Deputies Office Client Money and Case Management Solution - Market Engagement

Reading Borough Council needs to reprocure a Client Money and Case Management solution for Public Authority Deputyship Teams (or similar) for a period of 3 years with a potential maximum 24 month extension subject to operational need and value for money considerations

It will involve the implementation of a complete integrated client recording system for client money and case management for public authority deputyship and Appointee teams. It will need to bring together all aspects of work in one database.

Our key supplier requirements are recent experience (within the last three years) of supplying a product that can match and/or add functions to our current systems functions which cover the following criteria:

• Automatic creation of planned income and expenditure transactions • Production of Court of Protection (COP) workflow facilities and system-generated COP forms pre-populated with data for clients, respondents and interested parties • On-screen account reconciliation and optional integration with online banking systems • Automatic population of letter templates with client data, and a copy saved in the client's letter history • Office of the Public Guardian (OPG) deputyship reports • Detailed Case notes • Visits recorded • Funeral plan • Upload classified documents • Upload photographs for inventories • List of personal data, diagnosis, religion, Will, funeral plan etc This system is currently hosted by RBC but there is a new option to move to a system which is fully managed and hosted by the incumbent. Please feel free to submit solutions which can offer either, both ways or an alternative way of working with the system and the cost implications

There are currently about 280 active cases on our system

Organisations who believe they can offer a suitable solution to fulfil the above requirements and who would anticipate responding to an invitation to tender are asked to notify the Council of their interest by completing and submitting the online questionnaire which includes organisational experience and capability, the functionality of the product and indicative costings, and a contact name or names of the relevant client organisations who may be approached for a reference . Also feel free to submit any relevant screenshots of your system to demonstrate functionality and the look of your system to the end user.

The online questionnaire should be submitted by 1pm on 21st December 2020.

Reading Borough Council intends to use the information supplied to assess whether suitable specialist providers exist to meet our requirements.

If the Council decides that there is sufficient interest from specialist supplier we may decide to proceed with a procurement exercise via further advertisement, which will formally invite tender responses.

The Council does not commit to enter into a formal procurement exercise at this stage.

Additional information: This is an early engagement exercise as part of the development of a planned procurement. Organisations interested in responding to the consultation should download the documents which are available on the Council`s e-tendering system at: https://in-tendhost.co.uk/readingbc/aspx/Home and complete as instructed.

The Portal is free of charge - to register please follow the supplier registration guidance which is available on the Portal.

Please note: you must register your interest via the Council`s e-tendering portal if you intend to submit a response. Interested parties must log onto the Council`s e-tendering portal at: https://in-tendhost.co.uk/readingbc, to express an interest and download the procurement documents. All communications regarding this procurement exercise will be conducted through the Council`s e-tendering portal including requests for clarifications or general enquiries. The procurement documents will be available for download up until the closing time and date for tender submissions, it is the organisation`s responsibility to ensure that they download the documents in ample time to ensure that they can be completed and returned electronically, along with supporting documents, prior to the closing time and date stipulated. Before completing the tender, potential providers/suppliers should ensure that the e-mail address that has been used to register their organisation will be checked regularly as the Council`s e-tendering system will generate automatic notifications to this e-mail address when there are updates, changes or messages sent relating to the project. Potential bidders should also check that their organisation`s details are correct and kept up to date.

Technical questions and assistance regarding the use and operation of the Portal should be addressed to the In-Tend Help Desk - e-mail: [email protected], telephone number +44 8442728810 https://in-tendhost.co.uk/readingbc/aspx/ This is an early engagement exercise as part of the development of a planned procurement. Organisations interested in responding to the consultation should download the documents which are available on the Council`s e-tendering system at: https://in-tendhost.co.uk/readingbc/aspx/Home and complete as instructed.

The Portal is free of charge - to register please follow the supplier registration guidance which is available on the Portal.