CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Flintshire Youth Justice Service Case Management System

2.2

Description of the goods or services required

Flintshire County Council's Youth Justice Service is seeking to establish a contract with a suitably qualified and capable company to install and license a value for money, locally hosted Client Management System (CMS) to support our objectives. Principal aims of the CMS are that it permits us:

• To comply with the National Standards for Youth Justice and local, regional and national Key Performance Indicators (KPI’s) and the requirements of the Youth Justice Board (YJB) and Youth Custody Service in respect of connectivity

• Easy access to ready support to make best use of the CMS

• To focus our staff resources on working closer with, and securing good outcomes for young people and victims of crime

• Present quality data in ways that alert us to risk, help us readily understand young people and victims we work with in a holistic way and provides us intelligence to inform commissioning/practice

• Supports the YJS to identify local need in order to address offending and anti-social behaviour.

• To readily develop our own customised reports, together with reporting tools that comply with YJB requirements and the new inspection framework for youth offending teams.

• Ensure any CMS is compliant with the Data Protection Act 2018, including GDPR.

Aims of the Project

The aims of this RFQ are to secure a CMS product installation/licensing and service contract for five years from installation (with option to extend) that delivers:

• Good value for money

• Improved labour efficiency and automation

• High quality data

• High quality reporting in line with YJB requirements (including Asset Plus), the new inspection framework for youth offending teams and local needs

Key outputs

The key outputs are:

• The installation and licensing of all relevant modules for youth justice and victims and reports/databases for a CMS for approximately 40 users (including up to 5 super users) that is consistent with the principal aims set out in the introduction and Flintshire County Council (FCC) Information Technology technical infrastructure, network and security requirements and standards.

• Access to training, advice, guidance and good quality, timely support from the CMS supplier to ensure FCC staff make most efficient and effective use of the CMS.

• An effective migration of existing data from the current CareWorks CMS.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

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

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Instructions

1. Log in to PROACTIS at https://supplierlive.proactisp2p.com

2. If you are already registered on the Proactis portal please Login and start at Step 14 of these

instructions if not go to STEP 3

3. Click the “Sign Up” button at the bottom of the window

4. Enter your correct Organisation Name, address and Primary Contact Details. You will need to

create the Organisation ID and User Name. If you have a generic email address for your

organisation e.g. tenders@xxx.co.uk then please use this as the primary contact email address.

5. Please make a note of the Organisation ID and User Name, then click “Register”

6. You will receive an email asking you to “Click here to activate your account”. This takes you to

5.1

Enter Organisation Details.

7. Please enter the information requested, click the “>” on the screen and follow the instructions

5.1

ensuring that you enter all applicable details.

8. In the Classification screen please ensure that you select the Product Classification Codes (CPV

Codes) that appear in the tender notice. Please ensure that the selected codes are relevant to your

5.1

business to ensure that you get notification of opportunities that are of interest.

9. In the Buyers screen please select Denbighshire County Council (you may register with other

organisations if you wish)

10. In the Primary Contact Details screen please ensure that all information is complete. (Please see

note 4 above)

11. Accept the Terms and Conditions and then click “>”. This takes you to the Welcome window.

12. In the Finish screen please enter a new password and note all your Login details for future

reference.

13. Now click “Complete Registration” and you will enter the Supplier Network page.

14. On the centre of the screen click “Opportunities”. This will take you to the list of current

opportunities available to you.

15. Click the “>” that relates to this notice, this will take you into the PQQ or Tender Request and

click “Register Interest”. Note there may be several opportunities that appear on this screen, please

ensure that you select the correct one.

16. In the “Your Opportunities” screen please note the closing time and date for completion of the

relevant project. Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ

and Tender stages) as there will be information relating to the project held here. The Documents are

accessed by clicking the down arrow underneath the General tab. Please ensure that you download

all documents to your PC as you will be required to complete and upload some of them as part of

your submission. There are instructions on how to complete your submission in the Guidance for

Bidders document.

17. You can now either create your response”, or “Decline” this opportunity.

(WA Ref:86960)

5.2

Additional Documentation

5.3

Publication date of this notice