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THE PROVISION, IMPLEMENTATION, MAINTENANCE AND SUPPORT OF AN INTEGRATED SET OF

SOFTWARE TO DELIVER THE ENVIRONMENTAL HEALTH,TRADING STANDARDS, LICENSING,

GAZETTEER AND PRIVATE SECTOR HOUSING FUNCTIONS

TENDER SPECIFICATION & RESPONSE DOCUMENT

NAME OF TENDERING ORGANISATION(please insert)

DCC Invitation to Tender of 132 18/05/2023

SUMMARY INSTRUCTIONS AND DETAILS OF CONTRACT

ITEM CONTRACT DETAILS

Procuring Officers:

Peter Shuttleworth, Procurement OfficerTel: 0191 3834108E Mail: [email protected]

Submission instructions:

Electronically using the Office of Government Commerce’s Invitation to Quote System

Date/time for ITQ return:

Completed Tenders must be returned no later than 1700 hours (GMT) on 2 nd

March 2010.


mailto:[email protected]

TENDER RESPONSE DOCUMENT

Suppliers must complete and sign all of the following attached documents:

Instructions to Tenderers

Non Collusive Tendering Certificate

Tender Response


INSTRUCTIONS TO TENDEREERS

BACKGROUNDError: Reference source not found

1.1 Further details of the Council’s needs under the Contract and other relevant information is provided in the Specification.

1.2 If you have any questions or require any clarifications, please contact the nominated Procurement Officer.

1.3 Other than the person or persons identified above, no Council employee or member of the Council has the authority to give any information or make any representation (express or implied) in relation to this Tender or any other matter relating to the Contract.

1.4 Please note that the Council’s responses to any queries or clarification requests may, at the Council’s discretion, be circulated to all.

1.5 The Council reserves the right to issue supplementary documentation at any time during the process to clarify any issue or amend any aspect of the tender. All such further documentation that may be issued shall be deemed to form part of the tender and shall supplement and/or supersede any part of the tender to the extent indicated.

1.6 Bidders must obtain for themselves at their own expense all information necessary for the preparation of their submission.

1.7 Under the Contract the Council will require compliance with its policies. Bidders are advised to satisfy themselves that they understand all of the requirements of the Contract before submitting their tender.

1.8 The bid must be received in accordance with the relevant instructions no later than the time and date indicated.

2. TENDER SUBMISSION REQUIREMENTSError: Reference source not found2.1 Bids must be written in the English language.

2.2 Only one tender is permitted from each interested party. In the event that more than one is submitted by an interested party, the one with the latest time of submission will be evaluated and the other(s) disregarded.

2.3 The tender (including price) should remain valid for a minimum period of 90 days.

2.4 The tender must not be qualified in any way.

2.5 Any signatures must be made by a person who is authorised to commit the interested party to the Contract.

2.6 Your full registered business/name and main office address must also be provided on all documents.


3. CONTRACT DOCUMENTSError: Reference source not found

3.1 Any resulting Contract will be the OGC Framework Agreement Terms and Conditions for Software Application Solutions – Information Management applications - (RM713/L5).

4. EVALUATION AND AWARD Error: Reference source not found

4.1 The Council does not undertake to accept the lowest or any tender and reserves the right to accept the whole or any part of any tender submitted.

4.2 During the evaluation period, the Council reserves the right to seek clarification in writing or by means of a clarification meeting from any or all of the interested parties, to assist it in its consideration of their submissions.

4.3 Short listed tenderers will be required to provide a demonstration of their proposed solution. Selection of the number of short listed companies invited to provide such a demonstration is at the sole discretion of the Council but will be conducted in line with the evaluation criteria. Scores obtained after initial scoring of “hard copy” responses may be adjusted based on the demonstration. Further guidance on this stage is outlined under the award stage of this document. No guarantee is given that all tenderers will be invited to provide a demonstration.

4.4 Pricing

4.4.1 Bidders must complete the Pricing Schedule to provide all of the obligations under the Contract. All Prices shall be stated in pounds sterling and exclusive of VAT and carriage.

4.4.2 Bidders must also indicate all other costs that will be associated with the contract e.g. rates, expenses etc. No claim for additional payment will be considered for items that have not been specified.

5. FREEDOM OF INFORMATION ACT AND ENVIRONMENTAL INFORMATION STATEMENTError: Reference source not found

5.1 The Council is subject to The Freedom of Information Act 2000 (“Act”) and The Environmental Information Regulations 2004 (“EIR”).

5.2 As part of the Council’s obligations under the Act or EIR, it may be required to disclose information concerning the procurement process or the Contract to anyone who makes a reasonable request.

5.3 If Bidders consider that any of the information provided in their submission is commercially sensitive (meaning it could reasonably cause prejudice to the organisation if disclosed to a third party) then it should be clearly marked as "Not for disclosure to third parties” together with valid reasons in support of the information being exempt from disclosure under the Act and the EIR.

5.4 The Council will endeavour to consult with Bidders and have regard to comments and any objections before it releases any information to a third party under the Act


or the EIR. However the Council shall be entitled to determine in its absolute discretion whether any information is exempt from the Act and/or the EIR, or is to be disclosed in response to a request of information. The Council must make its decision on disclosure in accordance with the provisions of the Act or the EIR and can only withhold information if it is covered by an exemption from disclosure under the Act or the EIR.

5.5 The Council will not be held liable for any loss or prejudice caused by the disclosure of information that:

5.5.1 has not been clearly marked as "Not for disclosure to third parties" with supporting reasons (referring to the relevant category of exemption under the Act or EIR where possible); or

5.5.2 does not fall into a category of information that is exempt from disclosure under the Act or EIR (for example, a trade secret or would be likely to prejudice the commercial interests of any person); or

5.5.3 in cases where there is no absolute statutory duty to withhold information, then notwithstanding the previous clauses, in circumstances where it is in the public interest to disclose any such information.

TimetableThis timetable is indicative only. The Council reserves the right to change it at its discretion.

Stage Date(s)/time

Issue of Further Competition 12th February 2010

Submission of Tenders March 2nd 2010

Evaluation of Tenders March 4th -17th 2010

Demonstrations of Short listed Solutions March 22nd-26th 2010

Notification of award March 29th 2010

Contract commencement April 19th 2010


Durham County Council

CERTIFICATE OF NON-COLLUSIONAND NON-CANVASSING

Contract for Software Solution (the “Contract”)]

To: Corporate Director of Resources, County Hall, Durham, DH1 5UL

Date: ___

For the Attention of: Peter Shuttleworth

Statement of non-canvassing

I/we hereby certify that I/we have not canvassed any member, Director, employee, representative or adviser of the Council in connection with the proposed award of the Contract by the Council, and that no person employed by me/us or acting on my/our behalf, or advising me/us, has done any such act.

I/we further hereby undertake that I/we will not canvass any member, Director, employee, representative or adviser of the Council in connection with the award of the Contract and that no person employed by me/us or acting on my/our behalf, or advising me/us, will do any such act.

Statement of non-collusion

The essence of selective tendering for the Contract is that the Council shall receive bona fide competitive Tenders from all Tenderers.

In recognition of this principle, I/we certify that this is a bona fide offer, intended to be competitive and that I/we have not fixed or adjusted the amount of the offer in accordance with any agreement or arrangement with any other person (except any sub-contractor identified in this offer).

I/we also certify that I/we have not done, and undertake that I/we will not do, at any time any of the following acts:

(a) communicate to a person other than the Council, the amount or approximate amount of my/our proposed offer except where the disclosure in confidence of the approximate value of the Tender was essential to obtain insurance premium quotations required for the preparation of the Tender; or

(b) enter into any agreement or agreements with any other person that they shall refrain from tendering or as to the amount of any offer submitted by them; or

(c) offer or agree to pay or give or actually pay or give any sum of money, inducement or valuable consideration, directly or indirectly, to any person for doing or having done or having caused to be done in relation to any other offer or proposed offer, any act or omission.

I/we agree that the Council may, in its consideration of the offer and in any subsequent


actions, rely upon the statements made in this Certificate.

Signed

Name:

Position

For and on behalf of [Tenderer]


TENDER RESPONSE

The Council is inviting tenders for an integrated software system to enable full management of the new unitary Council’s services for Environmental Health, Trading Standards, Licensing, Gazetteer and Private Sector Housing functions The supplier is required to respond to the tender by completion of the following elements:

Provide full details in response to sections 2-25, detailed below, in the extendable grey boxes provided, attaching any additional information as required.

Suppliers wishing to tender for more than one lot are required to complete a Pricing Schedule for each lot.

Complete the ‘Information Explanation’ box against each of the functional requirements detailed in Appendices 1 through to 7. It essential that all information provided for the appendices is stated against the correct box in the grid, and not separately, for ease of evaluation. While some requirements are duplicated across applications, to assist evaluators responses should not simply refer evaluators to previous responses. Suppliers are encouraged to make the maximum use of this opportunity. This information will be considered in the evaluation exercise

The detailed specification (appendices 1 to 7) is segmented to reflect the different modules required.

The requirements of the Licensed Software (‘system’) are detailed in these sections as either:

M Mandatory;

HD Highly Desirable; or

D Desirable.

The Council intends to adapt its procedures, where necessary and practical, to adopt a standard product rather than seek to use a bespoke solution. Modifications that will be adopted by the Company as part of a later release of the base product will be acceptable but bespoke solutions for the Council are not regarded as desirable. However, given the nature of the applications, ideally they will provide facilities for the Council to capture data entities defined by users.

Where suppliers are unable to satisfy a mandatory requirement, it is essential that the reasons, implications and any proposed alternative methods or solutions be set out in the response.

Where suppliers have alternative solutions to methods stated or implied in the specification, they are encouraged to set these out in sufficient detail to allow the Council to evaluate their impact and suitability.

You should refer to the line item reference in the Pricing Schedule should any item involve an additional cost to that for which you have provided for in the module price.


1. CURRENT POSITION

Prior to 1st April 2009 a two tier Authority structure was in place comprising of:-

Durham County Council Durham City Council Sedgefield District Council Chester-le-Street District Council Derwentside District Council Easington District Council Wear Valley District Council Teesdale District Council

The new unitary Durham County Council (“the Council”) is procuring a new ITC system and is seeking solutions for a Microsoft Windows client-based, up to date system that will meet current and future business needs, is fully PARSOL compliant and which will communicate and interact with other systems used by the Council. The procured system will replace the existing systems and databases used in the former District Councils.

The solutions to be covered are:

Environmental Health Trading Standards including Animal Health Licensing Gazetteer Management System Private Sector Housing Mobile working

For the proposed functionalities:-

Chester-le Street District Council and Durham City Council currently use CAPS IDOX

Derwentside District Council, Teesdale District Council and Wear Valley District Council use Northgate M3

Durham County Council, Sedgefield District Council and Easington District Council use Civica APP

Lalpac is currently used in Chester-le-Street District Council, Derwentside District Council and Teesdale District Council for Licensing

The system must deliver high standard Management and Performance Information and be capable of future development in line with legislation and changing circumstances.

The primary objective for the proposed contract is the creation of a viable relationship with the chosen Supplier to achieve modernisation of systems and service delivery. The contract will be based on making best use of the Council’s and the Supplier’s respective skills, strengths, experience and resources, underpinned by a shared sense of commitment and purpose towards the Council and the needs of its Environmental Health, Trading Standards, Licensing, Gazetteer and Private Sector Housing customers.

The Council is seeking proven, robust applications with a wide and strong customer base, capable of ensuring the future viability of the product for both the supplier and the


customer. It is therefore expected that there will be established core group of customers of the systems using the proposed versions of the application, with an associated User Group to act as a forum for discussion, a monitoring body for system quality and to prioritise future enhancements.

The Authority has commitments to meet its carbon reduction targets and as such provide a preference to any solution that is supported when running on a virtualisation platform such as HyperV or VMWare.

1.1. User Numbers

The system will be required for use by staff in several service areas of the Council located at various venues throughout the administrative area of the County Council.

Total number of system users 191

Note When quoting costs, suppliers should clearly state whether licences are allocated on a concurrent-user or a per-seat basis, and also indicate the cost of additional licences.

1.2. Processing Volumes

Environmental Health and Trading StandardsCurrent Estimate (p.a.)

Service Requests/Complaints 1700

Inspections 6000

Licences 4500

Accidents 360

Infectious Diseases 1200

Notices 2000

Samples 2300

Private Sector Housing (Grants and Loans)Enquiries 1200Approvals 800

Visits 2500

Payments 1400

Contractor details 80

Private Sector Housing (Empty Homes and Landlords Initiatives)Service Requests-Empty Homes 500

Service Requests/complaints-Housing 6000

The new system must be able to accommodate the current level of users and transactions with capacity to handle planned increases in these numbers. In addition up to 6 years history is to be retained on the new system.

The supplier should be able to provide a full range of implementation services to ensure the smooth delivery of a total solution.


