Planning

Housing Management and Repairs System

CLACKMANNANSHIRE COUNCIL

This public procurement record has 1 release in its history.

Planning

18 Sep 2023 at 00:00

PCS Notice - Website Prior Information Notice
Summary of the contracting process

The Clackmannanshire Council is planning a tender for a Housing Management and Repairs System. The Council seeks a cloud-based IT solution to enhance housing landlord functions, align with wider obligations, and interface with existing systems. The procurement process is in the planning stage, with key dates including a future notice date of 13th November 2023. The tender opportunity is suitable for businesses experienced in providing solutions for local authorities in Scotland, with emphasis on system integration, security, and operational efficiency.

For interested suppliers, Clackmannanshire Council will host an open day on 28th September 2023 to engage with Council IT services and housing staff. The event offers insight into current setup, processes, and security considerations. Suppliers will have the opportunity to ask questions, reflect for six weeks, and pitch solutions to key representatives. The contract deadline for product provision is 1st January 2024, focusing on security indemnification and system costs. This opportunity is ideal for businesses looking to offer innovative IT solutions tailored to housing management needs.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Start Free Trial Book a Demo
All Features Pricing

Notice Information

Notice Title

Housing Management and Repairs System

Notice Description

Clackmannanshire Council is seeking a fully cloud-based managed IT solution to enhance the efficiency and management of its housing landlord functions, including factoring, repairs, asset management including public buildings with a provision for repairs/maintenance/statutory compliance. The solution should also align with wider obligations related to Homelessness, Housing Support, and Private Sector management. The system must seamlessly interface with the Council's existing systems and deliver improved security and operational effectiveness.

Lot Information

Lot 1

The Council is seeking bids from suppliers experienced in providing working solutions for Scottish local authorities. The new system should seamlessly integrate with existing Council systems, including finance, analytics, and address gazetteer systems. The system will need to address current security risks and single points of failure while improving overall operational efficiency. Will look to utilise a crown commercial framework and/or equivalent in the awarding of the contract for example- Vertical Application Solutions RM6259

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000744579
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP488519
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
PCS Notice - Website Prior Information 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

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

CPV Codes

72000000 - IT services: consulting, software development, Internet and support

72222300 - Information technology services

Notice Value(s)

Tender Value
£1,115,000 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
18 Sep 20232 years ago
Submission Deadline
Not specified
Future Notice Date
13 Nov 2023Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
CLACKMANNANSHIRE COUNCIL
Contact Name
Katie Roddie
Contact Email
kroddie@clacks.gov.uk
Contact Phone
+44 1259450000

Buyer Location

Locality
ALLOA
Postcode
FK10 1EB
Post Town
Falkirk and Stirling
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM0 Eastern Scotland
Small Region (ITL 3)
TLM01 Clackmannanshire and Fife
Delivery Location
TLM72 Clackmannanshire and Fife
Local Authority
Clackmannanshire
Electoral Ward
Clackmannanshire South
Westminster Constituency
Alloa and Grangemouth

