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Replacement Property Management System for Crown Estate Scotland

Crown Estate Scotland

This public procurement record has 2 releases in its history.

Tender

06 Jan 2023 at 00:00

OJEU - F2 - Contract Notice
Planning

08 Jun 2022 at 01:00

OJEU - F1 - Prior Information Notice
Summary of the contracting process

The Crown Estate Scotland is seeking a replacement Property Management System through an active tender titled "Replacement Property Management System for Crown Estate Scotland." This procurement falls under the services category with a value of £1,000,000 GBP. The buying organisation, Crown Estate Scotland, located in Edinburgh, UK, is currently in the tender stage, with a deadline for submissions by 13th February 2023. The tender aims to provide Crown Estate Scotland with a new system to replace the current Grosvenor Systems Propman, which will end in November 2024.

This tender presents a significant opportunity for businesses in the IT and property management industry to compete for providing a comprehensive Property Management System to Crown Estate Scotland. Interested businesses should be prepared to offer system migration and configuration services, ongoing support, and maintenance. The procurement method is an open procedure with electronic submission. Businesses need to align with Crown Estate Scotland's requirements and user stories to deliver a system that retains historical data and meets all mandatory user stories. The tender also includes the potential for the contract to be extended for up to 5 further years based on mutual agreement, providing long-term business growth opportunities.

How relevant is this notice?

Notice Information

Notice Title

Replacement Property Management System for Crown Estate Scotland

Notice Description

Crown Estate Scotland currently use Grosvenor Systems Propman as their PROPERTY MANAGEMENT SYSTEM. The current contract with Grosvenor Systems will end in November 2024. This tender is to provide Crown Estate Scotland with a working PROPERTY MANAGEMENT SYSTEM and associated services in line with our documented requirements and user stories. To retain all current and historical data (including transactional data) from the current Propman system. To project manage any migration and configuration work as well as support and maintain the system for the duration of its use.

Lot Information

Lot 1

The Successful Supplier will project manage all activities to make the PROPERTY MANAGEMENT SYSTEM go live under the new contract. CES to perform data conversions with supplier providing significant guidance & support, performing the import of the data with us, and assisting with any debugging. Supplier will provide initial super user training to 23 key staff within Crown Estate Scotland and third parties. There will be up to 2 users for each of 6 managing agents, 11 people across 5 internal business teams. Sessions to be recorded and each session to be delivered twice to allow scheduling. SUPER USERS will train their teams. Supplier to provide guidance to SUPER USERS during the initial 12-month post go-live. This will be via: - Attending a monthly up to 2-hour Microsoft Teams meeting for Q&A, idea sharing and ad-hoc top up training; and - Email queries on areas where training was not clear, is an infrequently used area, or training did not cover. - Supplier will be responsible for applying all software updates to the PROPERTY MANAGEMENT SOFTWARE for the duration of the contract. This will include both security and software updates. Should the supplier replace the system with a new product they will be responsible for migrating us to the new product at an agreed time unless Crown Estate Scotland opt to terminate the contract. Solution to deliver at least one PRODUCTION SYSTEM and one TEST SYSTEM with the ability for CES to sync data from PRODUCTION SYSTEM to the TEST SYSTEM throughout the life of the contract. The supplier may split the functions of the TEST SYSTEM. The PROPERTY MANAGEMENT SYSTEM should meet all requirements laid out in the high-level requirements document and at least all the mandatory user stories in the User Stories document. At the end of the contract, we need all data in the PRODUCTION SYSTEM provided to us in industry standard formats. Multiple exports will be required prior to the final cutover export. General expectations are: - Database records to be provided in CSV format - Files to be provided as separate files with unique names along with CSV index file(s) that links the files to database records they relate to. At the earliest opportunity the supplier will provide Crown Estate Scotland, and it's Managing agents, a PROOF OF CONCEPT BUILD of the system. This should take less than 25% of the initial setup resource and provide sufficient data for testing and training. There will be two stage gates within the project Stage gate 1: Proof of Concept Stage gate 2: Proof of Fulfilment Both stage gates are formal milestones with a formal review date. However, should CES have good reason to believe that a Stage gate will fail prior to the review date it may initiate an earlier pre-emptive review. If the supplier cannot satisfy CES that the Stage gate will not fail CES reserves the right, at its sole discretion, to terminate the contract prior to the planned formal review date. Should a supplier fail to pass a stage gate then CES will temporarily renew with the current provider and reserve the right to cancel and re-procure.

Options: The initial contract will be for 19 months prior to go-live (to build, configure test and train users) and then 5 years from go-live. This contract may be extended for up to 5 further years on an annual basis. Extensions will be mutually agreed 24 months prior to the end of the contract (not automatic) and awarded on the same terms as the original contract.

Renewal: The initial contract will be for 19 months prior to go-live (to build, configure test and train users) and then 5 years from go-live. This contract may be extended for up to 5 further years on an annual basis. Extensions will be mutually agreed 24 months prior to the end of the contract (not automatic) and awarded on the same terms as the original contract.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000696127
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JAN468044
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
OJEU - F2 - Contract Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
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

48000000 - Software package and information systems

48100000 - Industry specific software package

48170000 - Compliance software package

48219300 - Administration software package

48420000 - Facilities management software package and software package suite

72261000 - Software support services

72263000 - Software implementation services

Notice Value(s)

Tender Value
£1,000,000 £1M-£10M
Lots Value
£1,000,000 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
6 Jan 20233 years ago
Submission Deadline
13 Feb 2023Expired
Future Notice Date
1 Sep 2022Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Crown Estate Scotland
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH3 9GL
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM Scotland
Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

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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