Planning

Provision of a Choice Based Lettings and Homelessness System

SOUTHEND-ON-SEA CITY COUNCIL

This public procurement record has 1 release in its history.

Planning

08 Sep 2025 at 14:59

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Southend-on-Sea City Council has initiated a procurement process to engage suppliers for the provision of a Choice Based Lettings and Homelessness System. The aim is to replace the existing system with a new one that aligns with current housing legislation and future requirements. The tender falls under the software package and information systems category and is classified as a good. This procurement is currently in the planning stage, and potential suppliers are invited to participate in the market engagement process. Important deadlines include the submission of an online questionnaire by 5 p.m. on 3rd October 2025, with potential interviews to be conducted between 27th and 31st October 2025. The project is expected to be delivered in the UKH31 region of the United Kingdom.

This tender presents a significant opportunity for businesses specialising in software solutions tailored to housing and local government needs. Small and Medium Enterprises (SMEs) with expertise in developing robust, customisable case management systems for housing applications would find this tender particularly advantageous. The engagement process allows businesses to showcase their capabilities and possibly influence the system design to meet specific legislative and operational demands. Businesses that can provide comprehensive solutions to track and manage client information, housing applications, and assessments efficiently will be well-suited to compete for this contract.

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Notice Information

Notice Title

Provision of a Choice Based Lettings and Homelessness System

Notice 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.

Planning Information

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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-059612
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/054761-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

70 - Real estate services

CPV Codes

48000000 - Software package and information systems

70333000 - Housing services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
8 Sep 20255 months ago
Submission Deadline
Not specified
Future Notice Date
3 Oct 2025Expired
Award Date
Not specified
Contract Period
31 Jul 2026 - 31 Jul 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
SOUTHEND-ON-SEA CITY COUNCIL
Contact Name
Not specified
Contact Email
sharoncohen@southend.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
SOUTHEND ON SEA
Postcode
SS2 6FA
Post Town
Southend-on-Sea
Country
England
Major Region (ITL 1)
TLH East (England)
Basic Region (ITL 2)
TLH3 Essex
Small Region (ITL 3)
TLH31 Southend-on-Sea
Delivery Location
TLH31 Southend-on-Sea
Local Authority
Southend-on-Sea
Electoral Ward
Victoria
Westminster Constituency
Southend East and Rochford

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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