Note The evaluation of potential solutions will take account of whether the supplier has successfully delivered the equivalent or greater functionality in a similar environment elsewhere and successfully migrated more than one current database to the new database, e.g. a Local Authority operation with similar volumes of users and transaction


1.3 Software Systems in Use:

Former Authority

Environmental Health

Trading Standards

Licensing Private Sector

Housing

Environmental Services

Street Scene Planning Building Control

Other

Chester le Street CAPS

-LaPac CAPS CAPS CAPS

DerwentsideNorthgate M3

-

Durham CityCAPS - IDOX

-CAPS - IDOX CAPS - IDOX CRM CRM CAPS - IDOX CAPS - IDOX

Durham County

-Civica APP

LAEMSFSS

AMESAMLS

- - - - - -Scientific Services -

AIS LIMS and FSS

EasingtonCivica APP

-Civica APP Civica APP CMS Civica APP

CRMNorthgate

SX3Northgate

SX3Sedgefield

Civica APP-

Civica APP Civica APP CRM CRM Datawright Datawright

TeesdaleNorthgate M3 - Lapac - CRM CRM - -

Wear ValleyNorthgate M3 - Northgate M3 Northgate M3 Northgate M3 Northgate

SX3Northgate

SX3

Food Surveillance System is a national database owned and run by Food Standards Agency. Food enforcement officers enter sample details onto the software, these are done on a national server and downloaded to the lab which links the FSS with the lab database. Sample results and reports are entered in the lab and uploaded to the FSS via internet links. FSS annual returns are generated in the database.

FSA are still working with main enforcement software companies to get a link established between the two systems to avoid double entry of information.

In Scotland the FSS database holds all the results of both food standards and hygiene analysis. In the rest of the UK it currently holds only standards information but work is ongoing with HPA to get a link from them.


2. GENERAL FUNCTIONALITY

The supplier should provide an outline response to each of the following general functionality items:

Architecture:

Fully describe how your system is architected including database and server requirements

Please describe how your system can be architected for high availability and whether additional charges are required to develop the system to support full business continuity

Please describe how the system is licenced and outline the costs of any additional modules so that the council is aware of future costs should it wish to expand the system for use in other service areas.

Navigation around the system:

Navigation around the system should be structured and intuitive, and lead the user from one aspect of functionality to another;

Similar items of functionality should be grouped together;

The system should be Windows-driven with context-sensitive online help.

User management/audit trails: Supervisory staff should be able to monitor system usage at both workstation

and user level e.g. whether currently active, how long active in current session;

Transactions processed in current session/data;

Audit trails must be available on all system update transactions.


Environments: The system should have separate Live, Test and Training

environments available

System Security: There must be a comprehensive security system incorporating a

facility to allow user defined access control and maintenance at screen and task level;

Accurate and up to date information is required for the operating and maintenance of the security function both at user and technical level;

The system must comply with Industry Security Standards.

Archiving: The system must allow for the archiving of records, in line with user defined options

.

Document and letter production: The system must allow for data to be extracted to MS Word to produce ad hoc and mail merge documents, or to Excel for spreadsheet analysis.


Diary: The system must allow for a history/schedule of activities/contacts

etc to be recorded by officer for each case.

Document Management System: The supplier should state whether each application includes any

form of electronic document management system but should also outline the cost and capability of linking to a third party EDMS.

Miscellaneous: The system will use the Authorities LLPG to retrieve its address

information directly and must therefore be BS7666 compliant, conform to the NLPG data entry conventions and the latest DTF. The LLPG resides at present within an Oracle database and any costs associated with integration must be included in the pricing schedule

Multi-currency processing: The system must be able to support multi currency transactions, in

particular for Euro processing.


3. GENERAL SYSTEM REQUIREMENTS

This section covers the general requirements for all system modules and describes the overall appearance and nature of the system required.

The Council requires a system with a consistent, menu-driven, style across all modules, where appropriate menus and screens are loaded automatically at logon with easy navigation suitable for both the expert user and the less experienced. The Microsoft Windows approach to resizing, minimising and repositioning is preferred on the desktop and the system must support a web browser user interface. The system should provide context-sensitive help facilities and effective data validation.

Suppliers should outline customisation facilities where these are provided and should indicate whether custom changes are retained with system upgrades and whether any data items added will be available to reporting facilities and/or third party reporting applications.

It is envisaged that key users will administer the system, set parameters, control access and schedules, and manage codes within the system. It must be possible for key users to define system calendars and schedules and for repetitive functions to be automated.

The integrity of the system must be ensured at all times across all modules and it must provide a full audit trail. It must provide flexible archiving facilities and needs to be able to cater for up to six years of historical data for some areas.

The system will provide drill-down facilities with reports being made available on screen or paper as required. The system will provide standard reports and the facility for users to define their own.

4. PRICING SCHEDULE

All prices should be the full costs of providing the system unless a price per day is shown against an individual item.

Schedule of individual modules of the system required to meet the Specification, together with operating system software and ancillary software. Charges should be shown for each module on an initial cost including all first-year licence charges and annual charge thereafter.

Companies are requested to note that whilst it is the expectation of the Council to acquire modules to meet all of its functions set out in this document, the Council reserves the right to decline to take any one or more of the modules and to reduce the total sum under this tender by the price quoted below for any such module(s) not purchased.

The supplier will be responsible for ensuring that the installation and implementation of the


system results in a secure, reliable, fully functional system performing in accordance with the requirements stated in the specification and operated by adequately trained staff.

A full Payment schedule linked to milestones within your implementation plan should be provided, confirming when you anticipate you would be invoicing the Council for each element of the project duly delivered to include all items of cost.

The Council reserves the right to decline to take any of the elements of the pricing schedule and to reduce the total sum under this tender by the price quoted for any such element (s) not purchased.

4.1 Modules necessary to achieve Project Objectives

Modules(and other necessary supporting

licences)

Initial Licence(including all first year

charges)

Annual Licence


4.2 Cost of any enhancements, interfaces and bespoke developments required to satisfy the specification

Specification item reference

Detail Initial Cost Annual Maintenance

cost

TOTAL


4.3 Mailmerge costs

The supplier is expected to understand letters commonly required across authorities by business area – and should indicate how many standard mailmerge templates will be supplied and/or how many days consultancy or user days are required to set up the mailmerge letters.

Application Mailmerge detail Cost

4.4 Report costsThe supplier is expected to understand report requirements commonly required across authorities by business area – and should indicate how many/what standard reports are provided and/or how many days report writing support is required for each application.

Application Report detail Cost

4.5 Implementation CostsSystem configuration represents a significant element of consultancy. Suppliers will be responsible for providing comprehensive system configuration documentation to reflect how the system is implemented and to show how subsequent configuration changes can be carried out by our own system administrators.

Detail(including number of days)

Cost(day rate)


4.6 Training Costs

The volume of training is a challenge and potentially a significant element of the project cost. Suppliers will ensure that high quality training is delivered and supported by comprehensive training materials – so that repeat training sessions will not be necessary. Please provide a breakdown of training costs with alternative approaches

Detail(including number of days)

Cost(day rate)

4.7 Data Conversion

Please indicate a day rate for any additional support that the Council may require for the task of data conversion. Please also provide an indication of the scale of resource needed for a data conversion exercise involving merging various sets of systems.

Detail Cost


4.8 Additional Resources

Please provide indicative day rates for any additional resources that the Council may need during the implementation period.

Detail Cost

4.9 Public access costs

Please provide a breakdown of costs by application for public access facilities

Detail Cost

4.10 Mobile / Remote working

Please provide costs for mobile and remote working options

Detail Cost


4.11 Any Other Costs

Please detail any other costs either initial or on going which might be applicable including expenses.

Detail Cost


5 HARDWARE

5.1 Hardware Configuration & Sizing

You are required to consider the Council’s data volumes and overall requirements and to submit details of the hardware specification, file, print and network server requirements, memory requirements and printer specifications recommended for your system. The system should allow for 3 environments, Live, Test and Training.

The information should include details of the configuration, the operating system, data storage requirements and communications protocol. Particular reference should be made to any necessary servers with recommendations about appropriate siting of these, to maximise resilience and operational efficiency and business continuity recommendations.

The Company should supply the expected requirements for network processing.

The Company should provide details of the software (with version numbers) being proposed by the Company; including operating system, database, report writing tools, search software and web enabling.


6 PROJECT PLAN, TIMETABLE AND APPROACH TO IMPLEMENTATION

The completed project will deliver an integrated suite of state of the art business applications that help the Council to meet business transformation objectives – addressing customer impact, organizational productivity and new approaches.

The size and complexity of the whole project may mean that requirement satisfaction is delivered in phases and that some transitional systems and processes may be necessary.

Systems should be capable of processing new and live applications by the beginning of September 2010

Please provide an outline project plan addressing the milestones listed below as a minimum for all systems.

Milestone

Delivery of system (‘Delivery Date’)

Installation of software (‘Installation Date’)

Configuring Live, Test & Train Environments

Data Conversion Testing

Data Conversion Trial Run

Deliver training

Interface testing and implementation(in phases if required)

Business acceptance testing

Complete Live Conversion

Integration of mobile/remote working completed (this may be after the initial go live)

Go Live

Resource implications (both on the part of the Company and on the part of the Council) should also be identified in this section to assist the Council in coming to a view of the total costs of the project.

The Company should outline their planned approach to the implementation of any solutions, including the following:

The options to be considered for implementation;

A high-level project plan for the implementation;

Details of their quality control and assurance activities;

The Company should also detail their methodology for implementation;

Definitions of the Company’s and the Council's responsibilities;

Detailed information on the procedures for system testing;

Detailed information on acceptance testing and formal signing off procedures.


7 CONVERSIONThe Supplier should describe their proposed process for converting from 4 systems over 8 sites into one unified database/system including:

Project planning of data conversion;

Extraction of existing data from each current system including historical data as required;

Identifying and arranging for all data cleansing; Reconciliation of all data transferred from legacy systems into the new application

Co-ordinate and oversee the archiving of existing data;

Provide archive data on suitable storage media enabling users to have ready access;

Provide adequate controls and reconciliation routines to ensure all required data has been converted.

The supplier should provide:

The full costs for carrying out this conversion work, downloads, and then uploading the new system. The costs will be broken down to indicate the costs for each separate requirement.

Details of their experience in converting data from similar systems and volumes.

Prior to the conversion, for Council’s approval, a data conversion plan showing the work to be undertaken and the controls and reconciliations to be implemented to ensure complete and accurate data conversion.

An indication of the possible issues that could occur due to the nature of the Council’s project and data conversion requirements.

An outline of the different conversion approaches that could be taken by the Council. This should include but not limited to a staged approach.


8 ACCEPTANCE TESTINGIt is intended that acceptance testing will be carried out on-site by the Council with the support of the supplier. Testing of the proposed functionality and performance of the system will be carried out to the Council's satisfaction. Acceptance criteria will be agreed with the successful supplier.

In the event of the software failing any part of the test, then the supplier will be given the opportunity to correct this within an agreed time scale and resubmit it for further acceptance testing (to be run in full or part at the Council's discretion). If this system still fails to meet the agreed criteria then the systems will be withdrawn and no charge will be made to the Council.

The supplier should indicate it’s acceptance of this approach and any processes it has in place to support this approach:


9 PERSONNEL

9.1 Key Employees/CostsCompanies are requested to identify and provide a brief résumé of typical key employees that will be involved in the project. Also, identify the degree of control that may be exercised by the Council in project staff selection and retention.

Any additional costs for key project and support staff should be included in the Pricing Schedule.


10 TECHNICAL ISSUES

10.1 Module Relationships

With reference to modular components, please provide a diagram illustrating interface relationships, data sharing and dependencies. This should also demonstrate how your product will harmonise with industry standard local government CRM solutions.


10.2 System Fix TimesSystem changes to remedy errors and any support provided to work-around or correct system errors will be provided as part of standard maintenance and support and will not incur additional charges. Companies are requested to outline their service offering(s) below covering response and fix times for each of:

Impaired system performance affecting critical business functions (‘Business Critical Problem’);

Impaired performance of a less critical nature;

Other upgrades or cosmetic changes required.


10.3 Maintenance

The Company shall provide details of their proposed service level agreement for maintenance.


10.4 Escalation Procedures

Please state what escalation procedures would apply to the support process.The supplier should provide a copy of the proposed support and maintenance terms and conditions.


10.5 Modifications

The Council intends to adopt a standard product rather than seek to use a bespoke solution. Modifications that will be adopted by the supplier as part of a later release of the base product will be acceptable, but bespoke solutions for the Council are not regarded as desirable.

(a) Please outline your policy on software modifications and upgrades in general and in the following cases:

Modifications arising from the need to meet current user requirements;

Modifications arising from the need to meet future user requirements;

Modifications arising from product development;

Modifications arising from changes in legislation;

Modifications arising from changes to local government performance management needs

The Company needs to show in each case:

How modifications are effected;

How the product is subsequently tested;

The basis on which such modifications and upgrades would be charged.


(b) The Company should also confirm whether the following are provided and indicate any associated costs:

Updated software;

Updated documentation;

Additional training;

Implementation support;

On-going maintenance and support;

Consultancy.

These costs should be indicated in the Pricing Schedules.


(c) The Company shall indicate the level of effort being expanded on development of any enhancements to the software. The timescale for any planned upgrades shall be indicated.


11 IMPLEMENTATION & SYSTEM SUPPORT

The Council seeks to gain maximum benefit from any possible skill transfer during the installation and implementation phases of this project and would welcome proposals from the Company as to how this might be achieved.

