Business Systems Refresh Programme

{
    "tag": [
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    "id": "ocds-h6vhtk-0564f2-2025-10-13T16:27:02+01:00",
    "date": "2025-10-13T16:27:02+01:00",
    "ocid": "ocds-h6vhtk-0564f2",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-COH-IP030457",
            "name": "Cartrefi Conwy Cyfyngedig",
            "identifier": {
                "scheme": "GB-COH",
                "id": "IP030457"
            },
            "address": {
                "streetAddress": "Morfa Gele - North Wales Business Park Cae Eithin",
                "locality": "Abergele",
                "postalCode": "LL22 8LJ",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKL13"
            },
            "contactPoint": {
                "name": "Martin Joy",
                "email": "martin.joy@itica.com",
                "telephone": "07768792754"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://cartreficonwy.org/",
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicUndertaking",
                        "description": "Public undertaking"
                    },
                    {
                        "scheme": "UK_CA_DEVOLVED_REGULATIONS",
                        "id": "GB-WLS",
                        "description": "Welsh devolved regulations apply"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PVDN-9226-PHMZ",
            "name": "Cartrefi Conwy Cyfyngedig",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PVDN-9226-PHMZ"
            },
            "address": {
                "streetAddress": "Morfa Gele - Cae Eithin",
                "locality": "Conwy",
                "postalCode": "LL22 8LJ",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKL13"
            },
            "contactPoint": {
                "name": "Martin Joy",
                "email": "martin.joy@itica.com",
                "telephone": "+447768792754"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.cartreficonwy.org",
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicUndertaking",
                        "description": "Public undertaking"
                    },
                    {
                        "scheme": "UK_CA_DEVOLVED_REGULATIONS",
                        "id": "GB-WLS",
                        "description": "Welsh devolved regulations apply"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PVDN-9226-PHMZ",
        "name": "Cartrefi Conwy Cyfyngedig"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Each participant will be issued with a questionnaire prior to an individual 1to1 online Teams or Zoom meeting where the questionnaire response will be discussed and further information about the procurement and business objectives will be shared. Session dates and further information will be issued as required. The key outcomes of the PME will be shared with all participants apart from information that has been agreed as commercially sensitive or confidential. This Notice does not constitute a call for competition and should not be assumed as creating a contract or agreement. Further, Cartrefi Conwy Cyfyngedig has no liability for any costs, however incurred, by those attending the PME sessions or involvement in the subsequent procurement process.",
                "dueDate": "2025-08-31T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "042533-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/042533-2025",
                "datePublished": "2025-07-23T17:27:53+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "ocds-h6vhtk-0564f2",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Business Systems Refresh Programme",
        "description": "Cartrefi Conwy is an independent not-for-profit Registered Social Landlord (RSL). We formed as result of the transfer of around 3,800 homes from Conwy County Borough Council in 2008. Since the transferred homes have been under our ownership and management we have invested heavily in their refurbishment to bring them up to the Welsh Housing Quality Standard. We will continue to maintain our homes to this high standard in the future. In 2015 Cartrefi Conwy established Creating Enterprise C.I.C. as a wholly owned subsidiary which operates as a social enterprise.\" Find out more about us, including our recently published Together Corporate Plan and other background information by visiting https://cartreficonwy.org/ Following a strategic review of existing IT systems, it became clear that it will not be possible for us to achieve our strategic ambitions using the existing mix of systems, processes and information. The business systems refresh programme is underway and has full approval from the Executive and Board. Its objectives include: 1. Improved service offerings to residents, including digital / self-service, leading to increased satisfaction ratings 2. The solution / system will allow resource to be more focused on customer-facing activity and enhance the \"one team\" ethos 3. Data and processes to be standardised and automated to make it easier for staff to work, be proactive, productive and collaborate 4. Moving closer to OVOTT, and making data available, transparent and easier to access / use, creating a 360deg view of customers and assets 5. Improved management of operational risk and compliance 6. Access to the necessary data to inform asset investment decision making 7. Appropriate use of spreadsheets 8. Availability of system capabilities and performance not dependent on location or access method 9. Enable workflows and reports to be built more easily, not necessarily by IT Our objective is to achieve live operation of at least the first tranche of new capability within 12 months from Contract signature. In addition, we have identified other objectives for the new HMS / PMS / AMS / FMS, and we wish to procure: 1. 'Commercial off the Shelf' product sets only requiring configuration or parameterisation, not customisation, to meet our needs. 2. Solutions with a single 'look and feel' to the User Interface across all system 'modules' 3. A system that is easy to use, requiring minimal 'clicks' or steps to navigate around or use the system. (Note that ease of use is a key negative with the current systems.) 4. A system with a modern underlying 'technical architecture', with in-built mobility ('mobile first' as a design principle), automation / workflows, and digital capabilities. 5. Superior integration capabilities to enable easy data sharing with other systems, and technically straightforward adoption of emerging and future technologies. 6. Integration with Microsoft's Office365 suite of capabilities. 7. Capabilities that can enable us easily to build processes (workflows) to support other areas of our operation. Not achieving these objectives, or a sub-optimal version of them, represents downstream technical, commercial and operational risk to us. As such, these elements will be explored in detail at ITT stage and form a critical part of our evaluation of a Potential Supplier's capability to meet these objectives. Our requirements are detailed in the ITT documents. Note that we will not accept responses from Potential Suppliers for part solutions, the scope of each Lot can be considered as a single 'solution'. However, that does not preclude partnering with third-parties to deliver the overall solution. We want a long-term partnership with the successful provider(s), the Contract will be for a period of 10 years with the option to extend annually up to a further 5 years at Cartrefi's sole discretion. The Contract values given in this Tender Notice reflect a 15-year term.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKL13",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