Further Information

Notice Documents

Notice URLs

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-r6ebe6-0000744579-2023-09-18T00:00:00Z",
    "date": "2023-09-18T00:00:00Z",
    "ocid": "ocds-r6ebe6-0000744579",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-12",
            "name": "Clackmannanshire Council",
            "identifier": {
                "legalName": "Clackmannanshire Council"
            },
            "address": {
                "streetAddress": "Kilncraigs, Greenside Street",
                "locality": "Alloa",
                "region": "UKM72",
                "postalCode": "FK10 1EB"
            },
            "contactPoint": {
                "name": "Katie Roddie",
                "email": "kroddie@clacks.gov.uk",
                "telephone": "+44 1259450000",
                "url": "http://"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Regional or local authority",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "01",
                        "description": "General public services",
                        "scheme": "COFOG"
                    }
                ],
                "url": "http://www.clacks.gov.uk/business/corporateprocurementprocess/"
            }
        }
    ],
    "buyer": {
        "name": "Clackmannanshire Council",
        "id": "org-12"
    },
    "planning": {
        "documents": [
            {
                "id": "SEP488519",
                "documentType": "plannedProcurementNotice",
                "title": "Housing Management and Repairs System",
                "description": "Clackmannanshire Council is seeking a fully cloud-based managed IT solution to enhance the efficiency and management of its housing landlord functions, including factoring, repairs, asset management including public buildings with a provision for repairs/maintenance/statutory compliance. The solution should also align with wider obligations related to Homelessness, Housing Support, and Private Sector management. The system must seamlessly interface with the Council's existing systems and deliver improved security and operational effectiveness.",
                "url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP488519",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "2/6/2091",
        "title": "Housing Management and Repairs System",
        "description": "Clackmannanshire Council is seeking a fully cloud-based managed IT solution to enhance the efficiency and management of its housing landlord functions, including factoring, repairs, asset management including public buildings with a provision for repairs/maintenance/statutory compliance. The solution should also align with wider obligations related to Homelessness, Housing Support, and Private Sector management. The system must seamlessly interface with the Council's existing systems and deliver improved security and operational effectiveness.",
        "status": "planned",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "id": "72222300",
                        "scheme": "CPV"
                    }
                ],
                "deliveryLocation": {
                    "description": "Alloa Town Hall, Mars Hill, Alloa, FK10 1AB at 09:30"
                },
                "deliveryAddresses": [
                    {
                        "region": "UKM72"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amount": 1115000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "documents": [
            {
                "id": "SEP488519-2",
                "title": "Program",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP488519&idx=2",
                "datePublished": "2023-09-18T14:13:07Z",
                "dateModified": "2023-09-18T17:40:53Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "SEP488519-3",
                "title": "Programme",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP488519&idx=3",
                "datePublished": "2023-09-18T17:40:52Z",
                "dateModified": "2023-09-18T17:40:52Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            }
        ],
        "lots": [
            {
                "id": "1",
                "description": "The Council is seeking bids from suppliers experienced in providing working solutions for Scottish local authorities. The new system should seamlessly integrate with existing Council systems, including finance, analytics, and address gazetteer systems. The system will need to address current security risks and single points of failure while improving overall operational efficiency. Will look to utilise a crown commercial framework and/or equivalent in the awarding of the contract for example- Vertical Application Solutions RM6259",
                "status": "planned"
            }
        ],
        "communication": {
            "futureNoticeDate": "2023-11-13T00:00:00Z"
        },
        "coveredBy": [
            "GPA"
        ],
        "classification": {
            "id": "72000000",
            "scheme": "CPV"
        }
    },
    "language": "EN",
    "description": "The Council will host an open day on Thursday 28th September 2023 at 9.30am for interested suppliers to engage with Council IT services, housing and repairs staff. This will provide an opportunity for suppliers to understand the current setup, business processes, and security considerations. This event will be held at Alloa Town Hall, Mars Hill, Alloa, FK10 1AB. We ask that suppliers sign up for our event on Eventbrite. The link is below: https://www.eventbrite.co.uk/e/housing-it-open-event-tickets-719038151467?utm-campaign=social&utm-content=attendeeshare&utm-medium=discovery&utm-term=listing&utm-source=cp&aff=ebdsshcopyurl Potential suppliers will be given six weeks to reflect on the site visit and ask follow-up questions. Subsequently, suppliers will be invited to pitch their proposed solutions and systems to key representatives from housing, property, IT, finance, and customer services. Here are some helpful links below, one of which is a video describing what it is like using our current IT system to provide a service for the tenants of Clackmannanshire Council from the perspective to one of the Housing Officers. There are also some links to a number of our key statutory performance return requirements to provide an understanding of the reporting and process management function we require in a new system. https://clackmannanshirecouncilit-my.sharepoint.com/:v:/g/personal/amackay_clacks_gov_uk/EUtyDdtQrW5KgzJyrn2hOhkBKZgwvH1TKQcA8ipq4jDcUg?e=82gfWK Scottish Housing Regulator https://www.housingregulator.gov.scot/for-landlords/advisory-guidance/technical-guidance/how-to-complete-your-annual-return-on-the-charter-arc https://www.housingregulator.gov.scot/for-landlords/advisory-guidance/technical-guidance/scottish-social-housing-charter-your-frequently-asked-questions https://www.housingregulator.gov.scot/about-us/what-we-do/consultation-on-the-indicators-we-will-use-for-monitoring-the-energy-efficiency-standards-for-social-housing-2-eessh2/energy-efficiency-standard-for-social-housing-in-scotland-indicators-eessh-2 Scottish Government https://www.gov.scot/publications/hl1-user-information/ https://www.gov.scot/publications/hl2-return/ https://www.gov.scot/publications/hl3-return/ https://www.gov.scot/publications/prevent1-return/ https://www.gov.scot/collections/housing-statistics/ Audit Scotland - National Fraud Initiative https://www.gov.uk/guidance/national-fraud-initiative-public-sector-data-specifications#housing-data-specifications The contract will emphasize full provision of the products by 1st January 2024, including indemnification against security risks. Suppliers should also detail costs of system movement, hosting, software upgrades, and potential savings through AI integration. NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=744579. (SC Ref:744579)",
    "links": [
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000744579"
        }
    ],
    "noticetype": "PCS Notice - Website Prior Information Notice"
}