The Company shall provide details of the support it offers as part of the contract to supply software, and of what is expected from the Council. The information should include the following:

An indication of the tasks and level of personnel available from the Company and the number of days these personnel would be supplied as part of the contract;

Details of the level and number of support staff who will be available on site in Durham, to support the implementation;

The Company shall also quote a daily charge rate for personnel, if additional assistance is required - this information should be included in the Pro Rata section of the Pricing Schedule;

Details of any on-site and telephone support provided, with response times for each and an indication of the method used to prioritise support calls;

Details of the level of post-implementation support provided;

The level and skills of Council employees required to support the implementation of the system (including IT and application area specialists, Service Managers, end users);

Recommendations of the structure, numbers, level and skill sets of Council employees required to support the system after implementation (including IT specialists, system control teams, internal helpdesk functions, etc).

The supplier should provide a copy of the proposed supply and implementation terms and conditions.


12 DOCUMENTATION AND MANUALS

The Council require access to view system documentation for audit and inspection purposes, prior to reaching contractual agreement.

Companies are requested to submit details of the type of documentation, (technical and user), provided with their system and the media used to supply it. If hard copies are provided, provide details of the number of copies, any copy restrictions and any procedures for obtaining additional copies if necessary.

Companies should also indicate their policy for upgrading the documentation, including:

How often it is updated;

How this is provided to customers.


13 TRAINING

The Council is strongly committed to the effective training of all staff and is of the opinion that with any change of the processes and procedures to the scale proposed would require a significant level of training so that all staff are productive as soon as possible following the implementation of new software.

The supplier will outline alternative approaches to training which may cover:

Location

Size of group

Cascade or supplier led training

Training database and environment

Outline training plan

Use of ‘floor walkers’ during the implementation period

Information on costs (to be included in the Pricing Schedule) The skills required if the Council employees are expected to need to tailor

the system or to use system tools to develop the way it is used in the future.


14. Warranty Period

The Company should give full details of their standard warranty conditions.

The Company's undertaking to correct any software errors, response times for error correction, and length of the warranty period and commencement date should be stated.

The impact on the warranty of tailoring of the package by either the Companies or an approved third party shall be indicated.

Target response times for customer queries should be indicated.

The Company shall indicate costs in the Pricing Schedule for extending the warranty period in increments of one year.


15. PURCHASE OF LICENCE AGREEMENT

The Council needs flexibility in its licensing arrangements, both in terms of hardware platform and location, either of which may change from time to time.

The Company should provide details of the Title or Licence to the software (for example, site, machine or other type of licence and what is supplied as standard and non-standard).Please provide a copy of your proposed licence agreement.


16 Special Requirements

Please indicate any special requirements needed in order to support your product.


17. ACCESS TO SOURCE CODE

In the event of difficulties resulting in vendor support becoming unavailable, the Council will require access to the system source code (both standard and enhanced). Companies are invited to set out their response below:


18 PUBLIC ACCESS

The supplier should outline the architecture of the proposed public access solution, the costs for which should be provided in section 4.9, in particular:

Implementation language/technology (e.g. Java. ASP.NET etc) Accessibility (requirement is WAI level AA) Cross browser compliance Adherence to modern web standards (HTML/XHTML, CSS) Provision of recent (web 2.0) features (RSS) Provision for adjustment of layout/styling/branding by the Council Provision for adjustment of functionality by the Council Whether or not text only is implemented

The supplier should outline its approaches to interoperability, particularly with respect to: Published API’s Single signon Launching system’s UI pre-populated with context to perform a specified function

e.g. (1) Launch a web-based UI; (2) Pass parameters (e.g. login token, customer name/address, CRM case number, function to perform); (3) Navigate to function within UI pre-populated with input parameters as relevant; (4) Notify launching application with outcome and original input parameters to give context

Use published API’s (normally web services with XML data schemas) to invoke functionality without the need to launch system’s UI

The supplier should confirm whether:Appearance of web pages will be defined by cascading style sheets which may be edited by the Council, these style-sheets should define all visual characteristics of the site, including:

Font face and size Colours Link behaviour

All wording and prompts on customer interface to be customisable by the Council.

The web pages will support the Council’s own livery and branding, including: Header


Footer Left/Right panels

The web pages will support the insertion and / or adjustment of pages at HTML source level by the Council, in particular metadata, including:

Categorisation (e.g. LGSL, LGNL) Keywords Search engine instructions (e.g. ‘Don’t follow links’)

The supplier should confirm whether: The system is constructed such that customisable elements are separated from

business functionality, such that any style-sheet, wording or HTML adjustments made by the Council should (wherever possible) be retained on upgrades.

These customisable elements should be identified to the Council’s developers. Pages are constructed (prior to customisation by the Council), such that they may

be printed efficiently, without truncation or excess white space. If pages incorporate graphics to convey information, a text only alternative should

be provided.

If help pages are provided (please state), the wording and styling should be adjustable by the Council.


Website Statistics reporting

Suppliers will describe how their software will provide: The means to report on usage (page views and unique visitors) of all public facing

service elements (web pages, xml feeds) The ability to report on access to specific records The ability to report on public usage (page views and unique visitors) of address-

based searches.

Registers

Suppliers will describe how their software will enable registers to be published to the web, (the costs for which should be provided in section 4.9):

Suppliers will indicate if their software is capable of publishing registers and lists as xml feeds in order that external agencies may subscribe to them.

Suppliers will outline how their software provides standard features for handling registers, including:

Customisable summary list, providing sort and filtering functions and a link to a detail page

Search facilities Detail record display Link to attached documents including but not limited to pdf files, Word documents,

digital images


19. PROJECT MANAGEMENT AND QUALITY ASSURANCE

Project Management

Companies will be required to demonstrate how their company will undertake the necessary project management with reference to any industry standards.

QualityThe Company will demonstrate their commitment to quality standards and how their products and processes represent quality products. The Company should also include an outline quality plan for the implementation tasks.

Open SystemsCompanies must state whether their product is designed to meet the E-Government Interoperability Framework (e-Gif). They must generally demonstrate their conformance and commitment to these emerging standards.


20. METHOD STATEMENTS

The Council is particularly interested in addressing a number of general themes and Companies are requested to provide a response to the following questions:

(a) How does the product support local government performance management needs?

(b) How does the proposed system support the concepts of transformational and electronic government?

(c) How does the proposed system facilitate access for members or employees and customers suffering from a disability such as visual impairment?


21. BACKUP, HOUSEKEEPING AND AUDIT

Backup & Housekeeping support

Companies should indicate the backup and housekeeping procedures relevant to their product and indicate any preferences for software for security and archiving purposes.


Audit

The Company should list standard control or system integrity reports produced by the system.

The Company should demonstrate that these reports generated by the system are not capable of being suppressed or amended in any way.


22. USER GROUP

Please provide information on the user group and include the minutes of the last three user group meetings. Is the user group independent? Who is the chair of the group?


23. OTHER RELEVANT INFORMATION

Please set out below any other relevant information that you wish the Council to know, in support of your proposals. Any qualifications you wish to make to the DCC general terms and conditions should also be stated here.


24. REFERENCES

Please provide details of 3 comparable contracts where you have a proven successful track record. These examples should illustrate your experience and expertise in performing similar contracts to this one. The Council may wish to contact some or all of these sites to take up references. Please provide the following details for each reference site:

Site Details of Work Carried Out (including value), version/release number of

software loaded Date of Work Contact Name Contact Phone

Contact E-mail

25. PRODUCT DEMONSTRATIONS

Suppliers should be willing to perform demonstrations of the tendered software release proposed between the 22nd and the 26 th of March 2010. The proposed agenda for the demonstrations is set out below. These sessions will enable the Council to conduct a thorough evaluation of the application software and to test functionality.

Agenda

Overview of system Presentation of software/functionality – How this relates to each service/audience. Questions and answers (where possible these will be provided in advance) Mobile/Remote working

Potential Groups/Audiences to include

Gazetteer Management Environmental Health Trading Standards Licensing Private Sector Housing IT Services Technical Staff – Infrastructure, Integration, data conversion. NB: This

session will be a technical session and it is essential that the supplier has technical staff at this session.

All staff – a session to cover additional functionality that could add benefits for the Council.

Length of Session

IT IS ANTICIPATED THAT A DEMONSTRATION LASTING TWO HOURS WILL BE HELD FOR EACH OF THE ABOVE GROUPS CONCURRENTLY.


26. AWARD CRITERIA

Both of the following lots will be marked separately and awarded based on the following criteria:-

Lot 1: Environmental Health, Trading Standards, Licensing, Gazetteer and Private Sector Housing functions

The economically most advantageous tender taking account of the following weightings:-

Functionality/Quality/Service 70% Price and all cost issues 30%

The functionality, quality and service criteria will be assessed on the basis of the following elements which are ranked in level of importance:-

A. Functionality 40%

B. Support and Maintenance Services (these include Response times, quality assurance of updates/upgrades and help desk support) 12%

C. Implementation process and plan 13%

D. Project Management & Quality approach & generic information 5%

SCORING PROCESS

A. Functionality

Within appendices 1 to 7 the requirements of the Licensed Software (‘system’) are detailed in these sections as either:

M Mandatory;

HD Highly Desirable; or

D Desirable.

Scoring will reflect these requirements.


B. Support and Maintenance Services (these include Response times, quality assurance of updates/upgrades and help desk support); C. Implementation process and plan; D. Project Management & Quality approach & generic information Scorings (zero to five) for the Quality Criteria will be applied to the various responses and weightings applied to these scores in line with the Award Criteria. An interpretation of the zero to five scorings is outlined below:

Assessment

Score Interpretation

Excellent 5 Exceeds the requirement. Exceptional demonstration by the organisation of the relevant ability, understanding, skills, resource & quality measures required to provide the supplies / services. Response identifies factors that will offer potential added value, with evidence to support the response.

Good 4 Satisfies the requirement with minor additional benefits. Above average demonstration by the organisation of the relevant ability, understanding, skills, resource & quality measures required to provide the supplies / services. Response identifies factors that will offer potential added value, with evidence to support the response.

Acceptable 3 Satisfies the requirement. Demonstration by the organisation of the relevant ability, understanding, skills, and resource & quality measures required to provide the supplies / services, with evidence to support the response.

Minor Reservation

s

2 Satisfies the requirement with minor reservations. Some minor reservations of the organisation’s relevant ability, understanding, skills and resource & quality measures required to provide the supplies / services, with little or no evidence to support the response.

Serious Reservation

s

1Satisfies the requirement with major reservations. Considerable reservations of the organisation’s relevant ability, understanding, skills, and resource & quality measures required to provide the supplies / services, with little or no evidence to support the response.

Unacceptable

0 Does not meet the requirement. Does not comply and/or insufficient information provided to demonstrate that the Tenderer has the ability, understanding, skills, resource & quality measures required to provide the supplies / services, with little or no evidence to support the response.


DEMONSTRATION

As outlined in Instruction to Tenderers Number 4.3 scores obtained after “hard copy” evaluation may be adjusted upwards or downwards to arrive at the final score, based on the demonstration outlined above. Demonstrations will be used for technical clarification of the original submissions in line with the Award Criteria detailed above.

Tenderers must bring along a team with the requisite skills and abilities to answer questions on any of the questions in the original award criteria.

The evaluation panel will arrive at a consensus score for tenderer requested to provide a demonstration and it is this score which will form the final award score for the entire evaluation process.

The Tenderer with the highest award score will be awarded the contract.

27. SPECIFIC FUNCTIONAL REQUIREMENTS

The specific functional requirements for the various aspects of the system are contained in the attached Appendices. These are:

Appendix 1 Overall System Requirements

Appendix 2 Security and Access Control

Appendix 3 Functional Requirements – Environmental Health, Trading Standards, Licensing and Public Sector Housing

Appendix 4 Management Information including Gazetteer

Appendix 5 Mobile Working

Appendix 6 System Performance Requirements

Appendix 7 Software Support and Maintenance


APPENDIX 1 OVERALL SYSTEM REQUIREMENTS

1.1 Overall Software DesignItem Overall system requirements – Software Design

Detail

M HD D

DCC Use Only

Information/Explanation

1.1.1Systems must run on SQL Server or Oracle.

Please state which database platforms your system will utilise.

1.1.2 Councils preferred operating system is Windows

1.1.3Systems shall be designed to allow constants and options to be accessible and updateable by users with access permissions.

M

1.1.4

Systems will provide a user maintainable codes and descriptions dictionary – that enables new code values and complete new code categories to be added. It will also enable codes to be deactivated and removed from input lists but still be available for reporting

M

1.1.5A facility to apply updates to codes across the application will be provided. (This will be built in to the application or will be done remotely at no extra cost).

M

1.1.6

Support for access to the software should be via several user interfaces, for example:

Windows-based PC Web browser on a PC Handheld devices Kiosk Digital television

M

1.1.7Systems must comply with the Government’s e-GIF criteria and will provide full interoperability and integration of software modules.

M


Item Overall system requirements – Software Design

Detail

M HD D

DCC Use Only


1.1.8 The system should enable remote and home working. Full details of requirements are in Appendix 5

M

1.1.9Specify what plug-ins or additional software products are required in order to enable the systems to work via a browser. Suppliers should also state whether full functionality is available via a browser

M

1.1.10

The system must comply with the BS7666 addressing format, the latest NLPG data entry conventions document and the current DTF format and must be fully integrated with the LA’s LLPG for all address data.

