records.(500 words)

Supplier Response


C 1.3.5 Person Records – Cross-ReferencesPlease describe how your system cross-references person records, and how the cross-reference is affected when one of the records is deleted.(500 words)

Supplier Response




C 1.4 Information Production and Data Management

C 1.4.1 Reporting ToolsPlease describe the reporting facilities included within, or packaged with, your system and the recommended reporting tool for producing ad-hoc reports (if applicable). Please detail facilities included to schedule and automate report production. Could Crystal Reports still be used as our reporting tool with your database if we wished to retain this? Please describe the reporting tool, any alternatives, and implications of this with specific reference to the impact if dependant on using the live database.(500 words)

Supplier Response


C 1.4.2 Statutory ReportingPlease detail the reports and statistics which are supplied as standard with your system, and whether these are “built in” to the system or supplied as template reports. Please also describe the arrangements to keep these up to date due to changes in legislation, and how you would support DCC information staff when amendments are made to government returns – especially when returns are changed from aggregate returns to unit level returns – including how quickly this is done.(750 words)

Supplier Response


C 1.4.3 Data Access and Report GenerationPlease give a general description on the facilities that will be available to view and interrogate database tables, generate reports and produce statistics. Please comment on:

i. Different levels of access available to system users in general and fully authorised information users;

ii. The capability to generate reports in different formats; andiii. Whether fully authorised information users would be able to access the

database tables and views via a different tool e.g. could IT Division staff supporting the system access using Toad or TOra or equivalent, as an alternative to a report creation tool?

(500 words)

Supplier Response




C 1.4.4 Reporting Assistance and SupportPlease describe the support offered to information staff (both initially and as an ongoing arrangement) to support understanding of the data structure and assist them to create reports. Please include details of any specific services offered e.g. provision of SQL statements, custom report production, and any additional costs and timescales associated with these.(500 words)

Supplier Response


C 1.4.5 Data Quality ManagementPlease describe the facilities your system offers to assist in data quality validation, monitoring and management.(500 words)

Supplier Response


C 1.4.6 Enhanced Functionality – Dashboards and Data VisualisationPlease describe the facilities your system offers to assist in data visualisation.(500 words)

Supplier Response


C 1.4.7 Reporting across internal Databases and external DatasetsPlease describe how you would propose to enable DCC to manage joint reporting from the system (a) with internal systems and (b) with external datasets.(500 words)

Supplier Response




C 1.4.8 Projects and ResearchPlease describe the facilities available to assist fully authorised information users with research activities, and how this would be supported in practice. For example, this could require additional fields or tables to be added to the database to record cross-references or generated ID numbers, and require upload of data. Please also describe the facilities available for data exports, including volume and/or format limitations.(500 words)

Supplier Response


C 1.4.9 Retrospective Data ReportingPlease describe any facilities your system has which support accurate retrospective data reporting.(500 words)

Supplier Response


C 1.4.10 End User ViewPlease describe the system’s end-user view (look and feel) and the extent to which this (a) relates to user roles and (b) can be configured by DCC. Include reference to on-screen features, e.g. dashboards and quick access to frequently used reports.(1000 words)

Supplier Response




C 1.5 Notifications and General Utilities

C 1.5.1 Message/Alert GenerationDescribe the facilities of your system to enable messages or alerts to be generated and/or to generate specific prompts (e.g. that a report or hearing is due) on-screen visible alerts and/or as messages/notifications. Please describe how flexible these are, how they may be tailored, who would be able to create or amend these; please also specify if notifications could only be sent to system users or if these could also be sent to people who are not system users.(500 words)

Supplier Response


C 1.5.2 Custom Letters and EmailsDescribe the system’s facilities to create and store custom letters and/or emails to persons which would automatically prepopulate the client’s contact details and pull through other information. Can users create these on an ad-hoc basis? Are users able to customise existing templates, either for wording or font/size for accessibility?(500 words)

Supplier Response


C 1.5.3 SMS Text GenerationCan the system generate and store SMS text messages to staff and persons? How customisable is this facility?(500 words)

Supplier Response


C 1.5.5 Meeting NotificationsPlease detail the system’s facilities to support creating meeting notifications as described, and how much setup would be required.(500 words)

Supplier Response




C 1.5.6 Code List MaintenancePlease describe your system’s facilities to maintain code lists (code tables) for the system, including full retention of historical codes.(500 words)

Supplier Response


C 1.5.7 Workflows and DCC Defined DatasetsPlease describe your system’s approach to workflows and the flexibility and functionality of this feature. Include any particular limits or constraints, and features to assist system users in seeing where in the workflow they are, what has been done and what still has to be done. Also describe the functionality that directly assists the management and control of additional data fields and datasets.(1000 words)

Supplier Response


C 1.5.8 Custom Lists/RegistersPlease describe how your system would enable users to create their own lists/registers for a specific business area.(500 words)

Supplier Response




C 1.6 Physical and Verbal Incident Logging

C 1.6.1 Incident RecordingPlease describe the facilities your system can offer to cover the comprehensive recording of incidents as outlined above.(500 words)

Supplier Response




C 2 Teams, Workload and Workforce Planning

C 2.1 Teams and Workload

C 2.1.1 Managing Workers and PrivilegesPlease describe your system’s facilities to manage workers and privileges, including:

a. Is this functionality all in one place? State how many screens/functions are used;b. The “reassign” facilities available to manage assignment of persons to workers,

including reassignment multiple clients to a different worker within a team;c. The “move” facilities available to move workers between teams;d. The “move” facilities available to move a whole team to a different area.

