---
title: "Services and Support for Grosvenor Systems Propman Property Management System"
ocid: "ocds-h6vhtk-02888b"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02888b"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-02888b.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-02888b.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "CROWN ESTATE SCOTLAND"
published: "2021-09-20"
---

# Services and Support for Grosvenor Systems Propman Property Management System

Buyer: CROWN ESTATE SCOTLAND  
Current stage: Award  
OCID: ocds-h6vhtk-02888b

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## Summary

Crown Estate Scotland has awarded a contract to Grosvenor Systems for the provision of software support services for the Propman Property Management System. This tender falls under the services category and relates to the software support industry, with operations based in the United Kingdom. The contract was signed on 15 June 2021 and has a total amended value of £423,276. This procurement process was classified as limited, executed without prior publication of a competition call, due to the unique technical requirements of the software provided exclusively by Grosvenor Systems.

The awarded contract presents significant growth opportunities for businesses specialising in software support and related consultancy services within the property management sector. Companies with experience in managing property data systems or offering training and configuration services are particularly well-suited to compete in future procurements of similar nature, especially given Crown Estate Scotland's ongoing evaluation of alternative systems for their property management needs. Additionally, SMEs may find fruitful engagement opportunities in this space, given the nature of the awarded contract and Crown Estate Scotland's strategic aims.

## Notice

This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland recently awarded a contract to Grosvenor Systems to supply software support to their existing Propman Property Management System which was transferred to Crown Estate Scotland and is used by our Property Management Agents when acting on our behalf. To ensure continuous operation and deployment across our new network of property management agents (who have been appointed following conclusion of the separate tender exercise) we require to procure additional licenses and implementation services. The managing agents are provisioned with a minimum number of licences but can request additional licenses which are procured and owned by Crown Estate Scotland and provisioned to the Managing Agents. The recent procurement has resulted in changes to responsibilities of all managing agents, an increase in number of managing agents provisioned with the minimum number of licenses and several managing agents requesting additional licences and making a substantial contribution to the cost. Associated training and configuration services for new managing agents to use the system and the increase beyond the number of licenses originally anticipated has resulted in an increase in the expected contract value and required a variation to the contract. This is a business critical system and licenses and associated services are only available from the stated supplier.

### Lot Information

Lot 1

This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland has a contract in place with Grosvenor Systems to supply software licenses and support to the existing Propman Property Management System used by Crown Estate Scotland and our Managing Agents. 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, fishing rights and some of its marine, energy and infrastructure activities. Managing Agents maintain Property Management data on our behalf on Grosvenor Systems Propman. Crown Estate Scotland has brought control and responsibility for the property management system and our property data assets in-house. As part of a separate procurement exercise we now have six contracts in place with five firms of Managing Agents (MA's) with specialist property management skills, capacity and experience which commenced 1 April 2021. This procurement has introduced new agents and increased the overall number of agents from three. As a result this has had a material impact on the use of our Property Management System and the value of the contract. In order to accommodate the increased number of managing agents, processes, workflows and system integrations it is proposed purchase additional licences (at the same unit pricing as the original contract) and consultancy up to an additional cost of 211,655 GBP giving a total amended contract cost of 423,276 GBP. 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 and any extensions, Crown Estate Scotland will investigate alternative systems to support the Property Management requirements. Migration to a new system at this point involves significant time and resource and requires alignment with longer-term property management system development planning and funding during a period of uncertainty specific to other ongoing procurements. Additional 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 contract investigate alternative systems to support the Property Management requirements.

Options: The contract will be awarded initially for 24 months with the option to extend for up to a further 12 months in increments of 6 months. The requirement will be reviewed each year to ensure this is still the most appropriate route to market and in line with strategic digital plans.

### 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 contract investigate alternative systems to support the Property Management requirements.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/023368-2021 |
| Notice type | Award 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 |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 20 Sep 2021 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 23 Nov 2020 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £424,276 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Cancelled |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | CROWN ESTATE SCOTLAND |
| Locality | EDINBURGH |
| Post town | Edinburgh |
| Postcode | EH4 3BJ |
| Country | Scotland |
| ITL 1 | TLM Scotland |
| ITL 2 | TLM1 East Central Scotland |
| ITL 3 | TLM13 City of Edinburgh |
| Local authority | City of Edinburgh |
| Electoral ward | City Centre |
| Westminster constituency | Edinburgh East and Musselburgh |
| Delivery location | TLM Scotland |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | GROSVENOR SYSTEMS |

## CPV Codes

### Divisions

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

### Codes

- 72260000 - Software-related services
- 72261000 - Software support services
- 72263000 - Software implementation services
- 72267000 - Software maintenance and repair services

## Release History

- 20 Sep 2021 at 15:45 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/023368-2021
- 17 Jun 2021 at 08:04 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/013700-2021
- 8 Jan 2021 at 09:24 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/000325-2021

## Notice URLs

- http://crownestatescotland.com/
- https://ted.europa.eu/udl?uri=TED:NOTICE:497658-2020:TEXT:EN:HTML
- https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA29444
- https://www.scotcourts.gov.uk/the-courts/court-locations/edinburgh-sheriff-court-and-justice-of-the-peace-court

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02888b. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-02888b.json.