M

1.1.11Systems must utilise ESRI technologies, specifically ESRI’S ArcGIS software, Durham County Council’s agreed corporate GIS platform

M

1.1.12Systems must be capable of delivering an integrated software package that could include Planning, Building Control and other areas within Regulatory Services

M

1.1.13 Systems must provide support for national initiatives allowing national integration of public sector services.

M

1.1.14Systems must provide the ability for DCC software to connect to all council data through supported and published interfaces, e.g., via Web Services

M

1.1.15Systems must provide documentation describing appropriate areas of its database schema to support ad-hoc reporting and data access, including use of 3rd Party business intelligence tools.

HD

1.1.16 Systems will be able to export data to the Microsoft Office suite

HD



Detail

M HD D

DCC Use Only


1.1.17Systems will provide mailmerge facilities to generate letters, mailshots, licenses etc, merging data extracted from the applications with templates.

M

1.1.18 Systems will provide the option to send standard letters via e-mail

M

1.1.19Systems will provide the ability to make changes to standard letters that have been generated whilst retaining original versions of the documents

HD

1.1.20Mailmerge extracts from the systems will be stored and available from a document management facility.The EDMS will also be able to store any electronic files – e.g. digital photos, pdfs, etc

M

1.1.21 The EDMS facility will restrict access to documents according to configurable security criteria

HD

1.1.22The system will provide the ability to archive data, to enquire and/or restore data from an archive. It should also provide batch facilities to delete old data that is not required to be archived.

M

1.1.23 The system will allow users to add actions to a batch of selected records

HD

1.1.24The system will allow users to reallocate case records both individually and in batch which will automatically add an element of history to the associated case record



Detail

M HD D

DCC Use Only


1.1.25

Applications will hold names and address details such that they are held only once and may be linked to any number of cases, applications etc. The name and address record will hold various related information – including but not limited to :

Contact details (day and evening & mobile) Email address Customer account number (this number will be

used when raising invoices) Preferred method of contact Type

M

1.1.26 The system will enable addresses to be search by address entities, type, etc

HD

1.1.27When an address or name is changed – the application will provide the option to retain old details and will provide the option to change the details linked to records.

M

1.1.28The system must support addresses that can be printed in a format compliant to achieve postal discounts

M

1.1.29The Internal Monetary System is being changed over the next 9 months-systems will be required to interface with the new system

M

1.1.30

The system will have the facility to record standard customer profiling data including age bands, ethnicity, and disability as well as customisable labels and content boxes to capture any local customer profiling data

HD

1.1.31The system must provide users with access from the application to an online support facility to log, update and view the status of support calls.

M



Detail

M HD D

DCC Use Only


1.1.32The system will allow users to manually plot incidents where they are not related to a physical address, i.e. Fly tipping and allow access to the plotted location.

HD

1.1.33The system will provide the facility to link complaints/service requests together and allow access to all linked records.

M

1.1.34 The system will allow a new item of work to be created and linked to an existing record.

HD

1.1.35The system will provide a facility for inspections to be generated and allocated in bulk based on a user defined period, i.e. month, quarter, year, etc.

M

1.1.36 The system will support recording of reduced fees risk assessments

M

1.1.37 The system will allow task sheets to be customised by the system administrator

M


1.2 DocumentationItem Overall system requirements – Documentation

Detail

M HD D

DCC Use Only


1.2.1 Suppliers will provide fully maintained, complete, accurate and up to date operation and procedure manuals for all aspects of the system.

M

1.2.2 Manuals will be presented in a clear and easy to understand format at normal user, administrator and technical levels.

M

1.2.3 Suppliers will give written permission to allow local copying of documentation without infringement of copyright.

M

1.2.4 Electronic copies of each manual must be supplied, these must be maintained in step with printed documentation, so that they can be made available on-line for users, either via Word or HTML on the Council’s Intranet.

M

Suppliers will indicate whether and how their documentation covers:-

1.2.5 Supplied system interfaces, containing the layouts for all inputs and outputs

M

1.2.6 System start up and shut down procedures M1.2.7 Recommended maintenance activities and schedules M1.2.8 Performance optimisation guidance M1.2.9 License usage monitoring M

1.2.10 System installation M1.2.11 Workstation installation requirements and instructions M1.2.12 Customisation and Development facilities M1.2.13 Details of any known software or hardware conflicts with

any element of the system1.2.14 Description of public facing services and details of server M


Item Overall system requirements – Documentation

Detail

M HD D

DCC Use Only


configuration and requirements, including firewall access requirements

1.2.15 Updates to all documentation will be provided with system upgrades

M

1.2.16 System upgrade documentation detailing all changes to applications from the perspective of user and technical staff

M

1.3 User InterfaceItem Overall system requirements – User Interface

Detail

M HD D

DCC Use Only


1.3.1 The system will provide Input screens that are clear, well structured and, where possible all relevant data should appear on one screen.

M

1.3.2 The software shall provide a means of guiding users through common tasks, using ‘Wizards’ or other process automation or simplification processes to allow faster completion of standard tasks.

M


Item Overall system requirements – User Interface

Detail

M HD D

DCC Use Only


1.3.3 There must be consistency throughout the software relating to:

Keyboard shortcuts- for common types of work that are raised. Shortcuts should be configured for both end users and system wide.;

Menu structures and terminology; Colour coding of fields or other areas

of the screen; Phone numbers, addresses, name

details; Screen layout, where possible.

M

1.3.4 The system will allow users to set up shortcuts to 3rd party software and web sites allowing quick access via the application

HD

1.3.5 The system will facilitate, where appropriate, to go backwards as well as forwards in any sequence of screens or commands.

M

1.3.6 The system will enable several screens or windows to be open at once if appropriate. However, each additional screen or window opened on a user’s workstation must not require an additional user licence.

M

1.3.7 The system should be flexible in its use, so that users can maximise their productivity.

M

1.3.8 The system will provide the ability to pause and later resume processes whilst moving around other screens or systems (e.g. if a telephone call is received whilst a process is partially complete).

M

1.3.9 The system will provide the ability to test processes and changes before applying them firmly - e.g. changes to consultation procedures

D


Item Overall system requirements – User Interface

Detail

M HD D

DCC Use Only


1.3.10 The system will provide appropriate ‘undo’ facilities allowing rectifying of recent mistakes, with an audit trail of the actions ‘undone’ and authorised person access only.

HD

1.3.11 The system will utilise where-ever possible, descriptive and intuitive field names and/or data types rather than codes or abbreviations.

M

1.3.12 The system will provide fast-track access for experienced users without going through menus.

D

1.3.13 The system will enable users to move and resize viewing windows.

HD

1.3.13 Systems must be able to provide the following clear and concise warning and error messages:

Warning messages should warn, but further action should be permitted;

Warning and error messages must be written in plain English, with a description of what action should be taken by the user;

Error messages should inhibit further action.

M

1.3.14 Systems will enable online error/warning messages to be customised, such customisations will not be lost on subsequent upgrades.

D

1.4 Online Help FacilitiesItem Overall system requirements – Online Help

Facilities

Detail

M HD D

DCC Use Only


1.4.1 The online help facility shall be accessible from any M


Item Overall system requirements – Online Help Facilities

Detail

M HD D

DCC Use Only


screen by clicking a single icon, menu item or key.1.4.2 The help facility will be context sensitive

dependent on the screen or function currently being accessed.

M

1.4.3 The help facility will include reference to relevant legislation where applicable and will include links to the Web or other third party help where appropriate..

HD

1.4.4 The help facility will allow customised content specific to users to be added as required, which is not lost on system upgrades.

D

1.4.5 The online help facility will be accessible to a range of staff of differing abilities

M


1.5 Search FacilitiesItem Overall system requirements – Search Facilities

Detail

M HD D

DCC Use Only


1.5.1 Software will include comprehensive search facilities easily accessible from any screen.

M

1.5.2 Search facilities will allow the user to search within any field used in the database, searching by a number, character string or drop-down list

HD

1.5.3 Search facilities will allow searching by combinations of criteria, such as application number, location, case office etc; within a category or geographical area. Software will display all records that match the criteria set by the user with a facility to re-define the criteria to further reduce the selected records.

HD

1.5.4 Search results will be displayed in an order selected by the user and sufficient information should be displayed to allow the user to identify easily the record found.

HD

1.5.5 Software will enable users to ‘drill down’ into each record displayed accessing the record via the appropriate screen.

M

1.5.6 Users will be able to select and view multiple records from the search results.

M

1.5.7 Search facilities will allow “fuzzy” and part searches on names and addresses to include Postcode (only) search facility.

HD

1.5.8 Systems will provide limits on the number of records retrieved for search criteria, with the ability to continue or abort the retrieval.

D


1.6 Data ValidationItem Overall system requirements – Data Validation

Detail

M HD D

DCC Use Only

InformationExplanation

1.6.1 The software shall apply comprehensive validation rules to all data to ensure that it is consistent, reasonable and within specified ranges.

M

1.6.2 The validation rules and ranges shall be configurable by users with relevant access permissions.

HD

1.6.3 The system will validate data at the point of entry to ensure it is consistent with database rules relating to field size, field type, duplication, code type and other integrity issues.Where data entry format, size etc is restricted by validation, this restriction must be evident to the users. Eg. By a warning message or by preventing user typing excess characters.

M

1.6.4 Software shall incorporate procedures to avoid the duplicate entry of data so that wasted data entry is minimal. Suppliers should describe how their software achieves this.

M

1.6.5 Software will enable user-definable validation rules to be applied to data being imported/ exported from the system.

HD

1.6.6 Rules relating to the treatment of invalid data imported/ exported or input by users should be included in the software.

HD

1.6.7 The software must facilitate compliance with the Data Protection Act 1998, the Freedom of Information Act 2000, and the Disability Discrimination Act 2005.

M


1.7 Corporate InterfacesThe interfaces listed below are common to most applications required. The supplier should indicate whether they have experience of interfacing to packages specified and provide a cost for each in the pricing schedule. The evaluation of potential solutions will take account of whether the supplier has successfully developed and delivered interfaces with these systems in a similar environment elsewhere. Application specific interfaces are included in the relevant appendix.

Item Overall system requirements – Corporate Interfaces

Detail

M HD D

DCC Use Only


1.7.1 All components of the systems provided by the same supplier must be seamlessly integrated.

M

1.7.2 Applications must also be adaptable to allow future links to other applications, organisations and the internet subject to appropriate security arrangements

M

1.7.3 Each application will be compatible with Third party reporting applications.

M

1.7.4 Each application will be able to export data to the Microsoft Office suite

M

1.7.5 Each application will be able to interface to the County’s finance package, Oracle to raise invoices

1.7.6 Each application will be able to interface to the Council’s new income management system to receive notification of payment of invoices and fees

M

1.7.7 Each application will Interface with ESRI ArcGIS – for retrieval, and update of information

M

1.7.8 Each application will be able to query, view, insert, update and have a full suite of interfaces

M



Detail

M HD D

DCC Use Only


with the Authorities CRM facility in real time using web services technology, including but not restricted to –

Receipt of application from CRM; Update to CRM of status Link from CRM for progress information Book appointments for pest control visits

and re-visits1.7.9 When raising calls via a 3rd party CRM, the system

needs to store the 3rd party reference number and provide users with the facility to search for cases by CRM reference

M

1.7.10 When raising calls via a 3rd party CRM, the system needs to provide access to information related to the selected case such as previous cases and case history

M

1.7.11 The supplier should state whether each application includes any form of electronic document management system but should also outline the capability and cost of linking to a third party EDMS. The EDMS facility will be used for storage, retrieval and user defined indexing of all documents.(Applications from a CRM may be accompanied by documents that are stored on a separate EDMS but ideally will be readily accessible without duplicate storage)

M

1.7.12 Where applications take a copy of premises details from the LLPG they must provide a batch interface to maintain synchronicity with the LLPG

M



Detail

M HD D

DCC Use Only


1.7.13 The system will automatically plot records on GIS where the case is linked to a record from the LLPG and allow access to the plotted location.

M

1.7.14 DCC would prefer an online link to the Authorities LLPG, if unavailable and a load via DTF is the only option, then an automatic upload of change only updates is necessary. The existing Gazeteer is available in an open Oracle database.

M

1.7.15 The system will provide a facility to schedule and run batch jobs – such as interfaces. Such facilities should be operable by appropriately authorised users.

HD

1.7.16 Any error messages, particularly relating to failed batch jobs, shall be clear and easy to understand.

M

1.7.17 The software shall allow/invoke user-definable behaviour when errors in batch processes take place, with full reporting of all errors and a facility to ‘roll back’ a failed job to a previous state or re-run it from the point where it failed.

M

1.7.18 Central monitoring of batch run progress should be available, including appropriate action should a batch run fail or some other error occur.

M

1.7.19 A ‘journal’ record should be available of all batch runs done, including any errors encountered and the action taken.

M

1.7.20 Batch facilities should have the option of being re-run

HD

1.7.21 Operation of batch jobs should be coordinated with system backup and maintenance operations such that one will not adversely affect the other.

M



Detail

M HD D

DCC Use Only


1.7.22 Systems should link to the council tax and electoral register system

M

1.18 Diary FacilityItem Overall system requirements – Diary Facility

Detail

M HD D

DCC Use Only


1.18.1 The software will provide a comprehensive diary facility. M1.18.2 The system will link diary entries where appropriate and

record associated actions e.g. revised plans received, and will automatically generate an entry or action for users to follow up.

