Compliance Management and Asset Database System

{
  "buyer": {
    "id": "GB-PPON-PXHZ-9111-QHMJ",
    "name": "The Council of the Borough of Kirklees"
  },
  "date": "2025-09-30T17:38:38+01:00",
  "id": "061083-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-04ebda",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Huddersfield",
        "postalCode": "HD1 2TA",
        "region": "UKE44",
        "streetAddress": "The Town Hall, Ramsden Street"
      },
      "contactPoint": {
        "email": "procurement@kirklees.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "http://www.kirklees.gov.uk"
      },
      "id": "GB-PPON-PXHZ-9111-QHMJ",
      "identifier": {
        "id": "PXHZ-9111-QHMJ",
        "scheme": "GB-PPON"
      },
      "name": "The Council of the Borough of Kirklees",
      "roles": [
        "buyer"
      ]
    }
  ],
  "planning": {
    "noEngagementNoticeRationale": "Market Engagement has been carried out by service prior to Procurement Act 2023 coming into effect."
  },
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "additionalProcurementCategories": [
      "services"
    ],
    "awardPeriod": {
      "endDate": "2026-01-05T23:59:59Z"
    },
    "description": "Kirklees Council wishes to procure a cloud-based Compliance Management \u0026 Assets Database System (COMMANDS) which will enable effective efficient management of all corporate assets, enable scheduling, programming, Health \u0026 Safety management and costing of work to be undertaken. It will Improve operational elements of service delivery through improved stores management. \nThe Council needs a responsive and flexible system which can meet these requirements to support, drive and deliver the transformation of corporate services. The Council requires a single point of access system that will not only manage and track repairs but will improve the customer journey.\nThe anticipated commencement date for the implementation is 1st April 2026, it is anticipated the implementation period will take 12 months and the Contract commencement date will be 1st April 2027.\nPlease refer to the full Specification for the full scope and requirements for this tender which is available with the full tender pack, free of charge at https://uk.eu-supply.com/login.asp?B=YORTENDER.\nPlease note Known Risks have been assessed as part of this procurement and in accordance with the Procurement Act 2023, the Council reserves the right to modify this contract where such changes meet the criteria for permitted modifications under Section 74 and Schedule 8 of the Act. This includes, but is not limited to:\n\u2022\tThe incorporation of data migration preparation services, should a requirement be identified following an initial assessment of the Council\u0027s data cleansing status.\n\u2022\tApplication or interface development to accommodate a change in the Council\u0027s ERP system. One such risk identified for this procurement is the potential transition away from SAP during the contract\u0027s lifetime. Where the tender documentation specifies \"integration with SAP,\" it is acknowledged that development may be required to support integration with an alternative ERP system to ensure continuity of services.\n\u2022\tCloud storage capacity. \n\u2022\tAdditional functionality/modules which may be of interest/become available throughout the life of the contract and support the wider scope of delivering a modern Compliance Management \u0026 Asset Database Services.\nAny such modifications shall be undertaken in compliance with the permitted grounds set out in Section 74 and Schedule 8 of the Act, including but not limited to modifications arising from unforeseeable circumstances or the materialisation of a known risk.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-09-30T17:38:38+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "061083-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/061083-2025"
      }
    ],
    "hasRecurrence": true,
    "id": "KMCIT-214",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          },
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKE44"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Application System Requirements",
              "numbers": [
                {
                  "number": 25,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Department Functionality Requirements",
              "numbers": [
                {
                  "number": 35,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "System Access, Implementation, Training, Support and Contract Management",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Price",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2032-03-31T23:59:59+01:00",
          "maxExtentDate": "2036-03-31T23:59:59+01:00",
          "startDate": "2027-04-01T00:00:00+01:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "the option to extend for a further two (2) periods of twenty-four (24) months, up to 31st March 2036."
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "value": {
          "amount": 700000,
          "amountGross": 840000.0,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "goods",
    "procedure": {
      "features": "Stage 1 Tender Stage\nStep 1 - Compliance Checks\nStep 2 - Excluded and excludable Suppliers\nStep 3 - Conditions of Participation\nStep 4 - Quality and Price assessment\nStep 5 - Identification of Preferred Supplier\nStep 6 - Notify unsuccessful Suppliers\nStage 2 Preferred Supplier Stage\nStep 1 - Preferred Supplier Due Diligence (including proof of concept)"
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Competitive flexible procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2034-04-01T23:59:59+01:00"
        }
      ]
    },
    "status": "active",
    "submissionMethodDetails": "All tender documents are available free of change from YORtender at the following website;\nhttps://uk.eu-supply.com/login.asp?B=YORTENDER",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-11-03T13:00:00Z"
    },
    "title": "Compliance Management and Asset Database System",
    "value": {
      "amount": 700000,
      "amountGross": 840000.0,
      "currency": "GBP"
    }
  }
}