Notice Information
Notice Title
VEAT - Additional Services and Support for Grosvenor Systems Propman Property Management System
Notice Description
This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland has awarded a contract extension to Grosvenor Systems to supply software support to their existing Propman Property Management System. This is to ensure continuous operation of the existing property management system during an open tender process for a long term contract for a property management system and allow sufficient time to a possible system migration of a business critical system with integrations to other systems. It is also allowing for contingency plans should a resulting system migration fail at a defined stage gate.
Lot Information
Lot 1
Crown Estate Scotland operates an outsourced business model for a significant part of its property management functions across its rural, coastal, urban/built development, minerals and mines royal and some of its marine, energy and infrastructure activities. Currently we have a series of contracts in place with firms of Managing Agents (MA's) with specialist property management skills, capacity and experience. These were awarded to start in April 2021 as part of a separate procurement exercise and included new and additional firms. Previous Managing Agents maintained Property Management data on our behalf on PMS systems including Grosvenor Systems Propman. Crown Estate Scotland has brought control and responsibility for property management systems and our property data assets in-house and been developing its understanding of the system and requirements This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland has awarded a contract to Grosvenor Systems to supply software support to their existing Propman Property Management System which had been used by a current property management agent on our behalf and has been transferred to Crown Estate Scotland and brought in-house. This is to ensure continuous operation of the property management system during a full transparent open procurement of a long-term contract. This is a business-critical system available only from the stated supplier. Grosvenor Systems own the IPR and licensing rights in the software. The required licenses and support to operate the system can only be provided by Grosvenor Systems for technical reasons. During the term of the contract Crown Estate Scotland will investigate alternative systems to support the Property Management requirements. Following the changes in Managing Agents Crown Estate Scotland has completed a 12-month process to understand the requirements in the long term of our property management system and building tender documents for a long-term contract for this system. As part of this process, we have determined that we need an additional 12 months to complete a possible migration to limit business impact. We have also created two stage gates into the long-term contract which if failed may result in a requirement to retender. Should a stage gate result in a retender we will need to keep the current system beyond November 2024 for up to a further 2 years. Crown Estate Scotland are thus proposing to extend the contract till November 2024 with the option to extend for two 12-month periods to November 2026. As a result of the renewals an additional 180,000 GBP is being added to the contract value taking it to 603,276 GBP to allow for options for up to three 12 months extensions
Options: The contract will be awarded/extended for an additional 12 months to November 2024. An option to extend for up to 2 further 12-month periods to November 2026 is also added as a contingency should a contract be awarded to another party who then fail one of the two defined stage gates within the contract leading to a retender in 2024.
Procurement Information
Grosvenor Systems owns the IPR and licensing rights in the software. The required licenses and support to run the software package can only be provided by Grosvenor Systems for technical reasons. Crown Estate Scotland will during the term of the current contract undertake an open procedure tender for a long-term system to support the Property Management requirements.
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-r6ebe6-0000714191
- Publication Source
- Public Contracts Scotland
- Latest Notice
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=NOV464866
- Current Stage
- Award
- All Stages
- Award
Procurement Classification
- Notice Type
- OJEU - F15 - Voluntary Ex Ante Transparency Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Limited
- Procurement Method Details
- Award procedure without prior publication of a call for competition
- Tender Suitability
- Not specified
- Awardee Scale
- SME
Common Procurement Vocabulary (CPV)
- CPV Divisions
72 - IT services: consulting, software development, Internet and support
-
- CPV Codes
72260000 - Software-related services
72261000 - Software support services
72263000 - Software implementation services
72267000 - Software maintenance and repair services
Notice Value(s)
- Tender Value
- Not specified
- Lots Value
- Not specified
- Awards Value
- Not specified
- Contracts Value
- £180,000 £100K-£500K
Notice Dates
- Publication Date
- 21 Nov 20223 years ago
- Submission Deadline
- Not specified
- Future Notice Date
- Not specified
- Award Date
- 21 Nov 20223 years ago
- Contract Period
- Not specified - Not specified
- Recurrence
- Not specified
Notice Status
- Tender Status
- Complete
- Lots Status
- Complete
- Awards Status
- Not Specified
- Contracts Status
- Active
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- CROWN ESTATE SCOTLAND
- Contact Name
- Maurice McTeague
- Contact Email
- maurice.mcteague@crownestatescotland.com
- Contact Phone
- +44 1314607657
Buyer Location
- Locality
- EDINBURGH
- Postcode
- EH3 9GL
- Post Town
- 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
- TLM75 City of Edinburgh
-
- Local Authority
- City of Edinburgh
- Electoral Ward
- City Centre
- Westminster Constituency
- Edinburgh East and Musselburgh
Further Information
Notice Documents
-
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=NOV464866
VEAT - Additional Services and Support for Grosvenor Systems Propman Property Management System - This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland has awarded a contract extension to Grosvenor Systems to supply software support to their existing Propman Property Management System. This is to ensure continuous operation of the existing property management system during an open tender process for a long term contract for a property management system and allow sufficient time to a possible system migration of a business critical system with integrations to other systems. It is also allowing for contingency plans should a resulting system migration fail at a defined stage gate.
Notice URLs
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
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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