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Peaks & Plains - Asset Management System Replacement

Cheshire Peaks and Plains Housing Trust Limited

This public procurement record has 1 release in its history.

Planning

26 Oct 2026 at 16:49

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Cheshire Peaks and Plains Housing Trust intends to replace its obsolete Keystone platform with a cloud-hosted asset management system. The purchase covers software licences, implementation, migration of historic data, integrations, and ongoing support. The initial system is to provide an asset register and hierarchy, property and component records, mobile offline stock-condition surveying, 30-year investment planning, option appraisal, energy and retrofit functions, completed-works processing, reporting and APIs. It will support about 5,200 homes across social and affordable rent, shared ownership, leasehold and freehold, alongside communal areas, garages, car parks, community buildings, commercial units and land. The Trust expects roughly 1,000 stock-condition surveys, 1,500 property-condition inspections and 1,000 diagnostic inspections each year. Delivery is for the Trust’s asset portfolio; the buyer is based in Macclesfield.

The procurement is at planning: the Trust has stated its intention to procure, but has not yet issued an invitation to tender. It expects to use an unrestricted open procedure. The formal tender notice is scheduled for 9 November 2026. The contract is planned to start on 2 February 2027 and run to 1 February 2032, with an option to extend to 1 February 2037. The procurement is arranged as one lot. The intended award basis is the most economically advantageous tender, weighted 70% for quality and 30% for price. The Trust has completed targeted preliminary market engagement, including remote product demonstrations with seven vendors between 20 February and 17 April 2026; participation in that market test does not limit access to the later tender.

This is suited to software suppliers with a mature housing asset-management product and the capacity to deliver a substantial, long-term implementation and support service. Relevant strengths include cloud hosting, secure UK data handling, migration and reconciliation of legacy asset data, and documented bi-directional transactional APIs. The stated security examples are ISO 27001 and Cyber Essentials. Suppliers should be able to integrate with Open Housing, Documotive, Elmhurst, Intelligent Energy and the Trust’s SQL Server data warehouse, and provide mobile surveying, investment planning, energy and retrofit functionality. The Trust will assess suppliers’ ability and product roadmaps to accommodate later repairs, works management, compliance servicing, asbestos management and statutory case management. Implementation also calls for comprehensive training, formal acceptance testing and severity-based support service levels. The earlier market demonstrations were research only, not pre-qualification.

How relevant is this notice?

Notice Information

Notice Title

Peaks & Plains - Asset Management System Replacement

Notice Description

Procurement Description 1. Scope of Works and Services Required Peaks & Plains Housing Trust is seeking a modern, cloud-hosted Asset Management System (AMS) to replace its incumbent platform (Keystone), which has reached technical obsolescence. This procurement covers the supply of software-as-a-service (SaaS) core licenses, implementation services, data migration, technical integrations, and ongoing software support and maintenance over a contract term of 10 years. The implementation will be delivered in a phased approach: * Phase 1 (Core Implementation & Go-Live): Supply and deployment of the core asset platform, including the asset register and hierarchy, property characteristics, component attributes and lifecycles, a fully operational stock condition surveying service with a native mobile offline application (iOS/Android), 30-year investment planning, Net Present Value (NPV) option appraisal, an energy and retrofit module, capital completed works processing, standard reporting, and core API data integrations. * Phase 2 (Future Operational Scope): While excluded from the immediate day-one go-live, the procurement will evaluate and test supplier capabilities and product roadmaps to later absorb responsive repairs, works management, operational compliance servicing (gas, electrical, fire, water), asbestos management, and full statutory case management under Awaab's Law. 2. Quantity and Volume of Assets (The Amount) The system will be utilized to manage and model the Trust's entire asset portfolio, consisting of approximately: * 5,200 residential dwellings (social rent, affordable rent, shared ownership, leasehold, and freehold). * Associated communal blocks, shared areas, garages, car parks, community buildings, commercial units, and land parcels. * An estimated volume of 1,000 stock condition surveys, 1,500 property condition inspections, and 1,000 diagnostic inspections per annum. 3. Supply, Integration, and Delivery Methodology (How they must be supplied) The solution must be supplied as a cloud-native or cloud-hosted service, with all data held securely within the United Kingdom under recognized information security accreditations (e.g., ISO 27001 / Cyber Essentials). The supplier will be required to deliver the system through a structured implementation methodology: * Data Migration: Executing full data extraction, transformation, cleansing, validation, and reconciliation of all historic data from the incumbent Keystone platform into the new AMS. * System Integration: Delivering fully documented, bi-directional, and transactional CRUD APIs to seamlessly embed the AMS within the Trust's existing application estate. This includes mandatory integrations with Open Housing (Housing Management System), Documotive (Document Management System), Elmhurst (EPC API), Intelligent Energy (Sava API), and automated bulk/incremental data extractions into the Trust's internal SQL Server data warehouse (Fusion). * Training & Acceptance: Delivering comprehensive training (personnel, remote, and self-service) for system administrators, surveyors, and power users, followed by a formal acceptance testing process against the Trust's essential criteria prior to go-live. * Support & SLAs: Providing ongoing technical support under strict contractual service level agreements (SLAs), separating responses and resolutions by severity (Critical, High, Medium, Low). The contract will be awarded to the most economically advantageous tender (MEAT), assessed on a split of 70% Quality and 30% Price

