--- title: "Business Systems Refresh Programme" ocid: "ocds-h6vhtk-0564f2" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0564f2" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-0564f2.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-0564f2.json" source: "Find A Tender Service" current_stage: "Tender" buyer: "CARTREFI CONWY CYFYNGEDIG" published: "2025-10-13" --- # Business Systems Refresh Programme Buyer: CARTREFI CONWY CYFYNGEDIG Current stage: Tender OCID: ocds-h6vhtk-0564f2 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0564f2) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-0564f2.json) ## Summary The "Business Systems Refresh Programme" initiated by Cartrefi Conwy Cyfyngedig, a registered social landlord based in Conwy, UK, is currently at the tender stage. This public procurement process is focused on acquiring comprehensive software package and information systems across various domains, including Housing Management, Property Management, Asset Management, and Finance Management. The procurement method is a selective approach using a competitive flexible procedure, and the contract duration spans a 10-year period with possible extensions, highlighting its strategic importance. The deadline for expressing interest is set for 10th November 2025, with further timeline extending to potential award by June 2026. The estimated contract value is approximately £4,790,400, representing significant investment towards a robust digital infrastructure within the public sector housing domain, under the regulations applicable to Welsh devolved administrations. This tender represents a significant opportunity for businesses specialising in software systems, especially those offering 'Commercial off the Shelf' solutions that require minimal customisation. With a focus on enhancing digital capabilities, mobility, and user experience, companies that can deliver innovative, integrated solutions are well-placed to capitalise on this opportunity. Smaller enterprises that meet the economic and technical criteria are encouraged to participate, as the contract allows for potential partnerships with third-parties to deliver a comprehensive solution. The scope and scale of this transformation project present a unique opportunity for growth and collaboration within the expanding landscape of public sector digitalisation initiatives across the UK. ## Notice Cartrefi Conwy is an independent not-for-profit Registered Social Landlord (RSL). We formed as result of the transfer of around 3,800 homes from Conwy County Borough Council in 2008. Since the transferred homes have been under our ownership and management we have invested heavily in their refurbishment to bring them up to the Welsh Housing Quality Standard. We will continue to maintain our homes to this high standard in the future. In 2015 Cartrefi Conwy established Creating Enterprise C.I.C. as a wholly owned subsidiary which operates as a social enterprise." Find out more about us, including our recently published Together Corporate Plan and other background information by visiting https://cartreficonwy.org/ Following a strategic review of existing IT systems, it became clear that it will not be possible for us to achieve our strategic ambitions using the existing mix of systems, processes and information. The business systems refresh programme is underway and has full approval from the Executive and Board. Its objectives include: 1. Improved service offerings to residents, including digital / self-service, leading to increased satisfaction ratings 2. The solution / system will allow resource to be more focused on customer-facing activity and enhance the "one team" ethos 3. Data and processes to be standardised and automated to make it easier for staff to work, be proactive, productive and collaborate 4. Moving closer to OVOTT, and making data available, transparent and easier to access / use, creating a 360deg view of customers and assets 5. Improved management of operational risk and compliance 6. Access to the necessary data to inform asset investment decision making 7. Appropriate use of spreadsheets 8. Availability of system capabilities and performance not dependent on location or access method 9. Enable workflows and reports to be built more easily, not necessarily by IT Our objective is to achieve live operation of at least the first tranche of new capability within 12 months from Contract signature. In addition, we have identified other objectives for the new HMS / PMS / AMS / FMS, and we wish to procure: 1. 'Commercial off the Shelf' product sets only requiring configuration or parameterisation, not customisation, to meet our needs. 2. Solutions with a single 'look and feel' to the User Interface across all system 'modules' 3. A system that is easy to use, requiring minimal 'clicks' or steps to navigate around or use the system. (Note that ease of use is a key negative with the current systems.) 4. A system with a modern underlying 'technical architecture', with in-built mobility ('mobile first' as a design principle), automation / workflows, and digital capabilities. 5. Superior integration capabilities to enable easy data sharing with other systems, and technically straightforward adoption of emerging and future technologies. 6. Integration with Microsoft's Office365 suite of capabilities. 7. Capabilities that can enable us easily to build processes (workflows) to support other areas of our operation. Not achieving these objectives, or a sub-optimal version of them, represents downstream technical, commercial and operational risk to us. As such, these elements will be explored in detail at ITT stage and form a critical part of our evaluation of a Potential Supplier's capability to meet these objectives. Our requirements are detailed in the ITT documents. Note that we will not accept responses from Potential Suppliers for part solutions, the scope of each Lot can be considered as a single 'solution'. However, that does not preclude partnering with third-parties to deliver the overall solution. We want a long-term partnership with the successful provider(s), the Contract will be for a period of 10 years with the option to extend annually up to a further 5 years at Cartrefi's sole discretion. The Contract values given in this Tender Notice reflect a 15-year term. ### Lot Information Housing Management System (HMS) Supply and implementation of software covering all aspects of housing