M

1.18.3 The software must record who created the diary entry (user ID/software generated), date of entry, and reasons for the entry.

M

1.18.4 Diary facilities should be linked to tasks so that users are notified of the existence of a relevant diary entry and prompted to take appropriate action.

M

1.18.5 Diary entries should be linked to the production of standard documentation such that documents can be produced based on a diary entry and using information contained within it.

HD

1.18.6 System facilities will be available to allow users to action/reschedule diary entries. Full recording of the actions taken and reasons given should be logged.

HD

1.18.7 Systems will provide full reporting facilities against diary entries, particularly relating to entries, which are outstanding, and statistics for closure of diary entries.

HD

1.18.8 Systems will provide a full audit trail of diary entries and M


Item Overall system requirements – Diary Facility

Detail

M HD D

DCC Use Only


related actions.1.18.9 Systems will provide a calendar facility so that bank

holidays can be excluded from target resolution date calculations

M

1.18.10 Applications will enable recording of officers normal working days / hours so that they can be referred to in work allocation

M


APPENDIX 2 - SECURITY AND ACCESS CONTROL

2.1 Security and Audit Requirements - Audit TrailItem Security and Access Control – Audit Trail

Detail

M HD D

DCC Use Only


2.1.1 Software control and integrity of data are fundamental to the operation.

M

2.1.2 Updated transactions including updates to system codes and parameters must be logged with user ID, user name, date and time.

M

2.1.3 History data must be marked similarly to show when it was changed. Screen availability of the history must include the change information.

M

2.1.4 Software must provide an on-screen viewing facility showing, for each amendment to existing data, a before and after image of the amendment, which shall include the user identity, and the date/time of amendment.

D

2.1.5 System code / parameters should only be deleted when they do not exist in the live data. Codes can be marked as unused and hidden from view / selection.

M

2.1.6 Software must produce an effective audit trail of all transactions/changes and must be considered as data for reporting and archiving purposes.

M

2.1.7 Systems must be secure enough to prevent deliberate or accidental penetration/corruption.

M

2.1.8 Authorised users must be able to retain control over any default auditing actions and make amendments. Changes must be recorded in a permanent log with the identity of the user making changes and the date and time of changes.

M


2.2 Software Access ControlItem Security and Access Control – S/W Access

Detail

M HD D

DCC Use Only


2.2.1 Security must be sufficiently flexible to restrict user access by:Job function;Hierarchy within the organisation or section;Other user-definable levels.

M

2.2.2 The software must allow different levels of access based on user set-up, ranging from no access at all (hidden) to full control.

M

2.2.3 The system’s access control set-up process must allow for the setting up of user groups, which can be subsequently tailored for individuals within the group or on an individual basis.

M

2.2.4 If possible, security access control should be provided down to field level within the database e.g. access to specific data fields can be restricted to individual users or groups.

HD

2.2.5 Data entry and input screens should be customizable to reflect the level of security granted to the user or group, such that only admissible menu items, icons or windows are available. Availability options to be: no access, view only, editable.

HD


Item Security and Access Control – S/W Access

Detail

M HD D

DCC Use Only


2.2.6 Comprehensive password security and management should be provided which includes, but is not limited to, the following characteristics:

Passwords should not be visible during entry;

Password format should be definable by administrative users e.g. eight alphanumeric characters;

Should allow for the use of passphrases

Password data should be encrypted at all times;

Users entering an incorrect password more than a preset number of times should be locked out, with access permission being reinstated following rules defined by administrative users;

Users should be forced to change passwords after a preset time interval, with appropriate rules applied preventing users from reusing a password.

Users should be forced to change their password on first log-on

Timestamp of user’s last access to the system

M

2.2.7 The system should be capable of integration with LDAP to enable single sign on for a user

HD


Item Security and Access Control – S/W Access

Detail

M HD D

DCC Use Only


2.2.8 The software must record and report incidents of failed access due to the use of invalid passwords. The software should also report inactive users and general reporting regarding system usage.

HD

2.2.9 The System Administrator (the highest access level user) must be able to reset passwords, to set up or delete users from the software and to change rules relating to user access. Any changes to system access should be recorded in the system’s audit trail.

M

2.2.10 A user must be logged out of the software automatically after a time period, preset by an administrative user, of no activity.

M

2.2.11 Any software products used in association with the main software must comply with the access criteria set for each user in the main software. The generation of users’ access profiles in the main software must be replicated automatically in any associated products and must not require separate user access profile set up.

M

2.2.12 The system should record access to the system or activity outside of ‘normal’ working hours. This information should be able to be extracted for reporting and follow-up purposes.

D


APPENDIX 3 – FUNCTIONAL REQUIREMENTS

3.1 General functionalityItem General Functionality

Detail

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DCC Use Only


3.1.1 It is vital that the system is maintained in line with regulatory changes as part of the maintenance contract and in good time.

M

3.1.2 Enquiry and update facilities in the system will provide comprehensive record search functions

M

3.1.3 Systems will record data in such a way as to enable reporting flexibility

M

3.1.4 Records will highlight the next task due M3.1.5 Systems will store records against unique system

generated reference numbers. The facility to additionally enter a council reference number will also be provided in each activity. This will enable :

Reference numbers from existing systems to continue to be used

CPH number for Animal Health

M

3.1.6 Address details will be verifiable against the corporate LLPG. Systems will enable address searching including by:

UPRN Post code Partial address Property / Business name Ward

M

3.1.7 Systems will hold records that may be against premises with postal addresses and against areas as mapped on the ESRI ArcGIS. The supplier will explain how duplicate entry of premises is avoided

M


Item General Functionality

Detail

M HD D

DCC Use Only


3.1.8 Systems will show and print street addresses in postal format.

HD

3.1.9 Systems will provide a facility to view premises history. The facility will have the flexibility to allow a summary of all history to be seen on 1 screen and for summary of subsets to be displayed – e.g.:

Inspections Samples only Visits by types within a specified date range

and/or by a specific team such as TS or Pollution Job/Task type e.g. Petroleum licensing

inspection, accident investigation etc Service Requests / Complaints

M

3.1.10 Systems will provide the facility to set an ‘alarm’ against a premises – for example to highlight potentially violent persons which will appear each time the record is selected

M

3.1.11 Systems will provide the facility to set up groups of records where one is nominated as a header – and from which the history of all subordinate premises can be seen (For example for monitoring Contaminated Land and Private Water Supplies)

HD

3.1.12 Systems must provide a facility to set up dummy properties on the system e.g. where a shop has flats above, all of which are down as separate premises. Officers need to be able to declare any number of them collectively as a single House in Multiple Occupation and any activities, components, actions etc. be attributable to that whole premises.

M

3.1.13 Systems will provide a facility to extract sets of records according to any selection criteria and the ability to

M



Detail

M HD D

DCC Use Only


browse or report against the record set.3.1.14 No limit should be imposed on the types and numbers of

names and addresses that can be linked to premises. Each associated N&A record will hold full contact details. E.g. a shop may have multiple owners, a petrol station will have separate Licensee and Head office details, the system should enable an invoice address to be set up for each premises

M

3.1.15 Systems will record and report which age related goods a premises sells

3.1.16 The application will provide drill down facilities. So for instance, in a premises history enquiry a user will be able to select and drill down to a record detail

M

3.1.17 The system will provide configuration facilities that enable:

Unwanted fields to be hidden For field entry to be set to mandatory or

mandatory dependent on other data entered Field colour to be specified

M

3.1.18 The system will provide a facility to define default values for fields according to the profile of the user – to reduce the onus of data entry. This should include actions specific to particular job/task types.

HD

3.1.19 The system will provide customisation facilities that will enable user defined fields to be added to screens and for completely new user defined screens to be added by the user without assistance or additional charge from the supplier. The user will be able to specify field size, format and validation rules – including valid codes and valid ranges of values. Any fields added will be available to reporting tools and will not be affected by upgrades to

HD



Detail

M HD D

DCC Use Only


the software.3.1.20 The system will provide the facility to effect global

updates to fields, such as by code(at no additional cost)M

3.1.21 The system will provide the ability to import and export data – to and from the Microsoft Office suite

M

3.1.22 The system will provide the ability to link to spreadsheet applications in which detailed assessments can be carried out with fields brought through to the main application for enquiry and reporting purposes – for example for detailed HHSRS rating

M

3.1.23 Systems will enable maintenance of officers working days / hours

HD

3.1.24 Systems will provide facilities to enquire, update and report on officer task allocation. This will highlight any work that is overdue and provide information for individual officers, teams and types of work

M

3.1.25 Each activity will provide a facility to build a record of actions that have been completed or are planned. This will be readily available to enable progress and history to be viewed. Actions recorded will include telephone calls; letters and emails sent and received;

Actions will record schedule date; date of completion and officer allocated. The system will provide a facility to load procedure templates automatically, detailing actions to be carried out with the potential to generate scheduled dates.

M

3.1.26 Systems will provide the facility to print task sheets and to download tasks to hand held devices and to upload data directly back into the system. Each activity will provide a facility to print the record in a format defined

M



Detail

M HD D

DCC Use Only


by the systems administrator3.1.27 Systems will provide the facility to generate letters,

labels, mail shots etc from templates and system information, including the identification of properties from LLPG properties within a polygon on the ESRI ArcGIS system. Any letters produced will be indexed to activities within cases and will be available without going to different screens

M

3.1.28 A query facility will be provided to be able to find letters issued:

By type of letter Who has produced the letter Date of production Type of work for which the letter was generated –

complaint; visit etc

M

3.1.29 Systems will provide a standard text facility for letters and will provide the option to send letters via e-mail

M

3.1.30 Systems will have the ability to attach a variety of types of electronic files to a case – e.g. word documents, photos, noise files, scanned documents etc

M

3.1.31 Systems will be able to record and analyse time spent – against a case, activities and against general codes

M

3.1.32 Systems will provide the facility to record fees and generate invoicing information

M

3.1.33 Systems will be able to maintain programs of inspections according to risk ratings – e.g. for food, H&S, PWS etc including the proposed Food Standards Agency’s scheme substituting an intervention for an inspection.

M

3.1.34 Systems will allow activity records to be linked – so that the whole history can be readily available – e.g. from housing grant enquiry service request, to application,

M



Detail

M HD D

DCC Use Only


and to housing inspection3.1.35 Systems will have the facility to add free text to records

throughout the application with a visible audit stamp to show who and when text was added

D

3.1.36 Systems will allow for user defined security settings throughout, i.e. by activity, team or officer.

M

3.1.37 Local IT allowed to upgrade the system with new version releases as required

M

3.1.38 Systems will have a test, train and live environment M3.1.39 Systems will allow for user defined activities to be

created to enable the recording of Licences and Registrations and reporting mechanisms within it

M

3.1.40 Free Upgrades M3.1.41 Continual Software Development M3.1.42 Systems will allow users to run reports and have the

ability to post personal databasesM

3.1.43 User-defined help and schedules M

3.2 ReportsItem Reports

Detail

M HD D

DCC Use Only


3.2.1 Systems will satisfy Statutory and Regulatory returns with minimal manual intervention and be maintained at no additional charge over and above an annual increase in line with inflation. The reports will include –

CIEH noise return FSA LAEMS returns HSE LAE1

M


Item Reports

Detail

M HD D

DCC Use Only


HSE prosecution return DEFRA PPC return DEFRA Cost Accounting DoH monthly Smoke Free Return SOCLA Contaminated Land return Report on Fit3 activities NPF return CIPFA Hallmarking National Indicators NWML DWI annual return as required by the forthcoming

new Private Water Supplies Regulations Registers – PWS; Permitted Processes; Food

Premises; PPC/EPR; Poisons register; OSR, Cooling Towers and Evaporative Condensers

The system will allow reporting through ROLHMO or equivalent to satisfy DCLG requirementsSuppliers should identify any reports that their package does not fully satisfy and the extent to which manual intervention is required to produce each report.

3.2.2 Systems will provide a variety of on screen reports that can optionally be printed.Users will be able to monitor and manage their workload listing activities and actions due that have been allocated to themUsers will be able to readily list visits which has been programmed against them – showing premises, risk category and date dueUsers will also be able to list historic data

M


Item Reports

Detail

M HD D

DCC Use Only


Appropriately authorised staff will have further facilities:to monitor staff performance

3.2.3 Systems will facilitate Time and Cost reporting M3.2.4 Systems will provide reports showing details of

licenses/registrations by type in expiry date orderM

3.2.5 Systems will report financial commitments at month or year end in order for accruals to be raised with respect to housing grants that have been authorised but are due to be paid in a subsequent month/year

M

3.2.6 Systems will use a database against which 3rd party reporting applications can be developed and sufficient database documentation will be supplied to enable users to write such reports

M

3.2.7 System will provide facilities for users to generate their own custom reports easily and to export data to Word, Excel and/or Access.

M

3.2.8 The system will provide a facility within the application that enables users to produce a report on data stored in any part of the system

M

3.2.9 The system will be able to save any reports developed by users and re-run them with parameters changed as required

M

3.2.10 The system will enable reports to be viewed on the screen and optionally printed in a style configured by the user

M

3.2.11 The system will provide the facility for users to save criteria used for on screen reports which can be subsequently re-used.

