Business Systems Refresh Programme

{
  "buyer": {
    "id": "GB-PPON-PVDN-9226-PHMZ",
    "name": "Cartrefi Conwy Cyfyngedig"
  },
  "date": "2025-10-13T16:27:02+01:00",
  "id": "064916-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-0564f2",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Conwy",
        "postalCode": "LL22 8LJ",
        "region": "UKL13",
        "streetAddress": "Morfa Gele - Cae Eithin"
      },
      "contactPoint": {
        "email": "martin.joy@itica.com",
        "name": "Martin Joy",
        "telephone": "+447768792754"
      },
      "details": {
        "classifications": [
          {
            "description": "Public undertaking",
            "id": "publicUndertaking",
            "scheme": "UK_CA_TYPE"
          },
          {
            "description": "Welsh devolved regulations apply",
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
          }
        ],
        "url": "https://www.cartreficonwy.org"
      },
      "id": "GB-PPON-PVDN-9226-PHMZ",
      "identifier": {
        "id": "PVDN-9226-PHMZ",
        "scheme": "GB-PPON"
      },
      "name": "Cartrefi Conwy Cyfyngedig",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-06-10T23:59:59+01:00"
    },
    "contractTerms": {
      "financialTerms": "To be agreed as part of negotiation and contract"
    },
    "description": "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.\nSince 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.\nIn 2015 Cartrefi Conwy established Creating Enterprise C.I.C. as a wholly owned subsidiary which operates as a social enterprise.\u201d\nFind out more about us, including our recently published Together Corporate Plan and other background information by visiting https://cartreficonwy.org/ \nFollowing 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.\nThe business systems refresh programme is underway and has full approval from the Executive and Board.  Its objectives include:\n1.\tImproved service offerings to residents, including digital / self-service, leading to increased satisfaction ratings\n2.\tThe solution / system will allow resource to be more focused on customer-facing activity and enhance the \u201cone team\u201d ethos\n3.\tData and processes to be standardised and automated to make it easier for staff to work, be proactive, productive and collaborate \n4.\tMoving closer to OVOTT, and making data available, transparent and easier to access / use, creating a 360\u00b0 view of customers and assets\n5.\tImproved management of operational risk and compliance\n6.\tAccess to the necessary data to inform asset investment decision making\n7.\tAppropriate use of spreadsheets\n8.\tAvailability of system capabilities and performance not dependent on location or access method \n9.\tEnable workflows and reports to be built more easily, not necessarily by IT\nOur objective is to achieve live operation of at least the first tranche of new capability within 12 months from Contract signature.\nIn addition, we have identified other objectives for the new HMS / PMS / AMS / FMS, and we wish to procure:\n1.\t\u2018Commercial off the Shelf\u2019 product sets only requiring configuration or parameterisation, not customisation, to meet our needs.\n2.\tSolutions with a single \u2018look and feel\u2019 to the User Interface across all system \u2018modules\u2019\n3.\tA system that is easy to use, requiring minimal \u2018clicks\u2019 or steps to navigate around or use the system.  (Note that ease of use is a key negative with the current systems.)\n4.\tA system with a modern underlying \u2018technical architecture\u2019, with in-built mobility (\u2018mobile first\u2019 as a design principle), automation / workflows, and digital capabilities.\n5.\tSuperior integration capabilities to enable easy data sharing with other systems, and technically straightforward adoption of emerging and future technologies.\n6.\tIntegration with Microsoft\u2019s Office365 suite of capabilities.\n7.\tCapabilities that can enable us easily to build processes (workflows) to support other areas of our operation.\nNot 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\u2019s capability to meet these objectives. \nOur 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 \u2018solution\u2019. However, that does not preclude partnering with third-parties to deliver the overall solution.   \nWe 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\u2019s sole discretion.  The Contract values given in this Tender Notice reflect a 15-year term.",
    "documents": [
      {
        "description": "The instructions document sets out Cartrefi\u2019s Contracting requirements, general policy requirements, and the general tender conditions relating to this procurement process.",
        "documentType": "biddingDocuments",
        "id": "L-4",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348782"
      },
      {
        "description": "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). \nPlease note: Do not complete or submit responses to Parts 2 \u2013 4 at the PSQ stage of the process.  Cartrefi will invite shortlisted suppliers to submit an Initial ITT at the appropriate time. ",