(500 words)

Supplier Response


C 2.1.3 Data Access Control by Team/Worker RolePlease describe any facilities offered by your system to:

Restrict visibility of data depending on the worker’s role and team; and Configure the information displayed for a person by Team or individual worker.

(500 words)

Supplier Response


C 2.1.4 Workload AllocationPlease describe your system’s facilities to aid managers in workload allocation and prioritisation.(500 words)

Supplier Response


C 2.1.5 Workload Management and Workforce PlanningPlease describe any workload management, workload scheduling and/or workforce planning facilities your system is able to offer, and comment on the type of facilities available e.g. on-screen dashboards, traditional information reporting/business



intelligence type tools, etc.(500 words)

Supplier Response




C 3 Person Records

C 3.2 Person Records

C 3.2.1 Personal Details and Demographic DataPlease describe your system’s facilities to record and manage detailed personal and demographic data.(500 words)

Supplier Response


C 3.2.2 Legal Status InformationPlease describe your system’s facilities to record and manage this information, and how this information is displayed and/or highlighted to system users who access the client’s details.(500 words)

Supplier Response


C 3.2.3 Additional Information Recording and ViewingPlease describe your system’s facilities to record additional person information, and how this is restricted and/or made visible to system users for sensitive and/or confidential information.(500 words)

Supplier Response


C 3.2.4 Highlighting of Key InformationPlease describe your system’s facility to record and highlight key information, including different ways this may be done, and how flexible this can be.(500 words)

Supplier Response




C 3.2.5 Person Contacts and RelationshipsDescribe your system’s facilities to record a person’s contacts and relationships, including family members, friends, professional contacts and other contacts. Please detail features available to assist staff in viewing relationships, e.g. smart cross-referencing, genograms.(500 words)

Supplier Response


C 3.2.7 Address ManagementDescribe how your system manages addresses, including:

i. History of addresses with start and end dates and address type;ii. Use of different address types (e.g. for billing, correspondence or other specific

purposes);iii. Enabling a person to have multiple current addresses of different types;iv. Authentication/validation of addresses - CAG addresses, non-CAG addresses and

address updates. Please include information on recording prison and hospital addresses;

v. “Do Not Disclose” addresses, either locally decided or required by a relevant authority e.g. the Children’s Panel;

vi. Enabling non-CAG information to be included in addresses (e.g. “Care of …”).(500 words)

Supplier Response


C 3.2.9 Consent RecordingConsent to share specifically assessed information needs to be recorded. Please describe your system’s facilities to record consent, and the different ways this might be managed, e.g.

Consent for specific purposes; Time constrained consent; Sharing within DCC; Sharing with other partner organisations; Exceptions to consent specified by the person.

Please include any limitations or restrictions.(500 words)



Supplier Response




C 3.3 Person Enquiries and Referrals

C 3.3.1 EnquiriesPlease describe how your system enables enquiries to be recorded, including details of the advice and/or information provided, and describe any flexibility on whether this is allocated to a worker e.g. for further investigation or if no further action is required.(500 words)

Supplier Response


C 3.3.2 Incoming ReferralsPlease describe your system’s facilities to record referrals, and to what extent the requirements listed above are met.(500 words)

Supplier Response




C 3.5 Out of Hours Service

C 3.5.1 Out of Hours AccessPlease describe how you would meet the Out of Hours need to access the system data, including any arrangements for “backup” data to be provided in case of loss of system access.(500 words)

Supplier Response




C 4 Protecting People

C 4.1 Protecting People

C 4.1.1 Protecting People – ProcessesDescribe the facilities already available on your system to manage Protecting People (PP) activities as detailed above. Please include details of the flexibility of the system to be tailored to match specific processes, including labels on fields, tailoring report and minute formats as required, and flexibility to add further PP processes in the future.(500 words)

Supplier Response


C 4.1.2 Protecting People – Reporting and AnalysisDescribe the reports available on the system to produce detailed reports, statistics and analysis of Protecting People activity and persons, including datasets as detailed above.(500 words)

Supplier Response


C 4.1.3 Protecting People – MonitoringDescribe the system’s features for monitoring Protecting People activity e.g.

Recording of multi-agency involvement including attendance at meetings; Recording of timescales and reason for missing timescales; Recording of actions arising from case conferences and whether targets were

met.(500 words)

Supplier Response


C 4.1.4 Risk RegistersDescribe the system’s facilities to hold Risk information, including:

Child Protection register; Adult Protection list.



(500 words)

Supplier Response


C 4.1.6 Additional Protection DataDescribe the system’s facilities to record and manage Protection-related data against individuals, including:

i. ASP concerns for a person, including Early Indicators of Concern;ii. ASP orders (e.g. Banning Orders);

iii. Alleged perpetrators.Note that some Orders will need to be maintained with e.g. expiry dates and renewals.(500 words)

Supplier Response


C 4.1.7 Early Indicators of ConcernPlease describe the system’s facilities to record Early Indicators of Concern against service providers, and the activity taken to address these concerns.(500 words)

Supplier Response




C 5 Casework

C 5.1 Casework and Activity with Individuals

C 5.1.1 Casework “Events” ActivityPlease describe how your system will enable DCC to manage casework “events” activity requirements (a) – (e) as outlined.(500 words)

Supplier Response


C 5.1.2 Managing CaseworkDescribe your system’s facilities to flexibly manage casework with a person and how it meets requirements (a) – (h) as outlined.(500 words)

