Award

Photobook Software Licenses

LONDON BOROUGH OF HAVERING

This public procurement record has 1 release in its history.

Award

08 Apr 2026 at 10:32

UK5 - Transparency Notice
Summary of the contracting process

The procurement process, initiated by the London Borough of Havering, involves the awarding of a contract for Photobook Software Licenses. This contract is classified in the software package and information systems industry category and is pertinent to the region of Romford, United Kingdom. The procurement was conducted through a direct method, below the threshold and without competition, and is currently in the award stage as of 8th April 2026. The contract entails a value of £88,560 gross and will commence on 1st May 2026, continuing until 30th April 2028, with legal underpinnings from the Housing Act and Regulator of Social Housing Consumer standards.

This tender represents a substantial opportunity for businesses specialising in software solutions, particularly those catering to public authorities with specific requirements like data collection, record keeping, and system audits. Small and medium-sized enterprises, especially those experienced in providing similar services to sub-central government entities, are well-suited to participate. The collaboration with HOUSEMARK LIMITED, a Coventry-based SME, highlights the viability for SMEs in fulfilling such procurement needs efficiently, thus fostering business growth and innovation in the software industry.

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Notice Information

Notice Title

Photobook Software Licenses

Notice Description

We are procuring a new housing management system, which should have similar functions to Photobook. However, the procurement is delayed and the configuration of the new system will take time. We need to continue using Photobook system for another two years. We are required to have a data collection system that keeps accurate and multiple records, photos and evidence of estate cleaning and inspections available to residents and Leaseholders. Daily records are required of all Caretaker cleaning and inspections carried out, in order to charge residents and Leaseholders for the service. We must be able to provide accurate KPIs showing that service has been delivered. We are also required to have records of HHSRS (Housing Health & Safety Rating System) inspections of all our 12,800 properties, with photographs of rooms and communal areas of the property. These requirements have come from the Housing Act and the Regulator of Social Housing Consumer standards. We are also required to use Photobook to record tenancy audits and settling in visits with tenants. This will give us secure record keeping, with accurate number of audits being logged and reported on. Audits enable us to assess the needs of our residents and prevent tenancy fraud, and are required by the Regulator. Our current Housing management system cannot carry out any of these functions, and a paper based system is not secure or sufficient, and is open to mistakes and losses. Photobook application has given us the ability to do assessments, take photographs and evidence work that has been undertaken, with time and date stamps. We have been using Photobook for two years, and now require licences for a further two years. We have explored alternative systems internally and externally, and these are not viable. The relative low cost of Photobook is the best option. We have experience of using Photobook, and the system is excellent and meets our requirements.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-067db3
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/031826-2026
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK5 - Transparency Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Direct
Procurement Method Details
Below threshold - without competition
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
Not specified
Lots Value
Not specified
Awards Value
£73,800 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
8 Apr 20262 weeks ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
8 Apr 20262 weeks ago
Contract Period
30 Apr 2026 - 30 Apr 2028 2-3 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Pending
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
LONDON BOROUGH OF HAVERING
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
ROMFORD
Postcode
RM1 3BB
Post Town
Romford
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI5 Outer London - East and North East
Small Region (ITL 3)
TLI52 Barking & Dagenham and Havering
Delivery Location
Not specified
Local Authority
Havering
Electoral Ward
St Edward's
Westminster Constituency
Romford

Supplier Information

Number of Suppliers
1
Supplier Name

HOUSEMARK

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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