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Cartrefi Conwy - Business Systems Refresh Programme

Cartrefi Conwy Cyfyngedig

This public procurement record has 4 releases in its history.

Award

23 Oct 2026 at 11:39

UK7 - Contract Details Notice
Award

14 Sep 2026 at 17:35

UK6 - Contract Award Notice
Tender

13 Oct 2025 at 16:27

UK4 - Tender Notice
Planning

23 Jul 2025 at 17:27

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Cartrefi Conwy Cyfyngedig has procured a refresh of its business systems: software supply and implementation for housing management, property management, asset management and finance. The housing system covers lettings and allocations, tenancy and case management, revenue and debt, workforce mobility, customer self-service and reporting. Property functions include repairs, job scheduling and voids; asset functions include strategic asset management, compliance and planned maintenance. The finance system covers purchasing, expenses, accounting, payments, supplier services and financial reporting. The systems are intended to improve resident services and staff workflows, standardise and automate data and processes, support mobile working, and integrate with Microsoft 365 and other systems. Delivery is for Cartrefi Conwy in Conwy, North Wales.

The procurement is complete and contracts have been awarded. TechLabs London Limited won the housing, property and asset management lots, valued at £3,316,003, £1,790,048 and £697,737 respectively. Xledger UK won the finance management lot, valued at £390,473. These are awarded contract values. Contracts were signed on 1 October 2026 and run to 30 September 2041. The buyer used a competitive flexible procedure with a selective process. Each lot was evaluated on quality, weighted at 85%, and price, weighted at 15%; selection considered economic and technical criteria. The original competition allowed bids for the four separate system lots, each treated as a complete solution rather than a partial one. The finance contract includes renewal terms within its maximum 15-year duration; the other contracts have no option to extend or renew that term.

The awards show demand from a Welsh social landlord for integrated, configurable commercial software rather than bespoke systems. Suppliers best placed for comparable work would have demonstrable capability in housing operations, property repairs, asset compliance and maintenance, or finance and purchasing systems, depending on the requirement. Relevant products need to support mobile-first use, customer and supplier self-service, automated end-to-end workflows, dashboards and management information, and straightforward integration with Microsoft 365 and other platforms. The buyer prioritised solution quality substantially over price, with technical and economic suitability also assessed. A credible supplier would need the capacity to implement a complete solution for its chosen area and support a long-term relationship, including configuration and delivery of additional functionality. SMEs were considered suitable for the lots.

How relevant is this notice?

Notice Information

Notice Title

Cartrefi Conwy - Business Systems Refresh Programme

Notice 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 ratings2. The solution / system will allow resource to be more focused on customer-facing activity and enhance the "one team" ethos3. 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 assets5. Improved management of operational risk and compliance6. Access to the necessary data to inform asset investment decision making7. Appropriate use of spreadsheets8. 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 ITOur 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.

Lot Information

Housing Management System (HMS)

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.

Options: Additional functionality provided as part of the service offer

Renewal: 5 annual renewals

Property Management System (PMS)

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.

Options: Additional functionality provided as part of the service offer

Renewal: 5 annual renewals

Asset Management System (AMS)

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.

Options: Additional functionality provided as part of the service offer

Renewal: 5 annual renewals

Finance Management System (FMS)

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.

Options: Additional functionality provided as part of the service offer

Renewal: 5 annual renewals

Planning Information

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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0564f2
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/100382-2026
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
£3,992,000 £1M-£10M
Lots Value
£3,992,000 £1M-£10M
Awards Value
£6,194,261 £1M-£10M
Contracts Value
£6,194,261 £1M-£10M

Notice Dates

Publication Date
23 Oct 20264 days ago
Submission Deadline
Not specified
Future Notice Date
15 Sep 2025Expired
Award Date
11 Sep 20261 months ago
Contract Period
1 Oct 2026 - 30 Sep 2041 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Cartrefi Conwy Cyfyngedig
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CONWY
Postcode
LL22 8LJ
Postcode Area
Llandudno
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL3 North Wales
Small Region (ITL 3)
TLL33 Conwy and Denbighshire
Delivery Location
TLL13 Conwy and Denbighshire
Local Authority
Conwy
Electoral Ward
Pen-sarn Pentre Mawr
Westminster Constituency
Clwyd North

Supplier Information

Number of Suppliers
2
Supplier Names

TECHLABS LONDON LTD

Xledger

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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