Supplier Response


C 5.1.3 Monitoring CaseworkPlease describe your system’s facilities to assist in regular monitoring of casework as outlined. Please comment on the type of features, e.g. any on-screen mechanisms to assist users to do this. You may wish to refer to your response under C 1.4.10 – End User View.(500 words)

Supplier Response


C 5.1.4 Referring a person to another service or agencyDescribe your system’s facilities to refer a person to a DCC service or to another agency. How flexible is this facility?(500 words)

Supplier Response



C 5.2 Timeline of Activity and Contact (Timeline Events Chronology)

C 5.2.1 Timeline Events ChronologyDescribe the facilities in your system for staff to enter details in the Timeline Events Chronology; how the timeline is “pulled together” or interpreted from other workflows without needing information to be re-entered in the timeline; and facilities to enable staff to view and/or print a full timeline, a timeline between two dates or multiple time periods, or selected timeline entries only.(500 words)

Supplier Response




C 5.3 Chronology of Life Events

C 5.3.1 Life Events ChronologyDescribe your system’s facility to input Life Events and how these can be viewed and/or output as a Life Events Chronology. Your answer should include consideration of relevant and secure access, as well as:

The ability to view the existence of previous Life Events Chronologies and see information entered on when and why they were created;

The flexibility to use the person’s Timeline Events Chronology and any previous Life Events Chronologies to create a new Life Events Chronology;

How Life Events Chronologies are managed within a person’s case records.(500 words)

Supplier Response




C 5.4 NOCI Financial Assessment

C 5.4.1 Financial Assessment Recording and CalculationDundee City Council carries out financial assessments for persons in a number of different circumstances, e.g. single person, couples, single person or couple with dependent children, and these factors need to be taken into account in the assessment, e.g. in relation to income disregards. DCC also allows a child’s DLA to be linked to an adult NOCI where the child is in receipt of a chargeable service. Please describe your system’s facilities for recording a person’s financial assessment details and calculating their NOCI, as detailed above, taking into account relevant personal circumstances.(500 words)

Supplier Response




C 5.5 Group Activity / Group Recording

C 5.5.1 Group Activity RecordingPlease describe your system’s facilities to record group activity, casework and group recording including items (a) – (e) as outlined.(500 words)

Supplier Response




C 5.6 Single View for System Users

C 5.6.1 Viewing Person DataPlease describe how your system would enable us to easily access the full range of person information, casework and other activity, including:

i. Facility to view all contacts/interaction with a person e.g. home visits; services provided; person activity of engaging with services, activities and projects; staff contacts (emails, telephone calls, meetings);

ii. Facility to easily extract person’s address history;iii. Facility to easily extract a person’s history of legal processes (reports, hearings,

court appearances, statutes);iv. Facility to easily extract person’s address for letters, reports and mailshots.

Please include description of how this facility is controlled and/or access restricted based on the system user’s role and permissions.(500 words)

Supplier Response


C 5.6.2 Configuring Person Information DisplayedIs it possible to configure the information displayed for a person, e.g.

a. For an individual worker?b. For a team?

Please detail how this could be done, who would control this and how much flexibility this facility has.(500 words)

Supplier Response


C 5.6.3 Tools for Client EngagementPlease comment on any tools or facilities your system can offer to support this type of additional engagement with clients.(500 words)

Supplier Response




C 6 Service Providers and Service Provision

C 6.1 Service Providers (previously known as “Resources”) and Service Management

C 6.1.1 Resources (Service Providers) ManagementDescribe your system’s facilities to record and manage details of service providers, both individuals and organisations. Please include details of how these records are used within the system and any limitations.(500 words)

Supplier Response


C 6.1.2 Managing ServicesDescribe your system’s facilities to record and manage details of services. Please include reference to Free Personal Care and recording of services from external providers.(500 words)

Supplier Response


C 6.1.3 Log of Services - Commissioned, Planned and ActualPlease describe your system’s facilities and features available to enable us to record this type of comprehensive log of services. Please include details of any restrictions or limitations.(500 words)

Supplier Response


C 6.1.6 Archiving, Billing and ReportingDescribe your system’s features available to support archiving and comprehensive reporting for services, in particular with reference to the very large number of data records there are likely to be for services.(500 words)



Supplier Response


C 6.1.7 Single Person View of Providers and ServicesDescribe your system’s facilities to enable DCC to set up this “single screen” type view to see a person’s Provider and Service details in one place.(500 words)

Supplier Response


C 6.1.8 List of “Other” ServicesPlease describe whether your system is able to offer the facility to record and manage a list of “Other” services as outlined, and how this would integrate with the Log of Services (see C 6.1.3).(500 words)

Supplier Response




C 7 Person Support

C 7.1 Support Planning

C 7.1.1 Creating and Managing PlansPlease describe your system’s facilities to enable us to create, review and copy forward support plans as outlined. Please comment on the flexibility of plans and any limitations.(500 words)

Supplier Response




C 7.2 Recording and Monitoring Support

C 7.2.1 Recording Care Package DetailsPlease describe your system’s facilities to enable us to record care package details including items (a) – (g) as outlined.(500 words)

Supplier Response


C 7.2.2 Recording SDS option selectedPlease describe your system’s functions available to enable SDS options to be recorded, maintained and reported on.(500 words)

Supplier Response




C 7.3 Calculation of Care Package Funding

C 7.3.1 Calculating FundingPlease describe your system’s facilities to provide an Equivalence Model calculator and to manage the funding calculations as noted above. Please also detail any other calculation models available, and how much flexibility your system has around calculation, should DCC wish to change the calculation model in the future.(500 words)

