Planning

Asset Compliance and Assurance Software

THE GUINNESS PARTNERSHIP LIMITED

This public procurement record has 1 release in its history.

Planning

21 May 2026 at 14:19

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The Guinness Partnership Limited, based in London, is currently in the planning stage of its procurement process for developing an "Asset Compliance and Assurance Software" system. This project falls under the industry category of compliance software packages, with an overarching focus on goods. The aim is to implement a software solution that can automate and enhance the management of compliance certificates associated with inspections for gas, electrical, and water systems across their 70,000 managed homes. Interested parties have until 19th June 2026 to participate in the preliminary market engagement, which is designed to assess potential solutions and inform the future procurement strategy. The anticipated contract period is set to begin on 1st April 2027 and run through to 31st March 2030, with the possibility of renewal until 2032.

This tender presents a significant opportunity for software companies specialising in compliance management systems, particularly those with capabilities in data extraction, categorisation, and integration with existing management platforms. Enterprises focusing on document intelligence, optical character recognition (OCR), and AI-driven solutions would find a competitive edge in this engagement. Small and medium-sized enterprises (SMEs) are encouraged to participate, given the suitability criteria outlined. Businesses capable of delivering innovative and secure solutions compliant with UK data protection standards will particularly benefit from engaging in the development of this crucial software service. The scale and scope of the project offer substantial prospects for business growth and partnership with a prominent public undertaking.

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Notice Information

Notice Title

Asset Compliance and Assurance Software

Notice Description

Purpose of Engagement - The Guinness Partnership is undertaking preliminary market engagement to explore available software solutions capable of reading, categorising, validating, and managing compliance certificates associated with gas, electrical, and water inspections. This engagement is intended to: Understand the capabilities of the market Inform future procurement strategy and specification Identify innovative or emerging solutions Assess delivery models, implementation approaches, and commercial options Participation in this engagement does not constitute a commitment to commence a procurement or award a contract. Background and Context - The Guinness Partnership owns and manages over 70,000 homes and is responsible for ensuring ongoing compliance with statutory requirements relating to gas, electrical, and water safety. Compliance evidence is typically provided in a range of certificate formats (e.g. PDF, scanned documents, digitally generated reports) produced by multiple contractors and inspection providers. Guinness is seeking to explore software solutions that can help automate and improve the accuracy, efficiency, and assurance of compliance certificate management. Scope of the Requirement - Interested suppliers are invited to provide information on solutions that can support some or all of the following capabilities: 1. Certificate Ingestion and Reading * Upload or automated ingestion of gas and electrical compliance certificates * Ability to read and extract data from: * Native digital certificates * Scanned documents * PDFs and image-based files * Use of technologies such as OCR, document intelligence, or Al-driven data extraction 2. Data Extraction and Categorisation * Automatic identification and categorisation of certificate types (e.g. Gas Safety Record, EICR) * Extraction of key data fields, potentially including: * Property address / unique property reference * Inspection date * Expiry date / next due date * Engineer or contractor details * Inspection outcomes (e.g. pass, fail, remedial actions required) * Observations and codes * Smoke detection information (install date and location etc.) 3. Automated Coding Tool A system that identifies and categorises: * Cl - Danger present remedial work needed to gain a satisfactory certificate * C2 - Potentially dangerous remedial work needed to gain a satisfactory certificate * C3 - Improvement recommended * Fl - Further investigation required 4. Compliance Checker Flags missing or incomplete sections such as: * Schedule of inspections * Schedule of test results * Observations * Signatures * Outcome summary to support a RAG rating report * Workflows for follow on/corrective actions/audits 5. Workflow, Assurance, and Audit Exception reporting and task management for follow-up actions Audit trail showing certificate receipt, validation, and review Dashboards and reporting to support operational teams and compliance assurance 6. Dashboard Interface A web-based application that allows relevant staff members to review: * Compliance reports open actions, closed actions, etc * Metrics - Pass/Fail * Extraction of C3 codes into a log * Reporting tools and capabilities * Exception reporting * Portal access to enable customers and TGP staff to be able to view and download certificates along with a streamlined method of uploading certificates via a bulk loading software * Auto generation of certificates to be sent to Local Authority when required. 7. Integration and Data Management Ability to integrate with housing management systems, asset systems, or document management platforms Secure storage and retrieval of compliance documentation APIs or other integration options 8. Security, Governance, and Accessibility Compliance with UK data protection and information security standards Role-based access controls

Planning Information

Please use the following URL to access the opportunity on the ProActis eSourcing Procurement portal: https://supplierlive.proactisp2p.com (https://supplierlive.proactisp2p.com)/ Opportunity Reference: RFX1000297 To access the full opportunity and respond, you will need to access or create a ProActis account. Once you access the opportunity you will be able to download the full PME document which includes a questionnaire to be completed and returned by the deadline indicated.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-069f8e
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/047239-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48170000 - Compliance software package

Notice Value(s)

Tender Value
£350,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
21 May 20262 weeks ago
Submission Deadline
Not specified
Future Notice Date
1 Sep 20263 months to go
Award Date
Not specified
Contract Period
31 Mar 2027 - 31 Mar 2030 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
THE GUINNESS PARTNERSHIP LIMITED
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
NW1 3AX
Post Town
North West London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI3 Inner London - West
Small Region (ITL 3)
TLI36 Camden
Delivery Location
Not specified
Local Authority
Camden
Electoral Ward
Regent's Park
Westminster Constituency
Holborn and St Pancras

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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