M

3.2.12 The system will allow users to add custom reports to menus within the solution.

M

3.2.13 The system will allow reports that have been M


Item Reports

Detail

M HD D

DCC Use Only


developed by users run by users without the need for specialist reporting software

3.2.14 The system will allow users to carry out reporting spatially, i.e. to detail all types of work in a user defined polygon.

M

3.3 IntegrationItem Integration

Detail

M HD D

DCC Use Only


3.3.1 The system will provide links to the ESRI ArcGIS – To locate a property on a map To add Grant information to a property To map where notices are outstanding,

contaminated land, smoke control areas, Private Water Supplies

To retrieve sets of addresses To show which officer is responsible for a

property To identify all Animal Health premises and

enable them to be plotted geographically in the event of disease outbreak (Avian flu, Foot and Mouth etc)

To plot the location of each job/task type

M

3.3.2 The system will provide an online link to the council’s LLPG

M

3.3.3 The system will be able to query, view, insert and update cases raised via a CRM facility - including the booking of an appointment and re-visits-in real time using web services technology and will feed back to the CRM to

M


Item Integration

Detail

M HD D

DCC Use Only


update details 3.3.4 The system will interface with the Animal Health

Enforcement System (AMES)M

3.3.5 The system will interface with data logging software so that refrigeration readings against premises and foodstuffs sampled can be recorded

D

3.3.6 The system will interface with Oracle and the councils new internal monetary system

M

3.3.7 The system will be able to import laboratory test results HD3.3.8 TS Complaints, notifications and referrals logged by

Consumer Direct (CD) will be imported directly into the system, with minimal user involvement.

M

3.3.9 The system will export data in XML format as required for FSA-LAEMS and the DEFRA-AMES system. Please state examples where authorities have successfully provided LAEMS submissions.

M

3.3.10 System will integrate with the web to provide enquiry access over the internet to public registers. Electronic registers need to be AA compliant and will need to have the facility to utilise the Councils branding. (The Council may choose to provide its own method for presenting the registers).

M

3.3.11 The system will enable responses to citizens via SMS or e-mail

HD

3.3.12 The system will allow complaints to be sent to the OFT CRW website

M

3.3.13 Systems will interface with FSS Net M3.3.14 Systems will provide a report for each XML transfer that

confirms the success or lists errorsM


Item Integration

Detail

M HD D

DCC Use Only


3.3.15 Systems will allow for user defined security settings throughout, set by activity, team or officer.

M

3.3.16 Systems will allow automatic interfaces with mobile equipment e.g. digipens, PDA’s

M

3.3.17 Please detail support for the following products:-

Windows 7Microsoft Office 2007Windows Server 2008

Please state other versions of Windows Client, Windows Server and Microsoft Office supported.

HD

3.3.18 The system will allow integration with Ferret Renovator in order to carry out means testing.

M

3.4 Service Requests, Complaints and InvestigationsItem Service Requests / Complaints/Investigations

Detail

M HD D

DCC Use Only


3.4.1 The system will record sufficient information and be able to populate fields directly from the CRM. As a minimum the system will record the following information:-

Trading Name Property reference Phone numbers – day, evening and mobile

phone number E-mail address Website address Ward / Area Fields

M


Item Service Requests / Complaints/Investigations

Detail

M HD D

DCC Use Only


Client’s Reference i.e. Internal Communication Source of SR i.e. public, applicant Preferred method of contact SR type code Unique reference number Date and time Officer who received/entered the data Team & Officer assigned to deal How received A free text description of the problem and any

special instructions Actions taken customisable by the Council

including free text description of actions Date & Time of first response Status Target action date (highlighted when overdue) Next action Closure date Closure code Complaint summary Payment method Purchase medium Amount of transaction Redress Paperwork with complaint Survey consent Country code Officer time and costs

3.4.2 The system will determine target date resolution time according to the SR / complaint/investigation type

M

3.4.3 The system will cater for records to be raised against M



Detail

M HD D

DCC Use Only


mobile traders3.4.4 The system will allow multiple clients to be linked to one

service requestM

3.4.5 System will enable records to be set up against properties that are ‘out of area’, for a premises to be selected at a later date and for records to be raised with out a premises (e.g. for a general enquiry)

M

3.4.6 Systems will record complaints via a variety of types and sub types – that fit into classification groups. E.g. Noise; Food; Smoking; Pricing; Animal Health; etc and example sub types being Noise - Barking dog; amplified music, food complaint – foreign body, mould

M

3.4.7 Systems will allow multiple requests from the same person to be linked

M

3.4.8 Systems will record all relevant OFT codes M3.4.9 Consumer Direct (CD)-Systems must:

Provide user control over the CD codes that are mapped to TS codes.

Enable notifications to be closed automatically. Enable referrals to be allocated to an officer and

team to be actioned Import all CD information including CD referral

history Be compatible with all CD centres

M

3.4.10 Systems will record if a SR/complaint is for the home or a foreign authority

M

3.4.11 Systems will provide a rapid entry option to enable the easy recording of basic details during a phone conversation

M

3.4.12 Systems will enable complaints/SR/investigations to be HD



Detail

M HD D

DCC Use Only


linked to a trader and for other complaints linked to the same trader to be easily seen

3.4.13 Systems will provide the facility to list complaints/service requests made by the same complainant including complaints made from current and previous addresses

M

3.4.14 Systems will allow actions to be linked to other activities i.e. Notices.

M

3.4.15 System will be able to interface with the ESRI ArcGIS so that Land search queries can be answered from it.

M

3.5 Food HygieneItem Food Hygiene

Detail

M HD D

DCC Use Only


3.5.1 Systems will record sufficient information to satisfy returns without the need for officers to re-enter data to complete the return. As a minimum it will hold premises details comprising –

Occupier Alternative name Head office/registered office name, address

and telephone number 1 or more business codes Vehicle details – including registration,

storage address, keeper name, keeper address

Person responsible for structural work Premises approval information – approval

number, date, legislation approved under

M


Item Food Hygiene

Detail

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DCC Use Only


etc. Home and Lead Authority details Proprietor details Business categories (main & subsidiary

activities) FSA category Visit frequency Next visit date Food Premises indicator Food premises type Food premises licenses Categories of food sold Inspection rating Number of employees – male, female etc

3.5.2 Systems will record details of the foods handled and the processes undertaken

M

3.5.3 The system will not allow risk ratings to be changed from A to B, or from B to C without supervisory approval

M

3.5.4 Systems will enable prohibited food business proprietors to be recorded

HD

3.5.5 Systems will generate risk scores based on the FSA code of practice. The system will provide a full break down of scores; automatic calculation of totals; inspection frequency and next programmed primary inspection

M

3.5.6 A history of previous risk scores, inspections and samples will be easily accessible

M

3.5.7 Systems will facilitate ‘Scores on the Doors’ by direct publication on the web with minimal officer input

M


3.6 Health and SafetyItem Health and Safety

Detail

M HD D

DCC Use Only


3.6.1 Systems will ensure the effective and efficient management of pro-active inspections, reactive and special enforcement work, risk assessment of premises and response to complaints. It will record comprehensive records similar to those required for the Food Hygiene activity. The system should not duplicate the retention of information for each module. So, for example only one property record should be maintained where a manufacturer undergoes health and safety inspections and their canteen facility undergoes food hygiene inspections.Systems will record -

Risk scores bases on the current HELA system

A Safety Management Rating (SMR), based on a 0-6 scoring system, and prevent the entry of SMR scores for specific action taken codes

The system should allow the collective updating of NAD factor weightings for similar business codes, and assignment of inspection frequencies for bands of calculated total risk scores.

Safety types applicable to premises Joint inspections e.g. food hygiene and

health and safety

M


M


Item Health and Safety

Detail

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DCC Use Only


3.6.3 The system must support the Health & Safety risk assessment scheme which comes into force in April 2010.

The new rating process consists of evaluating 4 different elements as they relate to a work activity. A rating value is then assigned to each of these 4 elements:

Confidence in management Safety performance Health performance Welfare compliance gap

Following entry of the scores in relation to the points above, the premise will be allocated one of the following categories;

Category Rating ScoreA Score of 5 or 6 on any riskB1 Score of 4 on any risk B2 Score of 3 on any risk C No score greater than 2

M


3.7 Trading Standards Item Trading Standards

Detail

M HD D

DCC Use Only


3.7.1 The system will provide similar functionality and record similar information for Trading Standards as specified above. It will record sufficient additional information to satisfy TS returns without the need for officers to re-enter data. As a minimum records will classify premises for:

Usage Subsidiary usage LACORS FSA food FSA primary food production DEFRA Feed Type (Market, mobile etc) Teams Geographical Area Animal Health – isolation units, animals

M

3.7.2 The system will record risks and maintain an inspection programme against businesses. One location may have multiple TS and EH programmes and risk scores running independently, such as

LACORS Food FSA Primary Food Production Animal Health The application will provide the ability to

add additional inspection programs as

M


Item Trading Standards

Detail

M HD D

DCC Use Only


required locally, e.g. Petroleum, Metrology3.7.3 A full breakdown of risk rating and automatic

calculation of the total risk score, resultant inspection frequency and next programmed inspection date will be provided.

M


M

3.7.5 The system will enable a record of weights and measures equipment to be kept including:

Weighing equipment – in line with NWML requirements, pattern, serial number, text, date last tested

Liquid Fuel Flowmeters – number of nozzles, serial number, text, date last tested

Weighbridges – type, serial number, text, date last tested

Bulk Flow Meters – type, serial number, text, date last tested

M

3.7.6 The application will record various types of animal health codes and information including:

DEFRA category Types and numbers of animals Isolation units Transporter ID

M

3.7.7 Systems will provide the capability to add codes to premises to record information that may only be applicable to Durham

M

3.7.8 The system will be able to record if a trader is a M


Item Trading Standards

Detail

M HD D

DCC Use Only


member of a Trader Register scheme3.7.9 System will record details where a trader is a

member of a Quality Assured Scheme including the reference number

M

3.7.10 Systems will record if we are the Home Authority for a trader or who the Home Authority is if not us

M

3.7.11 Systems will allow the date of the last and next inspection to be easily viewable. Overdue dates will be highlighted

M

3.7.12 The system will allow premises to be allocated to team codes and will maintain such team codes

M

3.7.13 System will enable a user defined geographic code to be added

M

3.8 InspectionsItem Inspections

Detail

M HD D

DCC Use Only


3.8.1 Systems will provide facilities to record inspection information. A history of all inspections should be retained for a property. Common inspection information will include –

Date of inspection Inspection officer and/or team Inspection score Type of inspection (Primary, complaint, Sample,

FSA intervention etc)The system will calculate inspection dates as previously detailed.

M


Item Inspections

Detail

M HD D

DCC Use Only


3.8.2 The system will also allow for the allocation of a Local Score to the National Schemes

M

3.8.3 Items to be inspected should be stored against a property and be loaded for inspection results

HD

3.8.4 The system will record specific target areas – e.g. slips and trips, falls from height for Fit3

M

3.8.5 Food hygiene inspections- systems will record scores according to the rating system contained in Annexe 5 of the Food Law Code of Practice (England) – Potential Hazard (Handling, Potential Hazard (Method), Consumers at Risk, Compliance (Hygiene/Safety), Compliance (Structural), Confidence in Management, Significance of Risk, Vulnerable Groups

M

3.8.6 H&S inspections - systems will record scores according to Local authority Circular LAC 67/1- Safety Hazard, Health Hazard, Safety Risk, Health Risk, Welfare, Public Risk, Confidence in Management

M

3.8.7 System will cater for road traffic inspections M3.8.8 System will record which pieces of equipment have been

examined or tested and any advice or warnings given for that equipment – e.g. 28 day notice

M

3.8.9 System will record fully compliant; minor non-compliances and non compliant inspections

M

3.8.10 System must enable the scheduling of a revisit and then record its subsequent compliance. Systems must be able to report on premises being brought into compliance

M

3.8.11 Systems will enable additional data for under age sales visits, including:

Volunteer and parent details

M


Item Inspections

Detail

M HD D

DCC Use Only


Products surveyed – age restricted items Refusal reason

3.8.12 Systems will record the relevant legislation that applies to an inspection and the number of correct and incorrect items for each category.