Supplier Response




C 7.5 Financial Monitoring of Direct Payments

C 7.5.1 Direct Payments – Additional Care Package DetailsPlease describe your system’s facilities to record these additional Direct Payment care package details.(500 words)

Supplier Response


C 7.5.2 Financial Recording of Direct PaymentsPlease describe your system’s facilities to manage the recording of Direct Payments. (500 words)

Supplier Response


C 7.5.3 Authorisations and Generation of Payment DataPlease describe how your system will meet these requirements to manage the administration of Direct Payments.(500 words)

Supplier Response


C 7.5.5 Financial MonitoringPlease describe your system’s facilities to enable us to monitor the financial details for recipients of Direct Payments, with reference to items (a) – (f) as outlined.(500 words)

Supplier Response


C 7.5.7 Care Diary/Timesheet Recording



Please describe your system’s facilities to enable this to be recorded by system users. (500 words)

Supplier Response


C 7.5.8 Additional Monitoring FeaturesPlease describe your system’s additional monitoring features, with reference to items (a) – (h) as outlined.(500 words)

Supplier Response




C 7.6 Assessments, Reviews and Outcomes Monitoring

C 7.6.1 Recording Assessments (with Outcomes)Please describe how your system meets the requirements to record assessments as detailed, and in particular the flexibility available to work with different assessment tools which are likely to change in the future.(500 words)

Supplier Response


C 7.6.2 Monitoring, Reporting and Visibility of AssessmentsPlease describe how your system meets the requirements for monitoring, reporting and visibility of assessments.(500 words)

Supplier Response


C 7.6.3 Outcomes MonitoringPlease describe the facilities or tools available in your system to set, monitor, track and compare outcomes.(500 words)

Supplier Response


C 7.6.4 ReviewsPlease describe your system’s facilities to support recording of review information.(500 words)

Supplier Response




C 8 Children’s and Family Services

C 8.1 Looked After and Accommodated Children

C 8.1.1 Maintaining Looked After InformationPlease describe your system’s facilities to record and maintain Looked After information.(500 words)

Supplier Response


C 8.1.2 Maintaining Legal Details for Looked After ChildrenPlease describe your system’s facilities to fully record and manage the legal details for Looked After Children.(500 words)

Supplier Response


C 8.1.3 Maintaining Placement Details for Looked After ChildrenPlease describe your system’s facilities to record a child’s Looked After placement details and cross-reference these with address history.(500 words)

Supplier Response


C 8.1.4 Recording LAC Review informationPlease describe your system’s facilities to record and maintain LAC Review information. (500 words)

Supplier Response




C 8.1.5 Recording Additional Information for Children who cease to be Looked AfterPlease confirm your system’s capability to be set up to record additional information for children who cease to be Looked After.(500 words)

Supplier Response




C 8.2 Fostering Management and Payments

C 8.2.1 Approval of Foster Carers and Adoptive CarersPlease describe your system’s facilities to manage approval of carers, referring to requirements (a) – (c) as outlined.(500 words)

Supplier Response


C 8.2.2 Maintaining Foster Carer informationPlease describe your system’s facilities for recording and managing Foster Carer information, including whether this is the same functional area as applicable under C 6.1.1 for recording and managing Service Provider details or is a separate function.(500 words)

Supplier Response


C 8.2.3 Recording and Monitoring ReferralsPlease describe your system’s facilities for recording and monitoring referrals to residential and foster care.(500 words)

Supplier Response


C 8.2.4 Recording and Monitoring PlacementsPlease describe your system’s facilities for recording and monitoring foster placements. (500 words)

Supplier Response


C 8.2.5 Payments to Foster Carers and Young People



Please describe your system’s facilities for managing payments to foster carers and young people, including how yearly uprates would be managed.(500 words)

Supplier Response


C 8.2.6 Comprehensive ReportingPlease confirm that comprehensive reporting facilities are available as described.(500 words)

Supplier Response




C 8.3 GIRFEC Assessments, Referrals and Child’s Plan

C 8.3.1 GIRFEC AssessmentsPlease describe your system’s facilities to enable us to record detailed GIRFEC assessments.(500 words)

Supplier Response


C 8.3.2 GIRFEC Life Events ChronologyPlease detail your system’s facilities to hold and manage chronologies, covering requirements (a) and (b) and whether your system can offer additional functionality as outlined under (c).(500 words)

Supplier Response


C 8.3.3 Child’s PlanPlease describe your system’s abilities to meet requirements (a) to (c) for the Child’s Plan as outlined.(500 words)

Supplier Response


C 8.3.4 GIRFEC OutcomesPlease describe your system’s capability to record and report on GIRFEC outcomes, meeting requirements (a) to (d) as outlined, and whether the system is able to offer enhancement (f).(500 words)

Supplier Response




C 8.3.5 Recording Stages of InterventionPlease describe how your system would enable us to record this Stages of Intervention data.(500 words)

Supplier Response


C 8.3.6 Multi-Agency Data Sharing and ReferralsPlease describe (i) how your system would meet requirements (a) and (b), either by providing the functionality or by integrating with CTS, and (ii) whether your system can meet requirement (c).(500 words)

Supplier Response




C 8.7 Education School Community Support Service (SCSS)

C 8.7.1 Personalised User InterfacePlease describe your system’s facilities that would enable us to implement a personalised user interface for SCSS staff by role or remit, as outlined.(500 words)

Supplier Response


C 8.7.2 Making and Receiving ReferralsPlease describe your system’s facilities that would enable us to record and manage SCSS Referrals processes as detailed above, which will then interface with other functionality detailed in C 5 – Casework).(500 words)

