---
title: "Replacement Property Management System for Crown Estate Scotland"
ocid: "ocds-r6ebe6-0000696127"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000696127"
markdown_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000696127.md"
json_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000696127.json"
source: "Public Contracts Scotland"
current_stage: "Tender"
buyer: "CROWN ESTATE SCOTLAND"
published: "2023-01-06"
---

# Replacement Property Management System for Crown Estate Scotland

Buyer: CROWN ESTATE SCOTLAND  
Current stage: Tender  
OCID: ocds-r6ebe6-0000696127

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## Summary

The Crown Estate Scotland is seeking a replacement Property Management System through an active tender titled "Replacement Property Management System for Crown Estate Scotland." This procurement falls under the services category with a value of £1,000,000 GBP. The buying organisation, Crown Estate Scotland, located in Edinburgh, UK, is currently in the tender stage, with a deadline for submissions by 13th February 2023. The tender aims to provide Crown Estate Scotland with a new system to replace the current Grosvenor Systems Propman, which will end in November 2024.

This tender presents a significant opportunity for businesses in the IT and property management industry to compete for providing a comprehensive Property Management System to Crown Estate Scotland. Interested businesses should be prepared to offer system migration and configuration services, ongoing support, and maintenance. The procurement method is an open procedure with electronic submission. Businesses need to align with Crown Estate Scotland's requirements and user stories to deliver a system that retains historical data and meets all mandatory user stories. The tender also includes the potential for the contract to be extended for up to 5 further years based on mutual agreement, providing long-term business growth opportunities.

## Notice

Crown Estate Scotland currently use Grosvenor Systems Propman as their PROPERTY MANAGEMENT SYSTEM. The current contract with Grosvenor Systems will end in November 2024. This tender is to provide Crown Estate Scotland with a working PROPERTY MANAGEMENT SYSTEM and associated services in line with our documented requirements and user stories. To retain all current and historical data (including transactional data) from the current Propman system. To project manage any migration and configuration work as well as support and maintain the system for the duration of its use.

### Lot Information

Lot 1

The Successful Supplier will project manage all activities to make the PROPERTY MANAGEMENT SYSTEM go live under the new contract. CES to perform data conversions with supplier providing significant guidance & support, performing the import of the data with us, and assisting with any debugging. Supplier will provide initial super user training to 23 key staff within Crown Estate Scotland and third parties. There will be up to 2 users for each of 6 managing agents, 11 people across 5 internal business teams. Sessions to be recorded and each session to be delivered twice to allow scheduling. SUPER USERS will train their teams. Supplier to provide guidance to SUPER USERS during the initial 12-month post go-live. This will be via: - Attending a monthly up to 2-hour Microsoft Teams meeting for Q&A, idea sharing and ad-hoc top up training; and - Email queries on areas where training was not clear, is an infrequently used area, or training did not cover. - Supplier will be responsible for applying all software updates to the PROPERTY MANAGEMENT SOFTWARE for the duration of the contract. This will include both security and software updates. Should the supplier replace the system with a new product they will be responsible for migrating us to the new product at an agreed time unless Crown Estate Scotland opt to terminate the contract. Solution to deliver at least one PRODUCTION SYSTEM and one TEST SYSTEM with the ability for CES to sync data from PRODUCTION SYSTEM to the TEST SYSTEM throughout the life of the contract. The supplier may split the functions of the TEST SYSTEM. The PROPERTY MANAGEMENT SYSTEM should meet all requirements laid out in the high-level requirements document and at least all the mandatory user stories in the User Stories document. At the end of the contract, we need all data in the PRODUCTION SYSTEM provided to us in industry standard formats. Multiple exports will be required prior to the final cutover export. General expectations are: - Database records to be provided in CSV format - Files to be provided as separate files with unique names along with CSV index file(s) that links the files to database records they relate to. At the earliest opportunity the supplier will provide Crown Estate Scotland, and it's Managing agents, a PROOF OF CONCEPT BUILD of the system. This should take less than 25% of the initial setup resource and provide sufficient data for testing and training. There will be two stage gates within the project Stage gate 1: Proof of Concept Stage gate 2: Proof of Fulfilment Both stage gates are formal milestones with a formal review date. However, should CES have good reason to believe that a Stage gate will fail prior to the review date it may initiate an earlier pre-emptive review. If the supplier cannot satisfy CES that the Stage gate will not fail CES reserves the right, at its sole discretion, to terminate the contract prior to the planned formal review date. Should a supplier fail to pass a stage gate then CES will temporarily renew with the current provider and reserve the right to cancel and re-procure.

