Scope
Reference
DN788102
Description
Case management system for Southend-on-Sea City Council's housing register, homelessness and choice-based lettings solutions.
The case management system (CMS) needs to be compliant with current housing legislation, the government HCLIC data specification and any future changes. The system needs to be robust and customisable to accommodate bespoke requirements as well as tracking and managing client information, housing applications, and assessments whilst enabling staff to document client interaction, progress and outcomes efficiently.
Contract dates (estimated)
- 1 August 2026 to 31 July 2029
- Possible extension to 1 August 2031
- 5 years, 1 day
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
- 70333000 - Housing services
Contract locations
- UKH31 - Southend-on-Sea
Engagement
Engagement deadline
3 October 2025
Engagement process description
The aim is to explore the market to identify an efficient system that is compliant with housing and homelessness legislation to replace our existing system.
The Council wants to ensure that any procurement and contract award relating to the provision of a housing system is done so with as much consideration to market research as possible. The aim is to explore the market to identify an efficient system that is compliant with housing and homelessness legislation to replace our existing system.
The dual purpose of this exercise is to seek engagement with suppliers regarding the potential to provide a housing software solution that meets our needs. This will also enhance our understanding of what is achievable within the constraints of current budget pressure.
We may decide to invite Selected Potential Providers to interview to discuss their responses to the questionnaire further. If these are held, they may be between 27th and the 31st of October 2025
Potential Providers will be invited to complete the online questionnaire and benchmarking schedule available on the Council's e-tendering portal (Pro Contract): https://procurement.southend.gov.uk/. If suppliers are not already registered on the portal, you will need to do so to take part in this engagement process.
If you are interested in taking part in the Engagement Process, including the possibility of attending the Interview Stage, where your company's questions can be put directly to the Council, we would ask your company to register on the Council's e-tendering portal: https://procurement.southend.gov.uk/ and complete the online questionnaire no later than the deadline: of 5pm on Friday the 3rd of October 2025.
Requests for clarification can be made via the Council's e-tendering portal email to https://procurement.southend.gov.uk/ no later than 3pm on Friday 19th of September 2025.
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Contracting authority
Southend-on-Sea City Council
- Public Procurement Organisation Number: PJDT-6566-GZNX
Civic Centre, Victoria Avenue, Southend On Sea, Essex
Southend On Sea
ss2 6fa
United Kingdom
Email: sharoncohen@southend.gov.uk
Region: UKH31 - Southend-on-Sea
Organisation type: Public authority - sub-central government