PRO0919 Integrated Housing and Asset Management System

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    "date": "2026-03-30T10:31:37+01:00",
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    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PCBB-6493-RNBZ",
            "name": "Your Housing Group",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PCBB-6493-RNBZ"
            },
            "address": {
                "streetAddress": "130 Birchwood Boulevard",
                "locality": "Warrington",
                "postalCode": "WA3 7QH",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKD61"
            },
            "contactPoint": {
                "name": "Matthew Grice",
                "email": "Matthew.Grice@yourhousinggroup.co.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.yourhousinggroup.co.uk",
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                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PNDC-9358-GPYZ",
            "name": "Infinity Group",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PNDC-9358-GPYZ"
            },
            "address": {
                "streetAddress": "The Coach House",
                "locality": "Tunbridge Wells",
                "postalCode": "TN1 2PY",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKJ46"
            },
            "contactPoint": {
                "email": "luke.basnett@infinitygroup.co.uk"
            },
            "roles": [
                "supplier",
                "tenderer"
            ],
            "details": {
                "scale": "sme",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            },
            "control": {
                "description": "Mr Robert Stanley Young The Coach House, Spencer Mews, Tunbridge Wells, Kent, England, TN1 2PY Nature of control Ownership of shares - More than 25% but not more than 50% Ownership of voting rights - More than 25% but not more than 50% Mr Philip John Jones The Coach House, Spencer Mews, Camden Road, Tunbridge Wells, Kent, England, TN1 2PY Nature of control Ownership of shares - More than 25% but not more than 50% Ownership of voting rights - More than 25% but not more than 50%"
            }
        },
        {
            "id": "GB-PPON-PXPD-5758-DGMV",
            "name": "TECHLABS LONDON LTD",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PXPD-5758-DGMV"
            },
            "address": {
                "streetAddress": "65 Kingshill Crescent",
                "locality": "High Wycombe",
                "postalCode": "HP13 5NF",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKJ13"
            },
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                "tenderer"
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        },
        {
            "id": "GB-PPON-PHXX-6931-VYBP",
            "name": "NEC SOFTWARE SOLUTIONS UK LIMITED",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PHXX-6931-VYBP"
            },
            "address": {
                "streetAddress": "1st Floor Imex Centre",
                "locality": "Hemel Hempstead",
                "postalCode": "HP2 7DX",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKH23"
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                "id": "PMGW-9155-JHQR"
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            "address": {
                "streetAddress": "8th Floor One Canada Square",
                "locality": "London",
                "postalCode": "E14 5AA",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKI42"
            },
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    ],
    "buyer": {
        "id": "GB-PPON-PCBB-6493-RNBZ",
        "name": "Your Housing Group"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "YHG carried out soft market testing with 6 suppliers for this procurement in November 2024. Suppliers were given a soft market testing information pack and invited to demonstrations. This was all carried out prior to the introduction of the Procurement Act 2023. The suppliers invited and participated in the demonstrations were: Civica NEC Techlabs London Rubixx Esuasive MRI Software As the soft market period was concluded before the introduction of the Act, YHG is able to provide interested parties with copies of the soft market test information pack and clarification questions as part of this Preliminary Market Engagement. Please email procurement@yourhousinggroup.co.uk using the reference PRO0919 in your email to request copies. This process does not form part of the formal tender procedure to follow and no supplier shall be disadvantaged by either taking part or not taking part in this process.",
                "dateMet": "2024-11-29T00:00:00+00:00",
                "status": "met"
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        ],
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                "description": "Preliminary market engagement notice on Find a Tender",
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    "tender": {
        "id": "PRO0919",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "PRO0919 Integrated Housing and Asset Management System",
        "description": "Your Housing Group (YHG) are seeking to replace its existing software for housing management, asset management and repairs management and are seeking a new fully integrated system. This will include options to support Fix360, the YHG internal repairs and maintenance contractor, using integration to existing systems, or potential replacement options. The aim 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 tenants and other customers, whenever needed or desired. A 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/adherence to the Cloud Security Principles.",
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                        "scheme": "CPV",
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                        "region": "UKD",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
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                        "region": "UKD",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
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                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
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                        "region": "UKD",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 20000000,
            "currency": "GBP",
            "amount": 16666667
        },
