Bespoke Systems Development Tender – Leeds Federated Housing

Bespoke Systems Development Tender – Leeds Federated Housing

The main part of the bespoke systems development will form around building a CRM system with specific housing and tenancy services functionality.

United Kingdom-Leeds: IT services: consulting, software development, Internet and support

2017/S 172-352513

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Leeds Federated Housing Association
Arthington House, 30 Westfield Road
Leeds
LS3 1DE
United Kingdom
Contact person: Chris Shaw
Telephone: +44 7722067596
E-mail: chris.shaw@shawc.co.uk
NUTS code: UKE42
Internet address(es):Main address: https://lfha.co.uk/

Address of the buyer profile: http://www.shawc.co.uk

I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/tenders/UK-UK-Leeds:-IT-services:-consulting%2C-software-development%2C-Internet-and-support./R8DFA8F85W
Additional information can be obtained from another address:
Leeds Federated Housing Association
Arthington House, 30 Westfield Road
Leeds
LS3 1DE
United Kingdom
Contact person: Chris Shaw
Telephone: +44 7722067596
E-mail: chris.shaw@shawc.co.uk
NUTS code: UKE42Internet address(es):Main address: http://www.lfha.co.uk

Address of the buyer profile: http://www.shawc.co.uk

Tenders or requests to participate must be submitted electronically via: https://www.delta-esourcing.com/respond/R8DFA8F85W
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Bespoke Systems Development Tender.

II.1.2)Main CPV code

72000000

II.1.3)Type of contract

Services

II.1.4)Short description:

The main part of the bespoke systems development will form around building a CRM system with specific housing and tenancy services functionality. (The system is to be designed for desktop and Android tablet environments). Leeds Federated already has a bespoke Android tablet CRM system, and is anticipated that the existing system will be expanded with any new to be developed functions, the desktop CRM currently does not exist.

II.1.5)Estimated total value

Value excluding VAT: 500 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKE42
Main site or place of performance:

Leeds.

II.2.4)Description of the procurement:

The main part of the bespoke systems development will form around building a CRM system with specific housing and tenancy services functionality. (The system is to be designed for desktop and Android tablet environments). Leeds Federated already has a bespoke Android tablet CRM system, and is anticipated that the existing system will be expanded with any new to be developed functions, the desktop CRM currently does not exist.

The design principles of the desired solution are, at a high level as follows: Note: this is not necessarily a complete list.

* Easy to use intuitive simple user interface.

* Business Intelligence integrated into the system — visibility of statistics, statuses, warnings, graphs and or trends and KPI information at strategic places in the system to support performance and decision making.

* Mobile (must support off line use for the Android tablet version).

* Data validation controls at inputs, use algorithms or logic to check inputs for consistency and to support data quality.

* Integrated with existing key systems via web services, API or bespoke code.

* Compliant with legislation, data protection, GDPR and other identified requirements.

As part of the CRM system Leeds Federated wants to build the following modules:

* Communications module — this will be the core system that will serve all communication with tenants, and customers. The use of multiple channels is expected to be utilised with the aim to achieve maximum efficiencies and effect for getting information to and from the customers. Included will be email, SMS texting, letters but prioritising digital methods. Social media and likes of Twitter will be also considered.

* Case Management functionality to support all required housing and tenancy services such as managing various tasks, dealing with likes of customer complaints, antisocial behaviour, any follow up activities, logging of requests for visits and similar etc. The range of the requirements is varied and is expected to be comprehensive enough to enable smooth running and management of the housing services.

* Responsive Repairs — software system enabling Leeds Federated staff to create a repair order with associated appointment. Leeds Federated currently uses schedule of rates (SOR) to identify the repair order detail and cost. Repair orders are sent to various Leeds Federated contractors via an interface (exchange of XML files).

The CRM system as well as any additional modules developed will be integrated with all key back office systems. The back office systems as known today are as follows:

* Transactional SQL database where tenancy records, rent charges and payments, repair orders information is stored.

* Electronic Document Management (EDM) (this system is to be procured, anticipated capability either REST API or web services for integration) this system is expected to store any documents (tenancy agreements, letters, surveys, etc).

* Online Customer Portal — existing bespoke web based SQL backed responsive design system (functionality includes access to view rent statements, view appointments, view outstanding gas service, view repair orders and create new repair order with appointment, view and change contact information).

* Asset Management software, existing bespoke built system SQL backed main function is managing of properties and associated attributes (e.g. doors, windows, kitchens, boilers etc.), used for planned works ordering and stock condition.

* Deeplake SMS system.

* Mobile Android bespoke developed CRM application with SQL backend database.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 500 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

The initial contract will be for 3 years with the option of 1 year extensions. The contract will be subject to regular (quarterly) performance / service reviews and if performance / service is poor, the contract will be terminated.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 5
Maximum number: 8
Objective criteria for choosing the limited number of candidates:

Based on the assessment of the SSQ which contains pass / fail requirements and other questions that are scored from 0 to 10.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

Dependent on the suppliers status, a performance bond or guarantee may be required.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 06/10/2017
Local time: 17:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 13/10/2017

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English, Romanian

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

For more information about this opportunity, please visit the Delta eSourcing portal at:

https://www.delta-esourcing.com/tenders/UK-UK-Leeds:-IT-services:-consulting%2C-software-development%2C-Internet-and-support./R8DFA8F85W

To respond to this opportunity, please click here:

https://www.delta-esourcing.com/respond/R8DFA8F85W

Go reference: GO-201796-PRO-10962789.

VI.4)Procedures for review

VI.4.1)Review body

Leeds Federated Housing Association
Leeds
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

06/09/2017

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