Options: The initial contract will be for 19 months prior to go-live (to build, configure test and train users) and then 5 years from go-live. This contract may be extended for up to 5 further years on an annual basis. Extensions will be mutually agreed 24 months prior to the end of the contract (not automatic) and awarded on the same terms as the original contract.

Renewal: The initial contract will be for 19 months prior to go-live (to build, configure test and train users) and then 5 years from go-live. This contract may be extended for up to 5 further years on an annual basis. Extensions will be mutually agreed 24 months prior to the end of the contract (not automatic) and awarded on the same terms as the original contract.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Public Contracts Scotland |
| Latest notice | https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JAN468044 |
| Notice type | OJEU - F2 - Contract Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | Not specified |
| Awardee scale | Not specified |
| All stages | Planning, Tender |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 6 Jan 2023 |
| Submission deadline | 13 Feb 2023 |
| Future notice date | 1 Sep 2022 |
| Award date | Not specified |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £1,000,000 |
| Lots value | £1,000,000 |
| 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 | CROWN ESTATE SCOTLAND |
| Locality | EDINBURGH |
| Post town | Edinburgh |
| Postcode | EH3 9GL |
| 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 |

## 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
- 48100000 - Industry specific software package
- 48170000 - Compliance software package
- 48219300 - Administration software package
- 48420000 - Facilities management software package and software package suite
- 72261000 - Software support services
- 72263000 - Software implementation services

## Release History

- 6 Jan 2023 at 00:00 - Tender - OJEU - F2 - Contract Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JAN468044
- 8 Jun 2022 at 00:00 - Planning - OJEU - F1 - Prior Information Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN450616

## Documents

- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN468044&idx=1
  6th January 2023 - Invitation to Tender
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN468044&idx=2
  6th January 2023 - Cost Sheet (Spreadsheet)
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN468044&idx=3
  6th January 2023 - AMS Requirements Document
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN468044&idx=4
  6th January 2023 - AMS User Stories (Spreadsheet)
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN468044&idx=5
  6th January 2023 - Model Terms and Conditions
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN468044&idx=6
  6th January 2023 - Crown Estate Scotland Related Policies
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN450616&idx=2
  23rd December 2022 - Advance notice to potential bidders relating to revised publication date for ITT
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN450616&idx=1
  8th June 2022 - PIN Questionnaire Property and Asset Management System Replacement
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN450616
  Replacement Property / Asset Management System for Crown Estate Scotland (Option Appraisal) - This prior information notice is to inform the market that Crown Estate Scotland intends to publish a procurement in order to seek a supplier/service provider to provide a replacement Property Management / Asset Management System to support operation management and strategic goals and to provide related services to ensure the successful transition to the new system and ongoing development, maintenance and support services. As part of the pre-procurement process Crown Estate Scotland is seeking views and information from the market in connection with the required services procurement strategy and scope of the Contract.
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JAN468044
  Replacement Property Management System for Crown Estate Scotland - Crown Estate Scotland currently use Grosvenor Systems Propman as their PROPERTY MANAGEMENT SYSTEM. The current contract with Grosvenor Systems will end in November 2024. This tender is to provide Crown Estate Scotland with a working PROPERTY MANAGEMENT SYSTEM and associated services in line with our documented requirements and user stories. To retain all current and historical data (including transactional data) from the current Propman system. To project manage any migration and configuration work as well as support and maintain the system for the duration of its use.

## Notice URLs

- http://
- http://crownestatescotland.com/
- http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=718222
- http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000696127
- https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
- https://www.publiccontractsscotland.gov.uk/
- https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=718222

## 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-r6ebe6-0000696127. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-r6ebe6-0000696127.json.