Supplier Response


C 8.7.3 Children’s ReportsPlease describe your system’s facilities to enable us to set up and manage our Children’s Reports requirements as detailed above.(500 words)

Supplier Response




C 8.9 Offsite Education Service

C 8.9.1 LAC Outwith CouncilPlease describe your system’s facilities to enable us to view LAC information in one place and to record the Outwith Council and Additional Support Needs information, ideally in the same place.(500 words)

Supplier Response


C 8.9.2 LAC LettersPlease describe your system’s facilities to enable the Offsite Education LAC Letters process to be automatically triggered by the appropriate Social Work process.(500 words)

Supplier Response


C 8.9.3 Options Referral ProcessPlease describe your system’s facilities that would support the creation of a revised referral process and management of the Options Group as outlined.(500 words)

Supplier Response


C 8.9.4 Access for Dundee College staffPlease describe your system’s facilities that would enable us to grant read-only access to college staff to see placement information only for specific young people based on the Options placement recommendation.(500 words)

Supplier Response




C 8.11 Schools Work Experience Programme

C 8.11.1 Schools Work ExperiencePlease describe your system’s facilities that would support the creation of a dataset and the implementation of the necessary processes to replace an existing database/spreadsheet used to manage this programme.(500 words)

Supplier Response




C 9 Criminal Justice Services

C 9.1 Criminal Justice Services

C 9.1.1 Maintaining Criminal Justice specific details against clientsPlease describe your system’s facilities to record the additional Criminal Justice specific details as outlined.(500 words)

Supplier Response


C 9.1.3 Recording Client Reports for the Scottish Courts and other agenciesPlease describe your system’s facilities to record and manage Criminal Justice client reports.(500 words)

Supplier Response


C 9.1.4 Recording and Monitoring of Clients’ ActivitiesPlease describe your system’s facilities to record and monitor Criminal Justice clients’ activities.(500 words)

Supplier Response


C 9.1.5 Managing Contact with ClientsPlease describe your system’s facilities to enable Criminal Justice to effectively manage contact with their clients, including any ability to generate SMS and to maintain a client appointment/calendar.(500 words)

Supplier Response




C 9.1.6 Management of East Port House (Bail Hostel)Please describe your system’s facilities to record and manage Bail Hostel work including billing.(500 words)

Supplier Response


C 9.1.7 Recording Client Evaluations and OutcomesPlease describe your system’s facilities to record Criminal Justice client evaluations, outcomes and review information.(500 words)

Supplier Response


C 9.1.8 Court DiaryPlease describe your system’s facilities to enable Criminal Justice to manage their Court Diary.(500 words)

Supplier Response


C 9.1.9 Recording Partnership and Project InformationPlease describe your system’s features which will enable Criminal Justice to record their project activity, including partnership activity with other agencies.(500 words)

Supplier Response




C 10 Adult Services (Community Care)

C 10.2 Residential Homes Management

C 10.2.1 Maintaining Care Home DetailsPlease describe your system’s facilities to manage and maintain Care Home information, and whether it fully meets the requirements (a) – (d) outlined above, and/or the setup needed to enable it to fully meet these requirements.(500 words)

Supplier Response


C 10.2.2 Recording and Managing Placement and Financial Assessment Details for Care Home ClientsPlease describe how your system meets requirements (a) to (p) listed above to enable DCC to record and manage placement and financial assessment details for Care Home clients.(750 words)

Supplier Response


C 10.2.3 Managing Payments to Care HomesPlease describe how your system will enable us to manage payments to Care Homes, as in requirements (a) and (b) as described.(500 words)

Supplier Response


C 10.2.4 Managing Client Billing for Care HomesPlease describe how your system will enable us to manage billing of clients resident in Care Homes, as in requirements (a) and (b) above.(500 words)



Supplier Response


C 10.2.5 Respite in Care HomesPlease describe how your system will enable us to manage recording, billing and payments for respite placements in Care Homes.(500 words)

Supplier Response


C 10.2.7 Generating Standard Letters/Emails and Comprehensive ReportsPlease confirm that the reporting and information production features of your system will meet all the requirements outlined above, and detail any issues or limitations.(500 words)

Supplier Response




C 10.3 Meals Service

C 10.3.1 Meals Management functionality – within the systemPlease give details of whether Meals Management functionality could be provided within your system, and the extent to which the requirements described can be provided.(500 words)

Supplier Response


C 10.3.2 Using a separate Meals systemPlease give details of any Meals systems you have previously integrated with or are accustomed to working with.(500 words)

Supplier Response




C 10.4 Supported Accommodation

C 10.4.1 Recording Supported Accommodation InformationPlease describe how your system would enable us to meet the above requirements 1 and 2 for recording supported accommodation information.(500 words)

Supplier Response




C 11 Finance and Accountability

C 11.1 Corporate Appointeeship

C 11.1.1 Client Financial ManagementDescribe the facilities in your system to enable us to record transactions and manage finances for Corporate Appointee clients, including tracking of account balances, as described above.(500 words)

Supplier Response




C 11.3 Non-Residential Billing

C 11.3.1 Collating Billing InformationPlease describe your system’s facilities for collating chargeable services on the four-weekly billing cycle and sending this information to the corporate finance system to be produced as a single invoice. Facilities should include:

i. Maintenance of billing information – charges, payment periods, invoice records and adjustments;

ii. Acceptance of files from other systems for fully chargeable OR NOCI-dependent charges (see details in next requirement below – C 11.3.2);

iii. Generate correct charging information based on the NOCI and type of service as a single calculation on a four-weekly basis;

iv. Generate output file and send to corporate finance system (Civica Financials) for invoice production;

v. Link with Revenues system to identify clients in receipt of a benefit which exempts them from charges, currently Council Tax benefit only.

