--- title: "Housing Management System" ocid: "ocds-kuma6s-144769" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-kuma6s-144769" markdown_url: "https://d3tenders.com/contract/ocds-kuma6s-144769.md" json_url: "https://d3tenders.com/contract/ocds-kuma6s-144769.json" source: "Sell2Wales" current_stage: "Award" buyer: "CARTREFI CONWY CYFYNGEDIG" published: "2024-12-02" --- # Housing Management System Buyer: CARTREFI CONWY CYFYNGEDIG Current stage: Award OCID: ocds-kuma6s-144769 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-kuma6s-144769) [Download OCDS JSON](https://d3tenders.com/contract/ocds-kuma6s-144769.json) ## Summary Cartrefi Conwy Cyfyngedig has awarded a contract to Capita One Limited for the provision of a Housing Management System. The contract, valued at £344,400 excluding VAT, spans three years and is located in North Wales, UK, specifically in the UKL13 region. This contracting process falls under the award stage, following a limited procurement method without prior publication, justified under Regulation 32(2)(b)(ii) of the Public Contracts Regulation 2015 due to technical reasons and the unavailability of a reasonable substitute. This tender presents significant business growth opportunities for suppliers capable of managing and maintaining complex housing management systems like rent accounting, tenant access portals, mobile working, and CRM functionalities. Businesses in the housing management and IT sectors with experience in handling tailored hardware infrastructures would be well-suited to compete for similar contracts. The continuation of essential services and systems necessary for Cartrefi Conwy's operations highlights the critical role of reliable and experienced providers in this industry. ## Notice This notice sets out that Cartrefi Conwy has awarded a contract to Capita One Limited for the provision of a Housing Management System. The contract is for a period of three years. ### Lot Information Lot 1 This notice sets out that Cartrefi Conwy has awarded a contract to Capita One Limited for the provision of a Housing Management System. The contract is for a period of three years and has a total value of 344,400 GBP excluding VAT. Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(b)(ii) of the Public Contracts Regulation 2015 (the PCR). Regulation 32(2)(b)(ii) of the PCR allows contracting authorities to award a public contract by a negotiated procedure without prior publication on the grounds that no other supplier is available for technical reasons and where no reasonable substitute exists. Cartrefi Conwy considers that due to the complexity of and fundamental nature of the current service being provided by Capita One Limited the process to fully specify, scope, procure and mobilise an alternate provider will take up to three years. In particular the current system provides extensive services and features that cover areas such as Rent Accounting, property maintenance, tenant access portals, mobile working, repairs costing, resident involvement, property & person details, CRM & case management. These modules are relient on a specific set of hardware infrastructure that has been tailored to ensure best performance. Cartrefi Conwy has commenced the replacement process but it requires continued service for the period up to July 2027 to complete it. Given the aforementioned technical complexity, the incumbent is the only provider reasonably available to provide this service for the required period. In the alternative, Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(c) of the PCR. Regulation 32(2)(c) permits the award of a public contract for reasons of extreme urgency brought about by events unforeseeable by the contracting authority, where the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with. Cartrefi Conwy was in the process of securing a permitted extension to its existing contract with the incumbent. However, a corporate reorganisation involving the incumbent, and outside of the control of Cartrefi Conwy, prevented this from being completed in good time before the expiry of the contract. Given the need to maintain this essential system for the duration of the re-procurement project a contract is required to be awarded urgently. The award of a contract pursuant to Regulation 32(2)(c) is therefore strictly necessary, for reasons of extreme urgency, to ensure business continuity for Cartrefi Conwy. ### Procurement Information Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(b)(ii) of the Public Contracts Regulation 2015 (the PCR). Regulation 32(2)(b)(ii) of the PCR allows contracting authorities to award a public contract by a negotiated procedure without prior publication on the grounds that no other supplier is available for technical reasons and where no reasonable substitute exists. Cartrefi Conwy considers that due to the complexity of and fundamental nature of the current service being provided by Capita One Limited the process to fully specify, scope, procure and mobilise an alternate provider will take up to three years. In particular the current system provides extensive services and features that cover areas such as Rent Accounting, property maintenance, tenant access portals, mobile working, repairs costing, resident involvement, property & person details, CRM & case management. These modules are relient on a specific set of hardware infrastructure that has been tailored to ensure best performance. Cartrefi Conwy has commenced the replacement process but it requires continued service for the period up to July 2027 to complete it. Given the aforementioned technical complexity, the incumbent is the only provider reasonably available to provide this service for the required period. In the alternative, Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(c) of the PCR. Regulation 32(2)(c) permits the award of a public contract for reasons of extreme urgency brought about by events unforeseeable by the contracting authority, where the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with. Cartrefi Conwy was in the process of securing a permitted extension to its existing contract with the incumbent. However, a corporate reorganisation involving the incumbent, and outside of the control of Cartrefi Conwy, prevented this from being completed in good time before the expiry of the contract. Given the need to maintain this essential system for the duration of the re-procurement project a contract is required to be awarded urgently. The award of a contract pursuant to Regulation 32(2)(c) is therefore strictly necessary, for reasons of extreme urgency, to ensure business continuity for Cartrefi Conwy. ## Key Details | Field | Value | | --- | --- | | Publication source | Sell2Wales | | Latest notice | https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=144769 | | Notice type | OJEU - F3 - Contract Award Notice | | Procurement type | Standard | | Procurement category | Goods | | Procurement method | Limited | | Procurement method details | Award procedure without prior publication of a call for competition | | Tender suitability | Not specified | | Awardee scale | Large | | All stages | Award | ## Dates | Field | Value | | --- | --- | | Publication date | 2 Dec 2024 | | Submission deadline | Not specified | | Future notice date | Not specified | | Award date | 25 Jul 2024 | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | £344,400 | ## Status | Field | Value | | --- | --- | | Tender status | Complete | | Lots status | Complete | | Awards status | Not specified | | Contracts status | Active | ## 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 | TLL13 Conwy and Denbighshire | ## Supplier | Field | Value | | --- | --- | | Number of suppliers | 1 | | Supplier names | CAPITA ONE | ## 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 - 2 Dec 2024 at 00:00 - Award - OJEU - F3 - Contract Award Notice - https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=144769 - 2 Oct 2024 at 00:00 - Award - OJEU - F15 - Voluntary Ex Ante Transparency Notice - https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=144769 ## Documents - https://www.sell2wales.gov.wales/search/show/search_view.aspx?ID=OCT492106 Housing Management System - This notice sets out Cartrefi Conwy's intention to award a contract to Capita One Limited for the provision of a Housing Management System. The proposed contract is for a period of three years. - https://www.sell2wales.gov.wales/search/show/search_view.aspx?ID=DEC495335 Housing Management System - This notice sets out that Cartrefi Conwy has awarded a contract to Capita One Limited for the provision of a Housing Management System. The contract is for a period of three years. ## Notice URLs - http://www.cartreficonwy.org - http://www.procurement.wales.nhs.uk - https://api.sell2wales.gov.wales/v1?lang=cy/Notice?id=ocds-kuma6s-144769 ## 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-kuma6s-144769. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-kuma6s-144769.json.