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                "id": "2",
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                        "scheme": "CPV",
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                        "description": "Software package and information systems"
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                        "region": "UKL13",
                        "country": "GB",
                        "countryName": "United Kingdom"
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                "relatedLot": "2"
            },
            {
                "id": "3",
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                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
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                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL13",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
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                "relatedLot": "3"
            },
            {
                "id": "4",
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                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    }
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                        "region": "UKL13",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "4"
            }
        ],
        "value": {
            "amountGross": 4790400,
            "amount": 3992000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "goods",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-07-01T00:00:00+01:00",
                    "endDate": "2036-06-30T23:59:59+01:00",
                    "maxExtentDate": "2041-06-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "title": "Housing Management System (HMS)",
                "description": "Supply and implementation of software covering all aspects of housing operations, for example; o Lettings and allocations o Tenancy management, including CRM / Contact Management o Case and workload management o Revenue and debt management, including service charges o Workforce mobility o Digital and self-service capabilities including customer portal / app o Automation and end-to-end workflow o Dashboards and management information.",
                "value": {
                    "amountGross": 2108400,
                    "amount": 1757000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Lot 1 HMS - Quality",
                            "description": "Quality of the bid - details in the Instructions to Tenderers Part 1",
                            "numbers": [
                                {
                                    "number": 85,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Lot 1 HMS - Price",
                            "description": "Price of the bid - details in the Instructions to Tenderers Part 1",
                            "numbers": [
                                {
                                    "number": 15,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "secondStage": {
                    "minimumCandidates": 5
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "See Procurement Specific Questionnaire (PSQ)"
                        },
                        {
                            "type": "technical",
                            "description": "See PSQ"
                        }
                    ]
                },
                "renewal": {
                    "description": "5 annual renewals"
                },
                "hasOptions": true,
                "options": {
                    "description": "Additional functionality provided as part of the service offer"
                }
            },
            {
                "id": "2",
                "title": "Property Management System (PMS)",
                "description": "Supply and implementation of software covering all aspects of propert management, for example; o Reactive repairs including scheduling and job management o Voids management (property aspects) o Workforce mobility o Digital and self-service capabilities including customer portal / app o Automation and end-to-end workflow o Dashboards and management information.",
                "status": "active",
                "value": {
                    "amountGross": 1202400,
                    "amount": 1002000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Lot 2 PMS - Quality",
                            "description": "Quality of the bid - details in the Instructions to Tenderers Part 1",
                            "numbers": [
                                {
                                    "number": 85,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Lot 2 PMS - Price",
                            "description": "Price of the bid - details in the Instructions to Tenderers Part 1",
                            "numbers": [
                                {
                                    "number": 15,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "secondStage": {
                    "minimumCandidates": 5
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "See Procurement Specific Questionnaire (PSQ)"
                        },
                        {
                            "type": "technical",
                            "description": "See PSQ"
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-07-01T00:00:00+01:00",
                    "endDate": "2036-06-30T23:59:59+01:00",
                    "maxExtentDate": "2041-06-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "5 annual renewals"
                },
                "hasOptions": true,
                "options": {
                    "description": "Additional functionality provided as part of the service offer"
                }
            },
            {
                "id": "3",
                "title": "Asset Management System (AMS)",
                "description": "Supply and implementation of software covering all aspects of asset management, for example; o Strategic asset management o Servicing and compliance o Planned maintenance o Workforce mobility o Digital and self-service capabilities including customer portal / app o Automation and end-to-end workflow o Dashboards and management information.",
                "status": "active",
                "value": {
                    "amountGross": 636000,
                    "amount": 530000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Lot 3 AMS - Quality",