(500 words)

Supplier Response




C 11.5 Contracts and Contract Management

C 11.5.1 Managing ContractsPlease detail your system’s facilities for managing contracts, from Fostering to large block contracts for service provision.(500 words)

Supplier Response




C 11.6 Spend Analysis

C 11.6.1 Spend AnalysisPlease detail your system’s capabilities in capturing and summarising the financial commitments of the cumulative total of services provided to service users against each of the service types including service users’ contributions.(500 words)

Supplier Response




C 12 Portals, Collaboration and Integration

C 12.1 Client Portal

C 12.1.1 Establishing a Client PortalPlease advise if you are able to implement a Client Portal, including at minimum visibility of a person’s basic and demographic details and any currently allocated workers, and how you would propose to manage authentication for this.(500 words)

Supplier Response


C 12.1.2 Integrating Client Portal with Existing Secure AccessPlease detail how it would be possible to integrate the system’s Client Portal with other secure account areas, for example DCC’s existing Secure Authentication access on the corporate website, and the “myaccount” area of our new OLM MyLife website. Would it be practical to integrate in a way that clients did not need to manage an additional login and password?(500 words)

Supplier Response


C 12.1.3 Client Portal FacilitiesPlease advise whether your system and its Client Portal would be able to:

i. Make available to the client the full list of services they are receiving;ii. Enable the client to view previous Assessments and Reviews, and to complete

Assessments and Reviews using the portal; andiii. Enable the client to interact to input their Direct Payments details (see below).

Please include in your response any issues and limitations.(500 words)

Supplier Response


C 12.1.4 Tailoring Information Displayed in Client Portal



Please describe how your system’s portal would enable DCC to tailor the information available for a client to view – for example, some clients may not wish to see the financial information about their services.(500 words)

Supplier Response


C 12.1.5 Portal Access for Client RepresentativesPlease describe how your system’s portal would enable a client’s representative(s) to view the client’s details, including details of any different levels of access and information.(500 words)

Supplier Response




C 12.2 Multi-Agency Portal

C 12.2.1 Establishing a Multi-Agency PortalPlease advise whether your system could provide a multi-agency portal facility to enable partner agency staff to view client details. How would you propose that authorisation and access is managed? Would this facility have any restrictions or limitations?(500 words)

Supplier Response


C 12.2.2 Multi-Agency Portal FacilitiesPlease advise whether a multi-agency portal facility could be expanded to allow other agency staff to contribute data via the portal, e.g. to a multi-agency chronology (see C 8.3.6 – Multi Agency Data Sharing and Referrals for GIRFEC).(500 words)

Supplier Response




C 12.3 Collaborative Working

C 12.3.1 CollaborationPlease describe how your system currently does and will further support this legislative and business need for collaborative working.(500 words)

Supplier Response




C 12.4 Integration and Interfacing

C 12.4.1 General ApproachPlease describe your general approach to integration/interfacing with other systems, which may include:

i. DCC’s in-house developed systems;ii. DCC’s third party systems;

iii. Other agencies’ systems.

Please give an outline of your general approach and detail whether development of integration/interfaces listed below will be included in the tender costing or incur extra costs, and the costs and timescales associated with any future integration requirements. (500 words)

Supplier Response


C 12.4.2 Citizen AccountDescribe the model you would propose for your system using and/or integrating with the Citizen Account data, e.g. using the Citizen account as source data including use of the citizen ID as primary key, cross-referencing, live or batch feeds, web services, etc.). (500 words)

Supplier Response


C 12.4.3 Client Tracking System (CTS) or AlternativeDescribe the model you would propose for either integrating with CTS or alternatively, describe the functionality your system could offer to replace the “single view” of a child currently offered in CTS.(500 words)

Supplier Response


C 12.4.4 Cross-Referencing for Reporting PurposesDescribe the facilities available to (1) cross-reference and link data to other systems and (2) enable information staff to create reports across data from both this system and the



linked system.(500 words)

Supplier Response


C 12.4.5 Corporate Address GazetteerDescribe how you would expect to integrate with our Corporate Address Gazetteer (CAG) for all addresses held in the system.(500 words)

Supplier Response


C 12.4.6 Integration with Health Service SystemsPlease describe how you would propose to address integration with Health systems for multi-agency working, including the feasibility and timescales of integrating with Health Service systems, and the potential for providing a “single client view” function as described in C 3.4.(500 words)

Supplier Response


C 12.4.7 Protecting People MessagingPlease describe how you would propose to implement

Child Protection messaging; Adult Protection messaging.