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                    "endDate": "2031-02-28T23:59:59+00:00",
                    "maxExtentDate": "2041-02-28T23:59:59+00:00"
                },
                "status": "complete",
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "The final sub-weightings and order of importance will be set out in the Tender Notice (UK04).",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
                                }
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                        },
                        {
                            "type": "price",
                            "name": "Cost",
                            "description": "The final sub-weightings and order of importance will be set out in the Tender Notice (UK04).",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "YHG System Requirements",
                            "description": "As set out in the tender documentation",
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                                    "number": 50,
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                            "description": "As set out in the tender documentation",
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                "selectionCriteria": {
                    "criteria": [
                        {
                            "description": "The final requirements will be set out in the Tender Notice (UK04) and Tender Documents when published (estimated 12th May 2025). These may include: Conditions of Participation, Procurement Specific Questionnaire including insurances, financial capacity, GDPR and information security, technical and project specific pass/fail selection criteria, the Invitation to Tender documents including Quality (70%) and Price (30%) criteria, System Demonstrations, Legal conditions including ability to meet YHG's key commercial principles etc.",
                            "forReduction": true
                        },
                        {
                            "type": "economic",
                            "description": "YHG have set Legal and financial capacity conditions of participation. These are set out in the PSQ documentation."
                        },
                        {
                            "type": "technical",
                            "description": "YHG have set Technical ability conditions of participation. These are set out in the PSQ documentation."
                        },
                        {
                            "description": "The criteria used to select suppliers to tender are set out in the documentation, including the invitation to participate document and PSQ. Tenderers 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. All tenderers who pass all aspects of the PSQ will be taken through to the next stage of the procurement.",
                            "forReduction": true
                        }
                    ]
                },
                "hasOptions": true,
                "options": {
                    "description": "YHG may Direct Award subsequent system \"modules\" 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."
                },
                "hasRenewal": true,
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                    "currency": "GBP"
                },
                "renewal": {
                    "description": "5 year initial period with the following potential extension periods: Extension 1: 3 years Extension 2: 3 years Extension 3: 2 years Extension 4: 2 years Maximum total contract length if all extensions taken out is 15 years."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-05-12T23:59:59+01:00"
        },
        "status": "complete",
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "isAccelerated": true,
            "acceleratedRationale": "Qualifying planned procurement notice",
            "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. Stage 1 - Procurement Specific Questionnaire: All tenderers who pass stage 1 will be taken to stage 2. Stage 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. Stage 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. Stage 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. Stage 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."
        },
        "coveredBy": [
            "GPA",
            "CPTPP"
        ],
        "submissionMethodDetails": "Submissions must be sent electronically through the MyTenders portal - https://www.mytenders.co.uk",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "expressionOfInterestDeadline": "2025-08-19T12:00:00+01:00",
        "awardPeriod": {
            "endDate": "2026-02-02T23:59:59+00:00"
        },
        "contractTerms": {
            "financialTerms": "Please refer to procurement documentation which refers to YHG's payment terms in addition to payments being made within 30 days for valid, undisputed invoices."
        },
        "riskDetails": "There are various risks relating the performance of the contract, highlighted below: Implementation timetable risks Variation / Change control Business criticality, including knowledge transfer Security - Cyber Security, Data Protection Legislative Changes e.g. new Laws associated with the sector Interfaces/Integrations for 3rd party systems Data migration, quality, availability and loss Support & Hosting - including training Changes to resources or personnel Not fit for purpose / Product no longer meets requirements Wider supply chain considerations",
        "enquiryPeriod": {
            "endDate": "2025-08-08T12:00:00+01:00"
        },
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                "id": "future",
                "documentType": "biddingDocuments",
                "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. Tenders or requests to participate must be sent electronically through the MyTenders portal."
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                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
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            },
            "hasOptions": true,
            "options": {
                "description": "Maximum contract pricing has been determined as all extensions available having been taken out, an increase of a percentage of CPI applied to years 6-15 of the contract, the optional purchase of additional training and data transfer requirements, and licensing costs. Options are included within the Specification and Schedule of Rates."
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