Software Solution for Board Meeting Management and Governance with Optional Risk Management System

{
  "buyer": {
    "id": "GB-FTS-4908",
    "name": "Grampian Housing Association Ltd"
  },
  "date": "2025-06-24T15:40:51+01:00",
  "description": "NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=802449.\nThe buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.\nSuppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.\nCommunity benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/\nA summary of the expected community benefits has been provided as follows:\nAdded Value/Innovation/Community benefits are invited as part of this procurement.\nFor more information see Appendix C - Quality Method Statement.\nFor examples of community benefits see also https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/\n(SC Ref:802449)\nDownload the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=802449",
  "id": "034810-2025",
  "initiationType": "tender",
  "language": "en",
  "links": [
    {
      "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000802449",
      "rel": "canonical"
    }
  ],
  "ocid": "ocds-h6vhtk-0552c7",
  "parties": [
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "ABERDEEN",
        "postalCode": "AB10 1TD",
        "region": "UKM5",
        "streetAddress": "Huntly House, 74 Huntly Street"
      },
      "contactPoint": {
        "email": "tracy.ord@grampianhousing.co.uk",
        "name": "Tracy Ord",
        "telephone": "+44 1224202900",
        "url": "http://www.publiccontractsscotland.gov.uk"
      },
      "details": {
        "buyerProfile": "https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA14462",
        "classifications": [
          {
            "description": "Registered Social Landlord",
            "scheme": "TED_CA_TYPE"
          },
          {
            "description": "Housing and community amenities",
            "id": "06",
            "scheme": "COFOG"
          }
        ],
        "url": "http://www.grampianhousing.co.uk/"
      },
      "id": "GB-FTS-4908",
      "identifier": {
        "legalName": "Grampian Housing Association Ltd"
      },
      "name": "Grampian Housing Association Ltd",
      "roles": [
        "buyer",
        "centralPurchasingBody"
      ]
    },
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Aberdeen",
        "postalCode": "AB10 1WP",
        "streetAddress": "Justice Street"
      },
      "id": "GB-FTS-105236",
      "identifier": {
        "legalName": "Aberdeen Sheriff Court"
      },
      "name": "Aberdeen Sheriff Court",
      "roles": [
        "reviewBody"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "awardPeriod": {
      "startDate": "2025-07-29T12:00:00+01:00"
    },
    "bidOpening": {
      "date": "2025-07-29T12:00:00+01:00"
    },
    "classification": {
      "description": "Software package and information systems",
      "id": "48000000",
      "scheme": "CPV"
    },
    "contractTerms": {
      "performanceTerms": "It is required that following training provision for Administrators and Users (staff and Board members) this software will be fully functional by 1 October 2025.\nKey performance indicators for the duration of the contract will be agreed prior to contract agreement."
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "GHA wishes to appoint a single supplier for the provision of a software solution to facilitate the management of Board meetings and governance arrangements with an optional risk management system",
    "documents": [
      {
        "documentType": "economicSelectionCriteria",
        "id": "economic"
      },
      {
        "documentType": "technicalSelectionCriteria",
        "id": "technical"
      }
    ],
    "hasRecurrence": true,
    "id": "ocds-h6vhtk-0552c7",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "region": "UKM5"
          }
        ],
        "deliveryLocation": {
          "description": "Our area of operation is Aberdeen City, Aberdeenshire and Moray"
        },
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "lots": [
      {
        "contractPeriod": {
          "durationInDays": 1080
        },
        "description": "You are invited to submit a tender for the provision of a software solution to facilitate Board meeting management and governance with an optional risk management system to translate GHA\u2019s appetite for risk for the Grampian Group.  We acknowledge that a risk management system may not be available in all Board management/governance software solutions. This element is therefore viewed as optional and not mandatory. This tender may be awarded without a risk management system.  The scoring reflects this.  Access to the software will be required for approximately 65 users including 20 Board members, 30 members of staff (5 of whom are administrators) and 15 external stakeholders (e.g. SHR, external and internal auditors).\nIt is required that following training provision for Administrators and Users (staff and Board members) this software will be fully functional by 1 October 2025, for an initial period of three years.  There is also potential for an extension up to a further two years to the contract, subject to satisfactory performance.  Any extension of the contract will be entirely at the discretion of GHA.  The contract is subject to reappointment annually.\nGHA is looking for software which has been successfully implemented within the Registered Social Landlord (RSL) sector, preferably in Scotland, to meet the requirements set out above and in Appendix C.",
        "hasOptions": false,
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "Up to a further 24 months"
        },
        "status": "active",
        "submissionTerms": {
          "variantPolicy": "notAllowed"
        }
      }
    ],
    "mainProcurementCategory": "goods",
    "participationFees": [
      {
        "id": "1",
        "type": [
          "document"
        ]
      }
    ],
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "recurrence": {
      "description": "1 October 2028 unless extension is granted for up to two further years."
    },
    "selectionCriteria": {
      "criteria": [
        {
          "appliesTo": [
            "supplier"
          ],
          "description": "Grampian HA is using the SPD via Section E Global Questions for all Selection Criteria.  The criteria are pass or fail.  You will pass the SPD global questions by completing and meeting all the criteria as set out in the contract notice.  If you fail to provide all the required and requested information you will fail the SPD and in turn the tender requirements and you will be disqualified from the tender process.\nTenderers must be able to provide examples of relevant experience within the sector that demonstrates that they have the relevant experience to meet the scope of requirements set out in the ITT and QMS - pass or fail.\nBidders must hold relevant accreditation - evidence must be provided - pass or fail.\nIf you provide the information requested you will pass the SPD and your Price/Quality submissions will be scored.  Failure to provide the information requested will result in a fail and you will be removed from the process.",
          "type": "suitability"
        }
      ]
    },
    "status": "active",
    "submissionMethod": [
      "electronicSubmission"
    ],
    "submissionMethodDetails": "http://www.publiccontractsscotland.gov.uk",
    "submissionTerms": {
      "bidValidityPeriod": {
        "durationInDays": 90
      },
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-07-29T12:00:00+01:00"
    },
    "title": "Software Solution for Board Meeting Management and Governance with Optional Risk Management System"
  }
}