operations, for example; o Lettings and allocations o Tenancy management, including CRM / Contact Management o Case and workload management o Revenue and debt management, including service charges o Workforce mobility o Digital and self-service capabilities including customer portal / app o Automation and end-to-end workflow o Dashboards and management information. Options: Additional functionality provided as part of the service offer Renewal: 5 annual renewals Property Management System (PMS) Supply and implementation of software covering all aspects of propert management, for example; o Reactive repairs including scheduling and job management o Voids management (property aspects) o Workforce mobility o Digital and self-service capabilities including customer portal / app o Automation and end-to-end workflow o Dashboards and management information. Options: Additional functionality provided as part of the service offer Renewal: 5 annual renewals Asset Management System (AMS) Supply and implementation of software covering all aspects of asset management, for example; o Strategic asset management o Servicing and compliance o Planned maintenance o Workforce mobility o Digital and self-service capabilities including customer portal / app o Automation and end-to-end workflow o Dashboards and management information. Options: Additional functionality provided as part of the service offer Renewal: 5 annual renewals Finance Management System (FMS) Supply and implementation of software covering all aspects of financial operations, for example; o Case management and workflow for approvals, queries, or issue resolution o Expenses management (workflows, approvals, payment) o Purchase to Pay with automated links to budgets, with GRN, invoice matching, and payment o A portal for suppliers to be registered, maintain up to date details, and ac-cess capabilities including raising queries, submitting invoices and auto-matic updates on payment status o Project Accounting for capital spend and other investments o Management accounts for report distribution o Making Tax Digital including the ability to manage partial exemptions o CIS o Chart of Accounts o Accounts Payable / Receivable o Cash management o General Ledger o Journals o Creditor Management o Bank Reconciliation. Options: Additional functionality provided as part of the service offer Renewal: 5 annual renewals ### Planning Information Each participant will be issued with a questionnaire prior to an individual 1to1 online Teams or Zoom meeting where the questionnaire response will be discussed and further information about the procurement and business objectives will be shared. Session dates and further information will be issued as required. The key outcomes of the PME will be shared with all participants apart from information that has been agreed as commercially sensitive or confidential. This Notice does not constitute a call for competition and should not be assumed as creating a contract or agreement. Further, Cartrefi Conwy Cyfyngedig has no liability for any costs, however incurred, by those attending the PME sessions or involvement in the subsequent procurement process. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/064916-2025 | | Notice type | UK4 - Tender Notice | | Procurement type | Standard | | Procurement category | Goods | | Procurement method | Selective | | Procurement method details | Competitive flexible procedure | | Tender suitability | SME | | Awardee scale | Not specified | | All stages | Planning, Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 13 Oct 2025 | | Submission deadline | 3 Nov 2025 | | Future notice date | 15 Sep 2025 | | Award date | Not specified | | Contract period | 30 Jun 2026 - 30 Jun 2036 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £3,992,000 | | Lots value | £3,992,000 | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Active | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | CARTREFI CONWY CYFYNGEDIG | | Locality | ABERGELE | | Post town | Llandudno | | Postcode | LL22 8LJ | | Country | Wales | | ITL 1 | TLL Wales | | ITL 2 | TLL3 North Wales | | ITL 3 | TLL33 Conwy and Denbighshire | | Local authority | Conwy | | Electoral ward | Pen-sarn Pentre Mawr | | Westminster constituency | Clwyd North | | Delivery location | TLL Wales, TLL13 Conwy and Denbighshire | ## CPV Codes ### Divisions - 48 - Software package and information systems ### Codes - 48000000 - Software package and information systems ## Release History - 13 Oct 2025 at 15:27 - Tender - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/064916-2025 - 23 Jul 2025 at 16:27 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/042533-2025 ## Documents - https://www.find-tender.service.gov.uk/Notice/064916-2025 13th October 2025 - Tender notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/042533-2025 23rd July 2025 - Preliminary market engagement notice on Find a Tender - https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348782 The instructions document sets out Cartrefi's Contracting requirements, general policy requirements, and the general tender conditions relating to this procurement process. - https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348895 The Procurement Specific Questionnaire (PSQ) has been designed to help Cartrefi ensure that suppliers share the right information when participating in a procurement. This is separate from the formal tender submission (on how the supplier proposes to meet the tender requirements). Please note: Do not complete or submit responses to Parts 2 - 4 at the PSQ stage of the process. Cartrefi will invite shortlisted suppliers to submit an Initial ITT at the appropriate time. - https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348874 Lot 1 (HMS) specific documents Parts 2, 3 and 4 - https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348875 Lot 2 (PMS) specific documents Parts 2, 3 and 4 - https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348876 Lot 3 (AMS) specific documents Parts 2, 3 and 4 - https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348877 Lot 4 (FMS) specific documents Parts 2, 3 and 4 ## Notice URLs - https://cartreficonwy.org/ - https://www.cartreficonwy.org - https://www.legislation.gov.uk/ukpga/2023/54/contents - https://www.sell2wales.gov.wales ## 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-0564f2. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-0564f2.json.