GB-Colchester: Community Infrastructure Levy IT Solution

The project will deliver an integrated management system for payments under the Community Infrastructure Levy (CIL). The project will deliver a management system for collection of funds for the provision of infrastructure. The implementation of the CIL regime must be managed through the existing S.106 database and new software is required to record the liability of applications (including exemptions) and permitted development for CIL contributions and to manage payment. Required functionality: (1) Integrate with E-Financials, Civica, IDOX, Northgate Searchnet & Northgate Front Office to make the work flow process streamlined between planning, finance, land charges, building control etc. (2) Manage CIL collection in accordance with regulations (in tandem with S106), with functionality to account for any future changes in legislation. (3) Produce all notices, forms and letters required under CIL regs, including revisions (and a full range of letters and other correspondence required for S106 if applicable). (4) Provide floor space and site area calculator tool for checking CIL liabilities. (5) Provide a full CIL calculator facility (inc. indexation, reliefs, surcharges, payment policies) , which can be published on the Council website. (6) Calculate, request, record and receipt all payments as appropriate (integrated with E-Financials). (7) Manage phased payments, and changes to phasing (i.e. cancellation / recalculation of payment schedule if instalment is missed). (8) Manage financial income and expenditure for CIL (and S106), showing potential, actual, allocated, spent etc sums at a strategic, local and neighbourhood level. (9) Have multiple users with differing levels of access (i.e. full admin, read only)Integrate with the corporate ED RMS solution (currently IDOX). (10) Include a facility for managing / recording the 123 list and amendments. Provide reporting tools, allowing information on all aspects of the CIL / S106 processes to be interrogated and reported (including exemptions). (11) Produce user alerts, reminders and triggers for key actions and events, include an ‘action list’ facility for upcoming / future tasks Include full security, e.g. activity logs for individual users, secure log in, restricted access rights etc Full tracked history of changes made to records – e.g. changes in liable parties, changes in amounts due, changes in payment schedule. (12)A full record of information needed for formal processes i.e. CIL annual return, audit, enforcement action If hosted, be subject to stringent data security and back up procedures. The following technical requirements are required: (1) Must work in a VDI (Virtual desktop infrastructure). (2) Must be accessed via a web browser (Internet Explorer 8) to comply with e-GIF. (3) Must integrate with the councils LLPG (address) database. (4) Any GIS integration must be with the councils solution (MapInfo). (5) Hosted servers must have the appropriate Business Impact Level accreditation.

Additional information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. Interested suppliers should express thier interest via email to [email protected] and must provide a brief overview of the software systems they can provide. Interested suppliers will then be invited to attend a demonstration day on Monday 17th November 2014. Suppliers that demonstrate that they can meet the requirements detailed in the above description, will then be invited to submit a tender. The new system needs to go live by 1st April 2015 with ongoing maintenance support and implementation will occur during February to March 2015.