(500 words)

Supplier Response


C 12.4.8 Transfer of Commissioned Service dataPlease describe how you would integrate and transfer commissioned service data to the



electronic monitoring and scheduling system.(500 words)

Supplier Response


C 12.4.9 Transfer of Payment data to corporate financial systemPlease describe how you would propose to send payment information to the corporate financial system in order for payments to be made (1) to individuals, e.g. Direct Payments and payments to Foster Carers and young people and (2) to Residential Homes.(500 words)

Supplier Response


C 12.4.10 Integration with SEEMiSPlease describe your system’s facilities to interface with SEEMiS, and detail how you would propose to approach this, for sharing LAC data and the Child’s Plan. Please detail any issues or limitations expected for this integration.(500 words)

Supplier Response


C 12.4.11 Integration with other systems for Non-Residential BillingPlease describe how you propose to meet the requirements for integration with other systems for use in the non-residential billing process, covering (i) import of billing data for inclusion and (ii) checking Revenues system for receipt of a benefit which would exempt the client from charges. Please include details of whether you anticipate that Actual service provision data would be imported into the system where this may be available (e.g. from Call Confirm Live, PNC6), and any difficulties or issues you anticipate around this requirement. Include also any direct experience or understanding of interfacing with the Department of Work and Pensions in particular relating to universal credit.(750 words)

Supplier Response




C 12.4.12 Transfer of Billing data to corporate financial systemPlease describe how you propose to send billing information to the corporate financial system for Non-Residential Billing, Residential Billing and any additional billing process that may be introduced.(500 words)

Supplier Response


C 12.4.13 Integration with Housing systemPlease describe how your system would integrate with the Housing system and any issues or limitations.(500 words)

Supplier Response


C 12.4.14 Integration with HR systemDoes your system offer the facility to link to our HR system (ResourceLink) to ensure that team structure within the system mirrors the actual Department structure? Please detail how you would expect this to work, and the system user involvement required to verify changes.(500 words)

Supplier Response


C 12.4.15 Potential Integration with other systems for Criminal Justice ServicesPlease comment on the feasibility of Dataset Linking Integration with the various systems/agencies as described in C 9.2.1. Describe the approach you would propose for integrating/interfacing Criminal Justice where possible, including detailing any issues and limitations, and any additional costs arising from this area including for investigation stages.(500 words)



Supplier Response




4 Financial Responses

Please provide pricing options based on one or more of the following models. Complete one copy of the table overleaf for each option you are offering.

For each option offered, please clearly describe what is being offered for each price (please refer to section C, part 13 re support to avoid repeating info if required).

AHosted and Managed by Supplier

BHosted by Supplier and Managed by DCC

CHosted by DCC and Managed by Supplier

DHosted and Managed by DCC

Hosted by Supplier indicates that all DCC access will be via a web browser or other tool, over the internetHosted by DCC indicates installation on DCC’s servers and network.

Managed primarily (but not exclusively) means responsibility, for example, arranging and carrying out security and version upgrades, uptime application and database maintenance, etc.

Note: For clarity, please describe what you “mean by” and/or “would include” in your managed service.

The costings should include:

Hosting Services Data Handling and Validation Solution Review Process Software licences (please clearly describe different options and costs including any database

licensing, if applicable) Application-related consultancy services (day rates or packages) (please break down by different

types of service if applicable) Software support and maintenance (please describe different options and costs, if applicable, and

clearly state what is included in the price for each):o Service Desko Maintenance service for software applicationso User Support

Please NoteThe current number of users may increase due to changes in business requirements over time – in particular due to increases in multi-agency working and integration - our preferred licence model is therefore for unlimited users. Describe clearly any alternative licensing to this in your proposal. It would be appreciated if the supplier could also describe any payment plan options they may offer for the quotes provided.



Financial StatementSupplier

Hosting and Management A / B / C / D

Description / Name of Option (if applicable)

Fixed One-Off Costs

Description Cost Price

Total Initial Cost

Yearly Costs

Description Amount State clearly what this covers e.g. number of users, hours of service etc. as appropriate

Total Yearly Cost

Yearly Cost x 5 = Lifetime Cost

Variable Rate Costs

Descriptione.g. consultancy, development, training, project management,

Daily Rate or Package Cost State expectation of number of hours/days required for DCC implementation, or if this applies post-implementation

Estimated Variable Costs



5 Vision Statement

Please give a statement of the vision for your product and services over the next 5-10 years, including: Future developments (you may wish to refer to engagement with the Scottish Government, and

developing use of alternative devices for delivery); Engagement with your user base; Account management; and Working in partnership with DCC.

6 Site References

Please give details of 3 reference sites, with a named contact person and their contact details, where your product is in live use. These should be for UK local authorities. DCC intend to conduct a conference call with these contacts and although we do not intend to plan a site visit we reserve the right to arrange this.


Bidder Response - Appendix 6

MINI COMPETITION UNDER FRAMEWORK AGREEMENT FOR THE SUPPLY OF SOCIAL WORK AND CASE MANAGEMENT

SYSTEM; REF NO: FIN/15/02

SECTION THREETENDER OFFER

TO DUNDEE CITY COUNCIL

Per Chief ExecutiveDundee City Council18 City SquareDUNDEE DD1 3BY

Dear Sir

I, the undersigned, hereby confirm for and on behalf of the Contractor also named below that:

1. The Contractor has examined the Tender Documents incorporating the Instructions to Bidders and the Specification of Requirements and is fully satisfied as to its abilities and experience in all respects to fulfil all the requirements of the Contract.

2. The Contractor hereby offers to make the above supply to the Purchaser, Dundee City Council, in accordance with the terms and conditions contained in the said Tender Documents on the inclusive prices and rates (net of VAT) specified in the Pricing Schedule signed as relative to this Tender Offer and the solution to the Purchaser’s Specification of Requirements set out in the Contractor’s Method Statement(s) also signed as relative to this Tender Offer.

3. The Contractor confirms that this offer is open for acceptance for the period of 120 days from the latest date of Tender Return, namely 13th February 2015.

4. The Contractor makes this offer on the basis of and under warranty as to the accuracy of the Certificate of Bona Fide Tender, Non-Collusion and Compliance with Invitation to Tender signed as relative to this Tender Offer.