Planning Information

Scope of the Engagement Peaks & Plains Housing Trust has completed a period of targeted preliminary market engagement to test the viability, maturity, and capability of the software market against its evolving asset management specification. The scope was focused on understanding market readiness to support modern condition-based asset data models, robust external mobile working, and upcoming regulatory changes (including the reformed Decent Homes Standard, updated HHSRS hazard bands, and 2030 Minimum Energy Efficiency Standards). The engagement consisted of structured, 1.5-hour product discovery demonstrations conducted remotely over Microsoft Teams with relevant cross-functional personnel from the Trust’s Repairs, Asset Management, and Compliance teams. Seven (7) market vendors were selected via internal market research and informal integration conversations. The remote demonstration events were held chronologically on the following dates: • Rowanwood: 20 February 2026 • Asprey: 27 February 2026 • MRI: 13 March 2026 • Property-Tectonics: 20 March 2026 • Aareon: 27 March 2026 • M3: 10 April 2026 • Civica (Incumbent Platform Vendor): 17 April 2026 The session with the incumbent vendor was utilized specifically to review their modern, upgraded product roadmap and understand their transition path away from their legacy end-of-life framework. Instructions for Submitting Expressions of Interest and Clarifications This preliminary market testing phase officially concluded on 17 April 2026. Because this notice is being utilized retroactively to record an informal research phase, no further expressions of interest or clarification questions are being accepted under this specific preliminary notice, and no public market events are scheduled. The selection of vendors for the preliminary engagement was a market test only and does not restrict, pre-qualify, or limit participation in the upcoming tender. The formal procurement will be executed as an unrestricted Open Procedure. Full instructions for participating in the formal competitive tender, submitting clarification questions, and uploading proposals will be provided within the Invitation to Tender (ITT) pack via the procurement portal immediately upon publication of the Tender Notice (UK4), which is scheduled for 9 November 2026.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-079094
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/101235-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

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

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

CPV Codes

48219300 - Administration software package

48442000 - Financial systems software package

72212442 - Financial systems software development services

72314000 - Data collection and collation services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
26 Oct 2026Yesterday
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
2 Feb 2027 - 1 Feb 2032 Over 5 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
Cheshire Peaks and Plains Housing Trust 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
MACCLESFIELD
Postcode
SK11 6QJ
Postcode Area
Stockport
Country
England
Major Region (ITL 1)
TLD North West (England)
Basic Region (ITL 2)
TLD6 Cheshire
Small Region (ITL 3)
TLD62 Cheshire East
Delivery Location
Not specified
Local Authority
Cheshire East
Electoral Ward
Macclesfield Central
Westminster Constituency
Macclesfield

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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