                            "description": "Quality of the bid - details in the Instructions to Tenderers Part 1",
                            "numbers": [
                                {
                                    "number": 85,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Lot 3 AMS - Price",
                            "description": "Price of the bid - details in the Instructions to Tenderers Part 1",
                            "numbers": [
                                {
                                    "number": 15,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "secondStage": {
                    "minimumCandidates": 5
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "See Procurement Specific Questionnaire (PSQ)"
                        },
                        {
                            "type": "technical",
                            "description": "See PSQ"
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-07-01T00:00:00+01:00",
                    "endDate": "2036-06-30T23:59:59+01:00",
                    "maxExtentDate": "2041-06-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "5 annual renewals"
                },
                "hasOptions": true,
                "options": {
                    "description": "Additional functionality provided as part of the service offer"
                }
            },
            {
                "id": "4",
                "title": "Finance Management System (FMS)",
                "description": "Supply and implementation of software covering all aspects of financial operations, for example; o Case management and workflow for approvals, queries, or issue resolution o Expenses management (workflows, approvals, payment) o Purchase to Pay with automated links to budgets, with GRN, invoice matching, and payment o A portal for suppliers to be registered, maintain up to date details, and ac-cess capabilities including raising queries, submitting invoices and auto-matic updates on payment status o Project Accounting for capital spend and other investments o Management accounts for report distribution o Making Tax Digital including the ability to manage partial exemptions o CIS o Chart of Accounts o Accounts Payable / Receivable o Cash management o General Ledger o Journals o Creditor Management o Bank Reconciliation.",
                "status": "active",
                "value": {
                    "amountGross": 843600,
                    "amount": 703000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Lot 4 FMS - Quality",
                            "description": "Quality of the bid - details in the Instructions to Tenderers Part 1",
                            "numbers": [
                                {
                                    "number": 85,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Lot 4 FMS - Price",
                            "description": "Price of the bid - details in the Instructions to Tenderers Part 1",
                            "numbers": [
                                {
                                    "number": 15,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "secondStage": {
                    "minimumCandidates": 5
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "See Procurement Specific Questionnaire (PSQ)"
                        },
                        {
                            "type": "technical",
                            "description": "See PSQ"
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-07-01T00:00:00+01:00",
                    "endDate": "2036-06-30T23:59:59+01:00",
                    "maxExtentDate": "2041-06-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "5 annual renewals"
                },
                "hasOptions": true,
                "options": {
                    "description": "Additional functionality provided as part of the service offer"
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-09-15T23:59:59+01:00"
        },
        "status": "active",
        "procurementMethod": "selective",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "The procedure description and steps are contained in the Instructions to Tenderers (Part1 of the full documentation set)"
        },
        "submissionMethodDetails": "https://www.sell2wales.gov.wales",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "expressionOfInterestDeadline": "2025-11-10T12:00:00+00:00",
        "enquiryPeriod": {
            "endDate": "2025-11-03T17:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-06-10T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "L-4",
                "documentType": "biddingDocuments",
                "description": "The instructions document sets out Cartrefi's Contracting requirements, general policy requirements, and the general tender conditions relating to this procurement process.",
                "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348782"
            },
            {
                "id": "L-8",
                "documentType": "biddingDocuments",
                "description": "The Procurement Specific Questionnaire (PSQ) has been designed to help Cartrefi ensure that suppliers share the right information when participating in a procurement. This is separate from the formal tender submission (on how the supplier proposes to meet the tender requirements). Please note: Do not complete or submit responses to Parts 2 - 4 at the PSQ stage of the process. Cartrefi will invite shortlisted suppliers to submit an Initial ITT at the appropriate time.",
                "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348895"
            },
            {
                "id": "L-9",
                "documentType": "biddingDocuments",
                "description": "Lot 1 (HMS) specific documents Parts 2, 3 and 4",
                "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348874"
            },
            {
                "id": "L-10",
                "documentType": "biddingDocuments",
                "description": "Lot 2 (PMS) specific documents Parts 2, 3 and 4",
                "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348875"
            },
            {
                "id": "L-11",
                "documentType": "biddingDocuments",
                "description": "Lot 3 (AMS) specific documents Parts 2, 3 and 4",
                "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348876"
            },
            {
                "id": "L-12",
                "documentType": "biddingDocuments",
                "description": "Lot 4 (FMS) specific documents Parts 2, 3 and 4",
                "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348877"
            },
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "064916-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/064916-2025",
                "datePublished": "2025-10-13T16:27:02+01:00",
                "format": "text/html"
            }
        ],
        "contractTerms": {
            "financialTerms": "To be agreed as part of negotiation and contract"
        }
    },
    "language": "en"
}