M

3.8.13 Systems will record the additional codes for Animal Health in line with the AMES scheme, including:

Animal Health legislation Enforcement Actions

M

3.8.14 The system will record advice, warnings and notices as to be compatible with the FSA LAEMS return, CIPFA returns and local reports

M

3.9 SamplesItem Samples

Detail

M HD D

DCC Use Only


3.9.1 Systems will record information appropriate to various types of samples – Food hygiene, PWS, swimming pools, animal feed, non food (safety), health and safety etc.Common sample information will include –

Reference Date of sample Officer and team taking sample Reason for taking sample Type of sample (using FSA codes) Formal / Informal Classification Product description and category

M


Item Samples

Detail

M HD D

DCC Use Only


Manufacturer / importer /retailer details Analysis type Officer sample reference number Date sample submitted to analyst If sample is part of a survey or from an inspection Whether sample is food, non food or feed sample Estimated cost Date submitted to analyst Fees Reference Pass/Fail Reason for fail Analysis cost Date result received Text

3.9.2 Systems will link to, or attach the analysts report, and to schedule any further action that is required

M

3.9.3 Systems will record full food sampling data in accordance with the EC regulation 2003/2005 microbiological criteria for food stuffs

M

3.9.4 Systems will hold a table of minimum and maximum results for permitted levels against which result compliance will be assessed

M

3.9.5 Systems will provide a method of analysing PWS, Swimming Pool and Contaminated Land samples against standard classifications

M

3.9.6 The system will record data sufficient to be enable the sampling section of the new FSA-LAEMS return to be produced – including feedstuffs and for internal management monitoring

M


Item Samples

Detail

M HD D

DCC Use Only


3.9.7 Systems will record the address of the Manufacturer, Business and Analyst and enable letters to be generated for each

M

3.9.8 Systems will interface with FSS Net M

3.10 Private Water SuppliesItem Private Water Supplies

Detail

M HD D

DCC Use Only


3.10.1 The system will be required to separately record PWS source details and properties in receipt of PWS. The data required to be recorded includes -

Property reference Name and address of manager Grid requires risk assessment of all supplies New regs require check and audit monitoring with

different frequencies of sampling for each PWS class PWS category Sampling Frequency Nature of supply (Spring, Bore Hole, Well) Usage of water supply Authorisation replaces relaxation Whether relaxation exists Free text Equipment – Filtration etc Cross reference to EA abstraction license Outlets Treatment types

M


Item Private Water Supplies

Detail

M HD D

DCC Use Only


3.10.3 Systems will link records for properties receiving water to the source

M

3.10.4 The system will enable sample records to be linked to the PWS record

M

3.10.5 The system will support the Private Water Supply Regulations 2009

M

3.10.6 The system will be able to capture details of Risk characterisation for Sites and Supply survey questions

M

3.10.7 The system will be able to manage the scheduling of annual monitoring visits (Audit and Check visits)

M

3.10.8 The system will be able to process fees M3.10.9 The system will be compliant with schedule 4

reportingM

3.11 Contaminated LandItem Contaminated Land

Detail

M HD D

DCC Use Only


3.11.1 Systems will enable users to compile a comprehensive database for all potentially contaminated land sites for the purposes of Part IIA of the Environmental Protection Act 1990 and to prioritise the sites according to the potential risk they pose.

M

3.11.2 Systems should enable the recording of risk ranking against each parcel of land based on the source-pathway-receptor principle.

M


Item Contaminated Land

Detail

M HD D

DCC Use Only


3.11.3 Systems will record – Site ID Site name OS grid reference UPRN no. Site area and perimeter Site investigator

M

3.11.5 System will record history of site ownership and usage – including

Company name and address Contact details Any remediation work completed Cross reference to Planning history &

Environmental Health history

HD

3.11.6 Systems will record historic land usage and the associated contaminants

M

3.11.7 Systems will enable the presence of underground structures, such as storage tanks, pipe-works, mine workings / disused; to be identified

M

3.11.8 Systems will allow a risk index to be calculated for each particular end use and a total risk index figure where a number of potentially contaminative land uses have been identified on a site. Systems will provide for varying input data, data quality, validation, variability, error range, sensitivity, driving issues in the risk index and the ability to change data to carry out ‘what-ifs’

M

3.11.9 Systems will identify the presence of potential receptors within the site vicinity including –

Personal health (housing, schools, hospitals etc)

Controlled surface waters (rivers, streams

HD


Item Contaminated Land

Detail

M HD D

DCC Use Only


etc) Any EA ‘water quality classification’ Controlled ground waters (major aquifer,

minor aquifer, non aquifer) EA designated ‘Source Protection zones’ PWS Flora and Fauna (SSSI, etc) Building structures Agricultural crops Animals English Heritage designated monuments

3.11.10 Receptors will be identified on the basis of distance from source. Specification of the distance between source and receptor is required as one of the variables in the risk prioritisation tool.

HD

3.11.11 The system will identify pathways which allow the migration of contaminants from the source to the receptors including –

Hydrology Hydrogeology Site surface permeability Site accessibility Site access Topography Geology

HD

3.11.12 The relative permeability of the geographical strata and particular site surface should be included as part of the risk assessment

M


3.12 Permitted ProcessesItem Permitted Processes

Detail

M HD D

DCC Use Only


3.12.1 Systems will be required to maintain comprehensive records of all Environmental Protection Act, Pollution Prevention Control Act and Environmental Permitting Regulations proactive and reactive activity, whether logged as enquiries or as a result of inspection schemes. The system will capture a variety of information including:-Property and contact details

Industrial Premises reference number Unique property reference number Invoice address Date of first permit Process Guidance note reference SED details Paired process detail Waste Management activities Fees Date application received Legal classification of process Annual subsistence fee Subsistence renewal date New/existing process Relevant process guidance note Date notified to Statutory consultees Free text Date authorised Authorised by Environment Agency (y/n) Monitoring details Risk score and category

M


Item Permitted Processes

Detail

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DCC Use Only


Mothballed Activity Solvent Inventories Stack Heights Emission Testing Energy Consumption Consultant code Date consulted Date consultant responded Consultant objected (y/n) Date substantial change received Substantial change type code Substantial change details Substantial change decision code Date substantial change decision reached Variation Notices Revocation Notices Surrender Notices E-PRTR Notices (for A2’s) Commercially Confidential Identifiers

3.12.2 The system will calculate the risk score from entry of full Defra LAPC risk assessment details

M

3.12.3 The system will record: Incidents and Accidents Emission Testing Data Details of Part A processes in area register

M

3.12.4 Systems will record time taken against each category of the Cost Accounting matrix and officers’ hourly rates to satisfy the DEFRA Cost Accounting Return as laid out in Annex 10 of the DEFRA Env Permitting General

M


Item Permitted Processes

Detail

M HD D

DCC Use Only


Guidance manual.3.12.5 Systems will record details of all Permitted processes,

including those within the area regulated by the Environment Agency, to satisfy the requirements of a Public Register with links to online public access of the Register

M

3.13 Infectious DiseasesItem Infectious Disease

Detail

M HD D

DCC Use Only


3.13.1 The system will be capable of recording information including –

System generated Reference number Council’s own reference number Date of birth Sex Occupation Disease Whether disease is notifiable GP / hospital name Causative organism, specificity, phage type Subsequent laboratory results Symptoms Onset date Date symptoms ceased Days ill Food history – dates, place of purchase,

place of consumption, times, food

M


Item Infectious Disease

Detail

M HD D

DCC Use Only


consumed Contacts – name, sex, date of birth,

occupation, symptoms etc Water supply Exclusion from work Details of pets, contact with farm animals Date sample submitted Sample result

3.13.2 The facility to link the ID record to a food hygiene case HD3.13.3 Systems should be able to differentiate between high

and low risk occupations in infectious disease casesM

3.13.4 Systems will record details of incidence of key insect vectors, zoonotic illness, link to animal health

HD

3.14 AccidentsItem Accidents

Detail

M HD D

DCC Use Only


3.14.1 The system will be capable of recording accident data in accordance with RIDDOR including -

Reference number Whether or not the accident was reportable Date and time of the accident/incident Type of accident/incident Injury site and description Investigating officer Whether investigated How reported

M


Item Accidents

Detail

M HD D

DCC Use Only


Screening for Fit 3 key indicators Date and time report taken Status of the person reporting the accident o Injured person’s detailso Nature of injury and part of body injuredo Severity of injury

3.14.2 The system should enable multiple injured persons to be recorded against any single incident

M

3.15 NoticesItem Notices

Detail

M HD D

DCC Use Only


3.15.1 Systems will provide facilities for the generation of a variety of notices

M

3.15.2 Systems will provide facilities to record, track actions and progress, and store notices

M

3.15.3 The system will record: Notice type Date of notice Details of offences Dates of offences Actual offence Delegated power used Legislation the notice relates to Section under which the notice is served Details of default work carried out including cost,

M


Item Notices

Detail

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DCC Use Only


contractors associated and office fees Date the notice was cleared Last date for laying informations Reporting officer Officer in charge Notice status (served, complied with, in progress,

works in progress etc)8.15.4 Systems will link to GIS to record information that a

notice has been served and when a notice has been complied with.

M

3.15.5 Systems will enable notices to be generated from a list of standard paragraphs, with no limit to the number of paragraphs that can be included. All notices issued must be able to be held against a particular record but not altered.

M

3.15.6 Systems will link notice records to premise / client records and for any associated activity record such as complaints, inspections, investigations and legal process

M

3.15.7 The system will provide the ability to raise a notice record to be generated based on an existing case record.

M

3.15.8 The system will allow notice records to be raised in batch, i.e. for drainage based on a selected number of addresses.

M

3.15.9 The system will allow for notices to be raised based on a selection made via GIS

M

3.15.10 The system will allow notice information to be accessible to the land charges system.

M


3.16 Legal Process (Prosecutions and Formal Actions)Item Legal Process

Detail

M HD D

DCC Use Only


3.16.1 System will record details of the legal process and will track legal actions from instigation through to the appeal process. This module will be accessible from all other modules enable prosecution / formal action records to be linked to other activity records. Systems will record formal legal actions taken against individuals/companies, whether or not a complaint was recorded against them.

M

3.16.2 The system will record Company number Defendants date of birth Name and location of court Dates of offences Details of offence Actual offence Delegated power used Legislation the notice relates to Dates of instituting proceedings (laying

informations) Last date for laying informations Section under which the prosecution is being

taken Plea Result Fine Compensation Complainant name and address Officer involved

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Item Legal Process

Detail

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DCC Use Only


Prosecutor / legal action officer OFT reference Appeal date Result of Appeal Statutory notices served Disclosure details

3.17 Licensing (Trading Standards) Item Licensing

Detail

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DCC Use Only


3.17.1 The system will record the following information for petroleum storage tanks:

Number of tanks Reference number Installation date Capacity Fuel type Construction method Licensed or unlicensed

Petroleum storage reference number to cross reference the Petroleum license

M

3.17.2 Number of lines Reference number Installation date Which tanks they relate to Total storage capacity Date each tank test is next due Date of the actual test

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Item Licensing

Detail

M HD D

DCC Use Only


Date each line test is next due Date of the actual test Electrical certificate test date Licensee and head office details Date license issued and its expiry date Payment details Fees

3.17.3 Systems will record licence conditions; whether the conditions are satisfied, and provide the ability to add conditions to a licence

M

3.17.4 Systems will produce a renewal letter with details of tanks and lines that are due to be tested. Whether electrical certification is required and calculating the fee according to the capacity stored

M

3.17.5 Systems will produce a petroleum/explosives license from data entered including details of licensee, license conditions and the period

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3.17.6 Systems will record if a business is registered or licensed to store explosives, including fireworks and poisons

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3.18 LicencesItem Licences

Detail

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DCC Use Only


3.18.1 Systems will provide facilities to record information appropriate to various types of Licences – Licensing Act 2003 Premises & Personal licences, Taxi vehicle, driver & operators, all Gambling Act 2005, street and house to house collections etc. The facility to record schedules,

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Item Licences

Detail

M HD D

DCC Use Only


scan & produce mail merge documents. Ability to link to 3rd party applications to produce online public registers, book vehicle tests, produce licences, plates, & badges. User defined safety feature to ensure all processes are complete before licences can be issued.Common licence information will include –

Reference numbers Date of activity Type of licence Licence holder Licence status Licence Fee Consultee details

3.18.2 Licensing Act 2003 - Premises Designated premises supervisor Non Domestic Rate Value & Fee Band Number of persons Company & charity number Alcohol Sale details e.g. restrictions on supply or

access to premises by children Issuing Authority Personal Licence Holder Number Premises type Start date Annual Fee Date Licence first granted

M

3.18.3 Licensing Act 2003 - Personal: CRB details e.g. previous history, endorsed

photo, acceptable or unacceptable, disclosure date

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Item Licences

Detail

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DCC Use Only


>18 declaration form received Previous names – free text field Qualification type & issuing body, date issued Start, Issue & Expiry date

3.18.4 Taxi Driver, Vehicle & Operators Applicant Vehicle Registration Number, Colour,

Make/Model Ability to record if vehicle previously licenced by

other local authority First registered, granted, start & expiry dates Wheelchair access Seating capacity Insurance details Next test date & time Record the DCC policy has been supplied DVLA Licence Number & Expiry Date Penalty points D.o.b. Date of medical Date next medical due CRB disclosure number CRB issue date Date next CRB due DSA pass date Locality pass date Knowledge Test pass date Convictions (yes or no) Date of last conviction

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Item Licences

Detail

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DCC Use Only


3.18.5 Gambling Act Premises Licences Operating Licence Number Date application received & granted Fee

M

3.18.6 Licensed Premises Gaming machines Number of Category C & D machines Total Machines

M

3.18.7 Small Society Lotteries Society name Charity number Anniversary Date

M

3.18.8 Club machine/Gaming Permit Club certificate number

M

3.18.9 Occasional Use of Track – Betting Notice received date Five date fields Identify Approved or Rejected

M

3.18.1 House to House & Street Collections Area of collections Number of collectors Issue, Start & Expiry dates

3.18.2 Club Gaming Act permissions Club certificate number Start & Expiry dates

3.18.3 Pet Animals, Dog breeding , Animal Boarding & Riding Establishments

Legislation Issue, Start, Expiry dates No of Breeding bitches Type of animals


Item Licences

Detail

M HD D

DCC Use Only


3.18.4 Motor Salvage Operator Register & Scrap Metal register Legislation d.o.b Issued & Expiry Date

3.18.5 Ear Piercing, tattooist, acupuncture, electrolysis register Name & Address Fee

3.18 Private Sector Housing Item Private Sector Housing

Detail

M HD D

DCC Use Only


3.18.1 Systems will facilitate and calculate the full Housing Health and Safety Rating System scoring against a property and provision for recording details of the Decent Homes Standard".

