---
title: "Preliminary Market Engagement for Housing Management and Rent Collection Analytics Software for Denbighshire and Flintshire County Councils"
ocid: "ocds-h6vhtk-05610b"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-05610b"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-05610b.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-05610b.json"
source: "Find A Tender Service"
current_stage: "Planning"
buyer: "FLINTSHIRE COUNTY COUNCIL"
published: "2025-07-17"
---

# Preliminary Market Engagement for Housing Management and Rent Collection Analytics Software for Denbighshire and Flintshire County Councils

Buyer: FLINTSHIRE COUNTY COUNCIL  
Current stage: Planning  
OCID: ocds-h6vhtk-05610b

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## Summary

Flintshire County Council, along with Denbighshire County Council, is in the planning stage of a public procurement process for a Housing Management and Rent Collection Analytics Software. The process, initiated on 17th July 2025, seeks expressions of interest by noon on 31st July 2025. Situated in the United Kingdom, primarily serving the regions of UKL13 and UKL23, the councils aim to procure an off-the-shelf software solution immediately implementable by 27th March 2026. The project is registered under the IT services and software development industry categories, adhering to Welsh devolved regulations.

This tender presents significant business opportunities for companies specialising in IT consultancy, software development, and support services—particularly those providing ready-to-implement analytics solutions. Small and medium-sized enterprises that have expertise in developing solutions compatible with the Capita Open Housing system will find this opportunity particularly valuable. Firms adept in automation technologies, including artificial intelligence and communications software, will be well-positioned to meet the integration and functional requirements outlined by the councils. With the project's contract period spanning 2026 to 2029, and a potential extension to 2031, participating businesses can leverage an extended engagement for sustainable growth.

## Notice

Flintshire County Council and Denbighshire County Council are testing the market for a Housing management analytics software system to support the smooth running of internal Housing management service. Rent Collections The system will need to support our Rent collection service to assist in the management of caseloads, providing a workable system that can integrate with Capita Open Housing to monitor and predict payment patterns to output cases that require contact for both current and former tenancy arrears. Once output a case management system is needed to give the team and manager ways of recording case completions, contact recommendations and full reporting on rent arrears. As a minimum the system is needed to: - Automate Artificial Intelligence algorisms to analyse payment patterns to predict and list cases in need of contact. The system will also be required to risk score these cases to highlight those most in danger of going into arrears and needing urgent contact. - Provide an automated messaging service to send messages in line with specifications we set. For example, cases with arrears that the team have not managed to contact in a week. - A full caseload management system that allows the team to review the cases, provide additional case history on progress, risk assess cases for urgent contact and the ability to close cases down with outcomes for performance. - The system needs to be able to close down any cases automatically throughout the week where contact is no longer required (reporting is required to list these cases). - Management system that allows reporting on rent arrears management, individual officer performance and team performance. Key things are, completion rates, reports to confirm any long term unactioned cases, reports with all data sets from the system. Housing Management The system is required to be able to analyse data from the Open Housing system to provide us with tenancy management information for review. We require data to be extracted that will allow us to monitor tenant engagement and repeat complainants to ensure we are managing our effectively managing our tenancies. For example, an extract from the system to record any visits that have been carried out and what dates to allow us to understand if/when a tenant has been visited. Also, information being pulled out that may not have been acted on, for example but limited to tenancy vacations, where a tenant has phoned to advise they are planning on leaving and we have noted this but not acted upon it. Repairs Monitoring With the introduction of the Renting Home Wales Act (Wales) and that tenants can instigate a claim against landlords for conditions of properties, a system is required to support the day-to-day management of repairs. The system will be required to: - Monitor repairs that are logged in the system. - Provide analysis of the repairs and outcomes. - Monitor any repeat repairs where there has been a requirement to return at a later stage for repeat repairs. - Predict likely repairs required based upon existing data The system will need to provide this information for all different levels from the team on the ground to management statistics to allow us to monitor performance. Damp and Mould have a big impact on our tenants, and we need to be able to monitor this and any tenants impacted. As part of the system, we would need this to be included to review data from the Open Housing system to be able to monitor and highlight any cases that may have been reported as suspected Damp and Mould, for example condensation concerns or wet walls etc. Messaging As part of the full system package for communication, it is a requirement that we have at minimum: - Text messaging - Multimedia messaging - Automated campaigns Integration is essential with the Capita Open Housing system to ensure that data can be extracted. We reaffirm, we are looking for an off the shelf solution that can be implemented quickly in line with our timescales.

### Planning Information

Denbighshire County Council and Flintshire County Council are seeking to understand what is currently available in the Market and may invite suppliers to provide a breakdown of the key features and functions their system provides. 
Suppliers are required provide evidence on how their system meet all the requirements above. Flintshire County Council and Denbighshire County Council are not looking to enter into a development relationship with a supplier. The software must be commercially off the shelf to be implemented immediately and by the 27th March 2026, if necessary. Suppliers who express an interest in this project must also confirm and provide evidence that they have this software in place. 
The notice does not guarantee a procurement exercise will be completed. 
If suppliers are able to provide the requirements of this notice, please email procurement@denbighshire.gov.uk with a brief description and evidence by 12 noon on 31st July 2025.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/040863-2025 |
| Notice type | UK2 - Preliminary Market Engagement Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Not Specified |
| Procurement method details | Not specified |
| Tender suitability | SME |
| Awardee scale | Not specified |
| All stages | Planning |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 17 Jul 2025 |
| Submission deadline | Not specified |
| Future notice date | 30 Sep 2025 |
| Award date | Not specified |
| Contract period | 2 Mar 2026 - 1 Mar 2029 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £1 |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Planning |
| Lots status | Planning |
| Awards status | Not specified |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | FLINTSHIRE COUNTY COUNCIL |
| Additional buyers | DENBIGHSHIRE COUNTY COUNCIL |
| Locality | FLINTSHIRE |
| Post town | Chester |
| Postcode | CH5 3FF |
| Country | Wales |
| ITL 1 | TLL Wales |
| ITL 2 | TLL3 North Wales |
| ITL 3 | TLL33 Conwy and Denbighshire |
| Local authority | Denbighshire |
| Electoral ward | Ruthin |
| Westminster constituency | Clwyd East |
| Delivery location | TLL13 Conwy and Denbighshire, TLL23 Flintshire and Wrexham |

## CPV Codes

### Divisions

- 48 - Software package and information systems
- 72 - IT services: consulting, software development, Internet and support

### Codes

- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support

## Release History

- 17 Jul 2025 at 10:45 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/040863-2025

## Documents

- https://www.find-tender.service.gov.uk/Notice/040863-2025
  17th July 2025 - Preliminary market engagement notice on Find a Tender

## Notice URLs

- https://www.denbighshire.gov.uk
- https://www.flintshire.gov.uk
- https://www.legislation.gov.uk/ukpga/2023/54/contents

## 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-05610b. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-05610b.json.