5. Where this Offer is made as part of a consortium the Contractors understand that all members of the consortium will require to submit compliant and consistent offers as part of a unitary whole and that all constituent members of the consortium, if successful, would be liable for performance of the Contract jointly and severally.

Signed Date

Authorised Signatory for Contractor

Full Name

Position



For and on behalf of (Contractor’s name)*Company Reg’n No(where applicable)

NAME OF CONTRACTOR:

Address

Phone Fax e-mail

Is this offer part of a consortium bid? Yes/No**If YES, give (a) Name of Consortium; and

(b) name(s) and address(es) of other member(s)

* Ensure that the correct legal name of the Contractor is specified.

** Delete as inapplicable. Note that an offer form with supporting documents must be submitted for each member of the consortium.



MINI COMPETITION UNDER FRAMEWORK AGREEMENT FOR THE SUPPLY OF CONTACT AND CASE MANAGEMENT SYSTEM

(FOR SOCIAL WORK AND EDUCATION SERVICES); REF NO: FIN/15/02

SECTION FOURPRICING SCHEDULE

PRICING REQUIREMENTS

1. Prices quoted in the following Pricing Schedule must be fully inclusive of all costs with the sole exception of VAT.

2. Prices are quoted on the basis of full compliance by the Contractor with the Specification of Requirements.

3. Any estimated quantities referred to below are estimates only and are not warranted so the Purchaser does not guarantee these or any levels of demand or orders.

4. All prices must be quoted as at the last date for return of Tenders.

TO DUNDEE CITY COUNCILTOTAL Excluding Vat £

Signed:

For and on behalf of the Contractor named below relative to the Offer of Tender for the above Contract

Full Name:



Post held:

For and on behalf of (Contractor Name):

Date:



MINI COMPETITION UNDER FRAMEWORK AGREEMENT FOR THE SUPPLY OF CONTACT AND CASE MANAGEMENT SYSTEM

(FOR SOCIAL WORK AND EDUCATION SERVICES); REF NO: FIN/15/02

SECTION FIVECERTIFICATE AS TO BONA FIDE TENDERS, CANVASSING AND COMPLIANCE WITH INVITATION TO TENDER

TO DUNDEE CITY COUNCIL

CERTIFICATION

Bona Fide Tender

The essence of Tendering is that the Purchaser shall receive bona-fide competitive Tenders from all those Tendering. In recognition to this principle I/We certify that this is a bona-fide Tender, intended to be competitive, and that I/we have not fixed or adjusted the amount of the Tender or the rates, prices and percentages Tendered by or in accordance with any agreement or arrangement with any other person.

I/We also certify that I/we have not done and I/we undertake that I/we shall not do at any time, before the hour and date specified for the return of this Tender any of the following acts:-

(a) communicating to person other than the Purchaser, the amounts or approximate amounts of the proposed Tender.

(b) entering into any agreement or arrangement with any other person that he shall refrain from Tendering or as to the amount of any Tender to be submitted.

(c) offering or paying or giving or agreeing to pay or give any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other Tender or proposed Tender for the work any act or thing of the sort described above.

In this certificate, the word ”person” includes any person and a body or association corporate or incorporate; and “any agreement or arrangement” includes any such transaction formal or informal, and whether legally binding or not.

Non-Collusion

The Contractor certifies that it has not canvassed or solicited any member, officer or employee of the Purchaser in connection with the acceptance of this Tender or any other Tender or proposed Tender for the services defined in the Contract Document and that no person employed by me/us or acting on its behalf has done any such act.

It further hereby undertakes that it will not in the future canvass or solicit any member, officer or employee of the Purchaser in connection with the award of this Tender or any other Tender or proposed Tender for the services and that no person employed by it or acting its behalf will do any such act.



Compliance with Invitation to Tender

The Contractor certifies that it has complied and will continue to comply with the terms set out in the Invitation to Tender Document. It unconditionally and irrevocably undertakes that:-

(i) In submitting this Tender it warrants that is of sound financial standing, has sufficient working capital available and that has full power and authority to enter into and carry out the Contract.

(ii) In submitting this Tender it warrants that it has or will have for the commencement of the contract adequate resources in terms of employees, plant and equipment to carry out and fulfil the Contract.

Signed:

For and on behalf of the Contractor named below relative to the Offer of Tender for the above Contract

Full Name:

Post held:

For and on behalf of (Contractor Name):

Date:



MINI COMPETITION UNDER FRAMEWORK AGREEMENT

FOR THE SUPPLY OF CONTACT AND CASE MANAGEMENT SYSTEM (FOR SOCIAL WORK AND EDUCATION SERVICES);

REF NO: FIN/15/02

SECTION SIXRETURNED DOCUMENTS CHECKLIST

Item No of Copies

Attached Documents (Contractor to list) Attached ()

The Tender Offer 1 – signed principal + 1 electronic copy on CD (or equivalent)

Pricing Schedule 1 – signed principal + 1 electronic copy on CD (or equivalent)

Certificate as to Non-Collusion, Canvassing and Compliance with Invitation to Tender

1 – signed principal + 1 electronic copy on CD (or equivalent)

Completed “DCC FIN-15-02 BIDDER RESPONSE.doc” (including Method Statement(s) and responses to requirements)

1 – signed principal + 1 electronic copy on CD (or equivalent)



BIDDERS ARE REMINDED OF THE QUOTATION RETURN FORMALITIES SET OUT AT PARAGRAPHS 11 - 14 OF THE INSTRUCTIONS FOR BIDDERS.


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