M

3.18.2 Systems produce user defined schedules of work chosen from a list of standard items which allow for the user to edit items to suit requirements

M

3.18.3 Houses in Multiple Occupation are inspected over a 5-year cycle or at a greater frequency dependant upon the hazard rating.Systems will record the following details

Owner and Agent details Related property links Compliance history for property Number and type of lettings Amenities Means of escape Other fire precautions

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Item Private Sector Housing

Detail

M HD D

DCC Use Only


Conditions of Licensing Renewal dates Fees paid/due

Tenants name Composition of each household including

numbers Category Licensed? Date of Licence Licence holder’s title, surname, first

name, postal address, phone number, mobile number, e-mail address

Date of memo to Planning and reply received

Date letter sent to Fire Officer and reply received

Statutory action taken and details and dates

License number Type of fire detection and alarm system Number of:- bedrooms, kitchens,

bathrooms,WHBs, sinks, baths/showers,WCs and external/internal, fire doors, half hour and one hour, smoke detectors, heat detectors, fire blankets, dry powder extinguishers and other types of extinguishers

Comments3.18.4 The system will provide an inspection template which will

enable the property to be risk rated and will generate the next inspection date

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Detail

M HD D

DCC Use Only


3.18.5 Systems will allow for the issuing of license documents including any conditions on licensing and any schedules of work required

M

3.18.6 Systems will allow reporting through ROLHMO or equivalent to satisfy DCLG requirements

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3.18.7 Systems must be able to record a full house condition survey downloaded from hand held devices

HD

3.18.8 Systems will enable the effective processing of grants, loans and equity release cases provided by the council. The data recorded will include –

Applicant(s) name; address; date of birth; age; national insurance no.; claimant type; reason for grant application; etc

Type of property, tenure etc Description of work; Schedule of works; start

date; estimated and actual completion date; Inspection details Contractors estimates for the work Name; Address and Contact details for contractor Means testing information Contribution required Approvals Audit trail of payments approved Agents name; address; contact details; and

percentage fee Owner's Details if different

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3.18.9 The system will record Housing Assistance budgets and will enable approved grants to be apportioned to budgets across years

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3.18.10 The system will provide enquiry and reporting facilities to show costs and commitments against budgets for a year

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Detail

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DCC Use Only


3.18.11 Private sector housing in particular will require the use of facilities described in general functionality – generation of letters; attachment of electronic files – photos, scanned letters etc; procedure templates generating actions for officer diaries;

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3.18.12 When a grant record is generated the information will be shared and made available for the Land Charges system

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3.18.13 The system will allow the management of Empty Homes within the Council’s area

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3.18.4 The system will allow data to be imported from the Council Tax system to create, and update existing Empty Homes Records.

M

3.19 Air QualityItem Air Quality

Detail

M HD D

DCC Use Only


3.19.1 Systems will facilitate collation of air quality monitoring results from passive diffusion tubes and summaries of real time analysis at specific locations– linked to GIS

D

3.19.2 Systems will enable technical Review and Assessment reports and data on Air Quality Management Areas (AQMAs) to be linked to GIS mapping and interface with properties within such areas

D

3.19.3 The system will enable consultation responses to be collated and linked to AQMAs

D


APPENDIX 4 - MANAGEMENT INFORMATION

4.1 General RequirementsItem Management Information – General

Requirements

Detail

M HD D

DCC Use Only


4.1.1 The system will allow users to be able to determine the number of copies of reports printed and, where appropriate, the output type and location e.g. Word format on file, printed to LaserJet printer.

M

4.1.2 A ‘print preview’ function must be provided by the system allowing the user to see the output that will be generated on-screen prior printing.

M

4.1.3 The system will provide a facility to schedule report production as required by the user, or run an ad-hoc report immediately, providing the user has appropriate access permissions.

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4.1.4 The system will enable the priority of report processing to be configurable so that reports can be run in ‘foreground’ maximum production performance or ‘background’ for minimal effect on system responsiveness for users.

M

4.1.5 The system will have facilities to provide information about reports either on-screen or on the reports themselves. For example, the report might have a header page showing report name, number of pages, date produced, and who should receive the report.

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Item Management Information – General Requirements

Detail

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DCC Use Only


4.1.6 The applications will enable non standard reports to be produced by third party reporting tools

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4.1.7 The system will provide comprehensive user defined reporting and user defined batch import / export to common applications e.g. Excel, without the use of third party reporting tools.

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4.1.8 The system with provide report analysis with Primary and Secondary analysis options.

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APPENDIX 5 - MOBILE WORKING Item Mobile Working

Detail

M HD D

DCC Use Only


5.1.1 The Council intends to take advantage of mobile technology. Mobile telecommunications is not always available for every location in Durham County, so real-time mobile applications that are constantly synchronised with the servers may not be an option. Suppliers will provide options with costs, outlining benefits and disadvantages of each.

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5.1.2 Systems will allow an officers workload to be downloaded to a mobile device according to a variety of criteria – date required; address etc

M

5.1.3 Systems will be capable of downloading documentary information associated to a work task and providing access to these from the mobile device – e.g. notes, plans etc

M

5.1.4 Systems will facilitate downloading and access to additional information as selected - e.g. Premises owner contact details, or property warning flags

M

5.1.5 Systems should be capable of sending additional visits or visit information to the visiting officer’s mobile device whilst they are away from the office/home.

M

5.1.6 Mobile applications will provide appropriate security for access and update of information in line with the back office system

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5.1.7 Information held on a mobile device will be suitably M


Item Mobile Working

Detail

M HD D

DCC Use Only


secured/encrypted

5.1.8 Officers will be able to access and update downloaded information in their desired sequence. (e.g. the order the work was completed rather than scheduled)

M

5.1.9 The mobile facility will provide search facilities against information downloaded and/or updated. E.g. workload by date; by address; by type etc

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5.1.10 Back office systems will highlight work that has been allocated to an officer on a mobile device.

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5.1.11 The mobile devices will be able to validate and record information input on site

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5.1.12 Officers will be able to upload and clear selected information to the back office from their mobile device – remotely or locally in real time

M

5.1.13 The mobile device will cater for the upload of any images captured during an inspection to the mobile and subsequently to the back office system.

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5.1.14 Data will be entered into the system as inspections are carried out and the devices will automatically record the time taken for inspections

HD

5.1.15 The devices will be capable of capturing information for unplanned activities as well as scheduled activities. E.g. Environmental Health service requests

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5.1.16 Any discrepancies in information uploaded from a mobile device will be highlighted in the back office

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Item Mobile Working

Detail

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DCC Use Only


system. The back office system will enable no further work to be recorded against a property/case until such errors are cleared or until a high level authorised users clears the error marker

5.1.17 Data to be transmitted to or from the mobile device should be capable of being queued if the telecommunications network is unavailable and automatically transmitted when the network becomes available.

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5.1.18 Information uploaded from a mobile device to the back office system should then be available instantly for use by other users of the back office system

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5.1.19 The mobile devices will be capable of interpreting hand-written text

HD

5.1.20 The mobile devices will be capable of real-time mobile access

HD

5.1.21 The system must provide ability to synchronise data transferred between the back office system and mobile devices in order to prevent update collisions

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5.1.22 The system will provide the facility to carry out Pest Control treatments via a mobile solution

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5.1.23 The system will provide the facility to carry out HHSRS inspections via a mobile solution

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APPENDIX 6 – SYSTEM PERFORMANCE REQUIREMENTS SPECIFICATION

6.1 Resilience and BackupItem System Performance – Resilience and Backup

Detail

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DCC Use Only


6.1.1 Application availability statistics should be readily available from the system.

D

6.1.2 The system will allow for planning the placement of data on discs to maximise both performance and resilience. This ability should also cover overflow requirements and should be available for all environments.

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6.1.3 The system will enable placement of application code, data files and audit recovery files should reflect resilience requirements.

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6.1.4 After hardware, software or other failures ‘roll back’ of incomplete transactions in the system should be immediate and automatic. The system should ensure full data integrity is maintained

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6.1.5 All failures should be automatically logged on the system.

HD

6.1.6 A fast means of taking security/backup copies of whole databases should be available together with restore procedures matched in performance without the need to close down the system.

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6.1.7 The system must have the facility for both automatic and user-defined archiving procedures. Suppliers should indicate how archiving can best be achieved.

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Item System Performance – Resilience and Backup

Detail

M HD D

DCC Use Only


6.1.8 Checks should be made by software to detect incorrect restoration in the system.

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6.2 System Performance and TestingItem Systems Performance – Performance and Testing

Detail

M HD D

DCC Use Only


6.2.1 System response times shall be within the following bands:

On-screen search/enquiries one second or less. For example list EH service requests of a specific category

On-screen update – one second or less; For example – insert EH Service Request

Simple enquiry – one second or less; e.g. EH Service Request enquiry

Complex report – less than 5 minutes.

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6.2.2 Ad-hoc enquiries of the database should be available during the day without adversely affecting performance on the on-line system. It is NOT expected to have to resort to the use of an archived or compacted database for this and backup enquiry services.

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6.2.3 The Council will require test, training and live environments. Test versions will be fully functional with all the features of the Live system.

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Item Systems Performance – Performance and Testing

Detail

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DCC Use Only


The test version will be fully independent of the Live system.For Disaster Recovery purposes these environments may be maintained on a separate server. Any additional costs to support this should be provided.

6.2.4 The software shall provide the facility to generate a test version of the system and database from Live.

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6.2.5 The test version of the software should allow users to modify how the test database is configured and/or extracted from the live version. For example, users should be able to base the test system database on a selectable sub-set of the live database.

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APPENDIX 7 - SOFTWARE SUPPORT/MAINTENANCEItem Software Support and Maintenance

Detail

M HD D

DCC Use Only


7.1.1 Suppliers must submit a software support/maintenance agreement for the Council's consideration, specifying how this will be supported.

M

7.1.2 Suppliers will be required to make such modifications to the software to ensure that it conforms to any new/change of legislation that affects any function or facility of the software and should outline how such changes are made

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7.1.3 Suppliers will provide test versions of software modified to cater for regulatory or legislative changes three months before the changes come into force – to enable the Council to perform testing.

Live versions of the software, amended as necessary, will be available as soon as practicable thereafter, but no later than two weeks before the legislation comes into force

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7.1.4 Suppliers must have established fault reporting, escalation and correction procedures, and provide full details.

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7.1.5 Suppliers should provide an Internet Support Portal for the Council to lodge system issues/errors/queries. Items raised by phone, e-mail or any other method should also be logged on the portalThe supplier should outline the

HD


Item Software Support and Maintenance

Detail

M HD D

DCC Use Only


facilities/procedures it provides 7.1.6 Items raised on the portal will be available to all

users; will indicate a workaround, a severity and a projected correction date

HD

7.1.7 Suppliers will provide details of the help desk support particularly that which will be provided at times of major upgrades or during legislative change. It is essential that weekend cover is available for upgrades.

M

7.1.8 Suppliers will provide on-site help when requested by the user. This must cover system consultancy and advice as well as technical assistance if required, for the duration of the implementation period and beyond. Provide any bands of charge for support consultancy rates.

M

7.1.9 Suppliers should indicate how many of its current users have ESRI GIS; what version of ESRI GIS the software is compatible with; and a typical cost of maintaining the software in line with versions of ESRI GIS or the typical lapsed time between bringing the software in line with versions of ESRI GIS

M

7.1.10 Suppliers must indicate what procedures will be adopted to notify customers of the content of any new releases and for how many versions of the software support is provided

M

7.1.11 Suppliers will confirm that any new versions/upgrades are covered by the software maintenance agreement and that no further costs are involved, or indicate

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Item Software Support and Maintenance

Detail

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DCC Use Only


under what circumstances additional cost will be sought from the Council. Suppliers will also confirm that the Council will not be required to perform the upgrades.

7.1.12 Suppliers will outline any planned developments for their software, when these are likely to become available and upgrade cost profiles, if extra costs are involved

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7.1.13 Suppliers will provide a description of the company’s technical facilities with respect to the supply of all software. This must include specific details concerning the following:

Logging and management of queries and requests for assistance via the help desk;

Number of staff dedicated to support;

Ability to provide a response to faults on-site at the LA’s offices within a specified time;

Location from which that support would be provided.

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7.1.14 Suppliers will provide the facility to dial into the system directly via VPN to enable problems to be rectified. This facility is to be under the control of the LA’s IT staff.

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7.1.15 Suppliers are required to provide details of their policy regarding new issues of software. This must include how many product version releases are made each year and the procedure for installation.

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WEST MERCIA SUPPLIES - WhatDoTheyKnow€¦ · Web viewGazetteer Management System. Private Sector...

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Transcript of WEST MERCIA SUPPLIES - WhatDoTheyKnow€¦ · Web viewGazetteer Management System. Private Sector...