Intention to Directly Award a Contract for Cloud-Based Maintenance, Scheduling, Compliance and Asset Management Software

{
  "awards": [
    {
      "aboveThreshold": true,
      "contractPeriod": {
        "endDate": "2030-12-17T23:59:59Z",
        "startDate": "2025-12-18T00:00:00Z"
      },
      "documents": [
        {
          "datePublished": "2025-12-05T16:08:40Z",
          "description": "Transparency notice on Find a Tender",
          "documentType": "awardNotice",
          "format": "text/html",
          "id": "080310-2025",
          "noticeType": "UK5",
          "url": "https://www.find-tender.service.gov.uk/Notice/080310-2025"
        }
      ],
      "id": "1",
      "items": [
        {
          "additionalClassifications": [
            {
              "description": "Software package and information systems",
              "id": "48000000",
              "scheme": "CPV"
            },
            {
              "description": "IT services: consulting, software development, Internet and support",
              "id": "72000000",
              "scheme": "CPV"
            }
          ],
          "deliveryAddresses": [
            {
              "country": "GB",
              "countryName": "United Kingdom",
              "region": "UK"
            }
          ],
          "id": "1",
          "relatedLot": "1"
        }
      ],
      "mainProcurementCategory": "services",
      "milestones": [
        {
          "dueDate": "2025-12-17T23:59:59Z",
          "id": "1",
          "status": "scheduled",
          "type": "futureSignatureDate"
        }
      ],
      "relatedLots": [
        "1"
      ],
      "status": "pending",
      "suppliers": [
        {
          "id": "GB-COH-NI018486",
          "name": "TOTALMOBILE LIMITED"
        }
      ],
      "title": "Cloud-Based Maintenance, Scheduling, Compliance and Asset Management Software",
      "value": {
        "amount": 5500000,
        "amountGross": 6600000,
        "currency": "GBP"
      }
    }
  ],
  "buyer": {
    "id": "GB-COH-IP18195R",
    "name": "HYDE HOUSING ASSOCIATION LIMITED"
  },
  "date": "2025-12-05T16:08:40Z",
  "id": "080310-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05f016",
  "parties": [
    {
      "additionalIdentifiers": [
        {
          "id": "PGRL-4951-QTGX",
          "scheme": "GB-PPON"
        }
      ],
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "London",
        "postalCode": "SE1 9EQ",
        "region": "UKI44",
        "streetAddress": "30 Park Street"
      },
      "contactPoint": {
        "email": "procurementhelpdesk@hyde-housing.co.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-COH-IP18195R",
      "identifier": {
        "id": "IP18195R",
        "scheme": "GB-COH"
      },
      "name": "HYDE HOUSING ASSOCIATION LIMITED",
      "roles": [
        "buyer"
      ]
    },
    {
      "additionalIdentifiers": [
        {
          "id": "PQCH-5452-NTRL",
          "scheme": "GB-PPON"
        }
      ],
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Belfast",
        "postalCode": "BT1 5BB",
        "region": "UKN06",
        "streetAddress": "3rd Floor, 35 Dp 35-37 Donegall Place"
      },
      "contactPoint": {
        "email": "tenders@totalmobile.co.uk"
      },
      "details": {
        "scale": "sme",
        "url": "https://www.totalmobile.co.uk/",
        "vcse": false
      },
      "id": "GB-COH-NI018486",
      "identifier": {
        "id": "NI018486",
        "scheme": "GB-COH"
      },
      "name": "TOTALMOBILE LIMITED",
      "roles": [
        "supplier"
      ]
    }
  ],
  "tag": [
    "award",
    "contract"
  ],
  "tender": {
    "description": "Hyde Housing Association Ltd intends to directly award a contract to Totalmobile Limited for the provision of cloud-based maintenance, scheduling, compliance and asset management software. The contract covers the continued supply, licensing, support and associated services required to operate Hyde\u0027s existing Totalmobile platform.\nThe estimated contract value is above \u00a35,000,000 (excluding VAT) over a five-year term.\nThe contract enables Hyde to maintain continuity of service for essential operational systems already implemented and in active use.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      }
    ],
    "id": "2177",
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "id": "1",
        "status": "complete",
        "suitability": {
          "sme": true
        }
      }
    ],
    "procurementMethod": "direct",
    "procurementMethodDetails": "Direct award",
    "procurementMethodRationale": "Hyde intends to directly award this contract under Schedule 5, Paragraphs 5, 6 and 7 of the Procurement Act 2023.\nHyde currently operates Totalmobile\u0027s cloud-based maintenance, scheduling, compliance and asset-management solution as a core operational system. The platform has been fully deployed across the organisation and is embedded through multiple technical integrations, data structures and workflow configurations that are specific to Totalmobile\u0027s proprietary environment. Totalmobile holds the exclusive intellectual property rights for the software and associated components used by Hyde.\nBased on this technical configuration, no alternative supplier is capable of providing a system that can maintain service continuity without extensive redevelopment, re-implementation, large-scale data migration or interruption to critical operations. As a result, no reasonable alternative exists and a competitive process would be disproportionate, impractical and contrary to the public interest, given the operational risk, cost and disruption associated with replacing the existing system.\nThe proposed contract represents a continuation of the current integrated platform and related services. Procuring these services from a different supplier would create material technical incompatibilities and require substantial re-engineering, which meets the criteria for additional or repeat services under Schedule 5, Paragraph 7. \nDirect negotiation has also established that the commercial terms available through this route are more advantageous than those available via framework agreements, supporting value for money.\nFor these reasons, Hyde is relying on the permitted grounds under Schedule 5, Paragraphs 5, 6 and 7 to award the contract directly to Totalmobile.",
    "procurementMethodRationaleClassifications": [
      {
        "id": "singleSuppliersIntellectualPropertyExclusiveRights"
      },
      {
        "id": "singleSuppliersTechnicalReasons"
      },
      {
        "id": "additionalRepeatExtensionPartialReplacement"
      }
    ],
    "riskDetails": "There are manageable risks associated with the long-term delivery of a business-critical SaaS platform, including potential changes in Hyde\u0027s organisational structure, future acquisitions or mergers, and resulting changes to user volumes or licensing requirements. \nAdditional risks relate to evolving technology needs and regulatory obligations, which may require adjustments to scope, service levels or licence models. \nThese risks will be managed through the contract\u0027s governance, performance monitoring and change control processes.",
    "status": "complete",
    "title": "Intention to Directly Award a Contract for Cloud-Based Maintenance, Scheduling, Compliance and Asset Management Software"
  }
}