        "documentType": "biddingDocuments",
        "id": "L-8",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348895"
      },
      {
        "description": "Lot 1 (HMS) specific documents Parts 2, 3 and 4 ",
        "documentType": "biddingDocuments",
        "id": "L-9",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348874"
      },
      {
        "description": "Lot 2 (PMS) specific documents Parts 2, 3 and 4\u00a0",
        "documentType": "biddingDocuments",
        "id": "L-10",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348875"
      },
      {
        "description": "Lot 3 (AMS) specific documents Parts 2, 3 and 4\u00a0",
        "documentType": "biddingDocuments",
        "id": "L-11",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348876"
      },
      {
        "description": "Lot 4 (FMS) specific documents Parts 2, 3 and 4\u00a0",
        "documentType": "biddingDocuments",
        "id": "L-12",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348877"
      },
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-10-13T16:27:02+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "064916-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/064916-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-11-03T17:00:00+00:00"
    },
    "expressionOfInterestDeadline": "2025-11-10T12:00:00+00:00",
    "id": "ocds-h6vhtk-0564f2",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL13"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      },
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL13"
          }
        ],
        "id": "2",
        "relatedLot": "2"
      },
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL13"
          }
        ],
        "id": "3",
        "relatedLot": "3"
      },
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL13"
          }
        ],
        "id": "4",
        "relatedLot": "4"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Quality of the bid - details in the Instructions to Tenderers Part 1",
              "name": "Lot 1 HMS - Quality",
              "numbers": [
                {
                  "number": 85.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Price of the bid - details in the Instructions to Tenderers Part 1",
              "name": "Lot 1 HMS - Price",
              "numbers": [
                {
                  "number": 15.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2036-06-30T23:59:59+01:00",
          "maxExtentDate": "2041-06-30T23:59:59+01:00",
          "startDate": "2026-07-01T00:00:00+01:00"
        },
        "description": "Supply and implementation of software covering all aspects of housing operations, for example;\no\tLettings and allocations\no\tTenancy management, including CRM / Contact Management\no\tCase and workload management\no\tRevenue and debt management, including service charges\no\tWorkforce mobility\no\tDigital and self-service capabilities including customer portal / app\no\tAutomation and end-to-end workflow\no\tDashboards and management information.",
        "hasOptions": true,
        "hasRenewal": true,
        "id": "1",
        "options": {
          "description": "Additional functionality provided as part of the service offer "
        },
        "renewal": {
          "description": "5 annual renewals "
        },
        "secondStage": {
          "minimumCandidates": 5
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "See Procurement Specific Questionnaire (PSQ)",
              "type": "economic"
            },
            {
              "description": "See PSQ",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "Housing Management System (HMS)",
        "value": {
          "amount": 1757000,
          "amountGross": 2108400,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Quality of the bid - details in the Instructions to Tenderers Part 1",
              "name": "Lot 2 PMS - Quality",
              "numbers": [
                {
                  "number": 85.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Price of the bid - details in the Instructions to Tenderers Part 1",
              "name": "Lot 2 PMS - Price ",
              "numbers": [
                {
                  "number": 15.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2036-06-30T23:59:59+01:00",
          "maxExtentDate": "2041-06-30T23:59:59+01:00",
          "startDate": "2026-07-01T00:00:00+01:00"
        },
        "description": "Supply and implementation of software covering all aspects of propert management, for example;\no\tReactive repairs including scheduling and job management\no\tVoids management (property aspects)\no\tWorkforce mobility\no\tDigital and self-service capabilities including customer portal / app\no\tAutomation and end-to-end workflow\no\tDashboards and management information.",
        "hasOptions": true,
        "hasRenewal": true,
        "id": "2",
        "options": {
