PRO0919 Integrated Housing and Asset Management System

{
  "buyer": {
    "id": "GB-PPON-PCBB-6493-RNBZ",
    "name": "Your Housing Group"
  },
  "date": "2025-07-21T15:25:03+01:00",
  "id": "041719-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-04fa37",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Warrington",
        "postalCode": "WA3 7QH",
        "region": "UKD61",
        "streetAddress": "130 Birchwood Boulevard"
      },
      "contactPoint": {
        "email": "matthew.grice@yourhousinggroup.co.uk",
        "name": "Matthew Grice"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://www.yourhousinggroup.co.uk"
      },
      "id": "GB-PPON-PCBB-6493-RNBZ",
      "identifier": {
        "id": "PCBB-6493-RNBZ",
        "scheme": "GB-PPON"
      },
      "name": "Your Housing Group",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-02-02T23:59:59+00:00"
    },
    "contractTerms": {
      "financialTerms": "Please refer to procurement documentation which refers to YHG\u0027s payment terms in addition to payments being made within 30 days for valid, undisputed invoices."
    },
    "coveredBy": [
      "GPA",
      "CPTPP"
    ],
    "description": "Your Housing Group Limited invites suitably qualified and experienced suppliers to participate in a procurement in relation to a contract to provide an Integrated Housing and Asset Management System (software). This is to replace YHG\u2019s existing separate software and/or systems for housing and asset management as well as customer relationship management (CRM) under YHG\u2019s internal \u201cYour Systems Programme\u201d.\nYHG is undertaking this procurement under the Competitive Flexible Procedure in accordance with Section 20(2)(b) of the Procurement Act 2023 (the Act) and as further detailed in documentation provided. This is a multi-stage tendering procedure.\nThe aim for this contract is to efficiently consolidate and integrate solutions onto a modern cloud-based platform to leverage efficiencies and increase customer satisfaction. Responsive browser presentation will be expected to free staff to be more mobile and work more flexibly wherever required, on schemes, within offices or accessing systems securely from home. One other key goal is to provide excellent self-service facilities for customers, residents and tenants whenever needed or desired.\nA digital first and cloud methodology is being pursued across YHG. This makes the most of ICT investment, while potentially enabling staff to have access to solutions and applications, wherever they have connectivity. Cloud delivered applications proposed will be expected to enforce high standards of penetration testing and compliance, as well as adherence to cloud security principles.\nYHG is seeking principally one supplier and one system that will replace multiple other systems, however depending on the outcome of this tender appreciate that this may include the use of additional third parties or sub-contractors to provide aspects of the system dependant on the bids received from Tenderers.",
    "documents": [
      {
        "accessDetails": "The procurement documents are available for unrestricted and full direct access, free of charge at https://www.mytenders.co.uk. Interested suppliers must register on MyTenders to respond to the opportunity.\nTenders or requests to participate must be sent electronically through the MyTenders portal.",
        "documentType": "biddingDocuments",
        "id": "future"
      },
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-07-21T15:25:03+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "041719-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/041719-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-08-08T12:00:00+01:00"
    },
    "expressionOfInterestDeadline": "2025-08-19T12:00:00+01:00",
    "id": "PRO0919",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKD"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "As set out in the tender documentation",
              "name": "YHG System Requirements",
              "numbers": [
                {
                  "number": 50.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "As set out in the tender documentation",
              "name": "Price",
              "numbers": [
                {
                  "number": 30.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "cost"
            },
            {
              "description": "As set out in the tender documentation",
              "name": "Method Statements",
              "numbers": [
                {
                  "number": 20.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2031-02-28T23:59:59+00:00",
          "maxExtentDate": "2041-02-28T23:59:59+00:00",
          "startDate": "2026-03-01T00:00:00+00:00"
        },
        "hasOptions": true,
        "hasRenewal": true,
        "id": "1",
        "options": {
          "description": "YHG may Direct Award subsequent system \u201cmodules\u201d related to the main housing and asset management system within the first 5 years of contract award to the successful Tenderer. These include software, systems or modules for: repairs management, repairs scheduling (including dynamic scheduling), risk management, contact centre telephony, other finance modules, HR/training/Payroll module(s), other modules provided by the Supplier to support Housing and Asset Management or Repairs functionality. This would done be through Schedule 5 Paragraph 8 of the Procurement Act 2023."
        },
        "renewal": {
          "description": "5 year initial period with the following potential extension periods:\nExtension 1: 3 years\nExtension 2: 3 years\nExtension 3: 2 years\nExtension 4: 2 years\nMaximum total contract length if all extensions taken out is 15 years."
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "YHG have set Legal and financial capacity conditions of participation. These are set out in the PSQ documentation.",
              "type": "economic"
            },
            {
              "description": "YHG have set Technical ability conditions of participation. These are set out in the PSQ documentation.",
              "type": "technical"
            },
            {
              "description": "The criteria used to select suppliers to tender are set out in the documentation, including the invitation to participate document and PSQ.\nTenderers will be required to submit a PSQ, and any information requested within, a completed Tenderer Conflicts of Interest Declaration and 3x completed YHG PSQ Reference Forms from 3x customers, which will be assessed by YHG to determine their suitability to progress to the next stage of the procurement (plus any questions for Dialogue). This includes checking that Tenderers meet the conditions of participation detailed in the PSQ and are not on the Supplier Debarment List or determined to be excluded/excludable suppliers.\nAll tenderers who pass all aspects of the PSQ will be taken through to the next stage of the procurement.",
              "forReduction": true
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 16666667,
          "amountGross": 20000000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "goods",
    "procedure": {
      "features": "YHG are running a CFP with multiple stages, the criteria for which are all set out within the tender documentation including full details of evaluation criteria at each stage.\nStage 1 - Procurement Specific Questionnaire: All tenderers who pass stage 1 will be taken to stage 2.\nStage 2 - Dialogue: A series of dialogue meetings will be held ahead of tender submission required at Stage 3. This is to clarify and refine the tender.\nStage 3 - Tenders: Tenderers will be required to submit their quality and price proposals in line with the tender requirements. Following evaluation the top 2 suppliers will be taken to the next stage.\nStage 4 - System Demonstrations: Tenderers will be required to demonstrate their system/solutions and the tenderer with the most advantageous tender will be taken to the next stage.\nStage 5 - Preferred Tenderer Discussions: YHG will hold discussions with the tenderer with the most advantageous tender prior to contract award. This stage will involve clarifying or confirming commitments made in the Tender or limited post-tender negotiation."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "riskDetails": "There are various risks relating the performance of the contract, highlighted below:\nImplementation timetable risks\nVariation / Change control\nBusiness criticality, including knowledge transfer\nSecurity - Cyber Security, Data Protection\nLegislative Changes e.g. new Laws associated with the sector\nInterfaces/Integrations for 3rd party systems\nData migration, quality, availability and loss\nSupport \u0026 Hosting - including training\nChanges to resources or personnel\nNot fit for purpose / Product no longer meets requirements\nWider supply chain considerations",
    "status": "active",
    "submissionMethodDetails": "Submissions must be sent electronically through the MyTenders portal - https://www.mytenders.co.uk",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "title": "PRO0919 Integrated Housing and Asset Management System",
    "value": {
      "amount": 16666667,
      "amountGross": 20000000,
      "currency": "GBP"
    }
  }
}