WCBC's Local Letting Agency IT Software Solution

Descriptions

Wrexham County Borough Council Local Lettings Agency IT Software SolutionWrexham County Borough Council Local Lettings Agency is a ‘Stand-alone’ Council service that offers a range of housing management solutions to private landlords. We are looking to engage the market for a hosted solution that would meet the following requirements:-Lettings and property management software requirements-Office and internet based (hosted), agile working/access remotely-Records for applicants, landlords, properties, tenants, tenancies & contractors (to include multiple occupancy)-Property and applicant matching-Mail-merge letters/documents, ability to send SMS messages-Landlord client and office accounting – track rent collection, late payments, landlord/contractor/agent payments and statements, non-resident landlord calculations-Create user-definable reminder dates-Reports, summaries and statistical information relating to the service as required-Handle maintenance, repairs and inspections (job cards etc.…)-Marketing tools including portal feed, brochure & window card templates-Handle shared ownership of properties-Accessible To-Do lists/Daily Tasks-Compatible with Microsoft windows/office applications-Ensure legal compliance (Health & Safety, Landlord Certification and HMO licencing)For the gateway and tenancy support we would require all the information on the following form:-Gateway Referral form (in an easy to follow application format with possible tabs for sections to be able to populate the forms below)And then for that to populate the following forms:-housing needs assessment and support plan-my journey (future person centred support plans)Within the tenancy support database the following would be required:-The grant requirements to enable stats collection-The facility to put a not in and then add an action point plan from the notes-The facility to accept or decline after assessment-When declining a reason for declining the referral e.g. mental health primary issue, not tenancy related, not suitable, drug and alcohol primary issue etc.-History of the persons previous support (only available to the current support provider and homeless/tenancy history)-The facility to record food bank vouchers and report on this-The facility to record any grant or funding applications made (details, date etc.)-The facility to record peoples UC access information such as username and password (only accessible by current support provider)-Access to all to be able to see if support is being provided and who it is provided by or if support has ended but nothing further-Facility for the support worker and current provider to be the only accessing the information other than the gateway team-Facility for a notification to be sent gateway/supporting people/referrer when support has ended.Within the gateway requirements we would need to able to:-Be accessible and useable by all providers/referrers including self-referrers-Link seamlessly with other systems if needed-Be on line accessible for providers-Be able to email/prompt/notification the gateway when referrals come in-Provide information as to when the referral were picked up by providers including prompts for the gateway-Provide information as to when the referral was allocated including prompts for the gateway-Provide information as to when the referral was closed including prompts for the gateway-Measure time taken to deal with referrals sent to providers with a specific marker of two weeks for allocation and a reminder to the gateway if the provider goes over this time-Provide statistical information-Access all persons information for monitoring (housing support grant team)-The ability to re-refer to another service easilyOther areas to be considered are we would like to see within the gateway and support provision such as somewhere appropriate to record information such as adverse childhood experiences (ACE’s) as this will be an additional measurement on the support side at some point so easy adaptability is key.Please can you send an overview of your solution to Rachel Glynn-Thomas, ICT Category Manager to the following email address: - rachel.glynn-thomas@wrexham.gov.ukCan responses be sent by 12 noon on Friday 31st May 2019NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=91889.