          "description": "Additional functionality provided as part of the service offer "
        },
        "renewal": {
          "description": "5 annual renewals"
        },
        "secondStage": {
          "minimumCandidates": 5
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "See Procurement Specific Questionnaire (PSQ)",
              "type": "economic"
            },
            {
              "description": "See PSQ",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "Property Management System (PMS)",
        "value": {
          "amount": 1002000,
          "amountGross": 1202400,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Quality of the bid - details in the Instructions to Tenderers Part 1",
              "name": "Lot 3 AMS - Quality",
              "numbers": [
                {
                  "number": 85.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Price of the bid - details in the Instructions to Tenderers Part 1",
              "name": "Lot 3 AMS - Price",
              "numbers": [
                {
                  "number": 15.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2036-06-30T23:59:59+01:00",
          "maxExtentDate": "2041-06-30T23:59:59+01:00",
          "startDate": "2026-07-01T00:00:00+01:00"
        },
        "description": "Supply and implementation of software covering all aspects of asset management, for example;\no\tStrategic asset management\no\tServicing and compliance\no\tPlanned maintenance\no\tWorkforce mobility\no\tDigital and self-service capabilities including customer portal / app\no\tAutomation and end-to-end workflow\no\tDashboards and management information.",
        "hasOptions": true,
        "hasRenewal": true,
        "id": "3",
        "options": {
          "description": "Additional functionality provided as part of the service offer "
        },
        "renewal": {
          "description": "5 annual renewals "
        },
        "secondStage": {
          "minimumCandidates": 5
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "See Procurement Specific Questionnaire (PSQ)",
              "type": "economic"
            },
            {
              "description": "See PSQ",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "Asset Management System (AMS)",
        "value": {
          "amount": 530000,
          "amountGross": 636000,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Quality of the bid - details in the Instructions to Tenderers Part 1",
              "name": "Lot 4 FMS - Quality",
              "numbers": [
                {
                  "number": 85.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Price of the bid - details in the Instructions to Tenderers Part 1",
              "name": "Lot 4 FMS - Price",
              "numbers": [
                {
                  "number": 15.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2036-06-30T23:59:59+01:00",
          "maxExtentDate": "2041-06-30T23:59:59+01:00",
          "startDate": "2026-07-01T00:00:00+01:00"
        },
        "description": "Supply and implementation of software covering all aspects of financial operations, for example;\no\tCase management and workflow for approvals, queries, or issue resolution\no\tExpenses management (workflows, approvals, payment)\no\tPurchase to Pay with automated links to budgets, with GRN, invoice matching, and payment\no\tA 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\no\tProject Accounting for capital spend and other investments\no\tManagement accounts for report distribution\no\tMaking Tax Digital including the ability to manage partial exemptions\no\tCIS\no\tChart of Accounts\no\tAccounts Payable / Receivable\no\tCash management\no\tGeneral Ledger\no\tJournals\no\tCreditor Management\no\tBank Reconciliation.",
        "hasOptions": true,
        "hasRenewal": true,
        "id": "4",
        "options": {
          "description": "Additional functionality provided as part of the service offer "
        },
        "renewal": {
          "description": "5 annual renewals"
        },
        "secondStage": {
          "minimumCandidates": 5
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "See Procurement Specific Questionnaire (PSQ)",
              "type": "economic"
            },
            {
              "description": "See PSQ",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "Finance Management System (FMS)",
        "value": {
          "amount": 703000,
          "amountGross": 843600,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "goods",
    "procedure": {
      "features": "The procedure description and steps are contained in the Instructions to Tenderers (Part1 of the full documentation set)"
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "status": "active",
    "submissionMethodDetails": "https://www.sell2wales.gov.wales",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "title": "Business Systems Refresh Programme",
    "value": {
      "amount": 3992000,
      "amountGross": 4790400,
      "currency": "GBP"
    }
  }
}