Integrated Property Management Software

Integrated Property Management Software

Software package and information systems. Contact management software package. Database software package. Database-management system. Electronic data management (EDM). Backup or recovery software package. Content management software package.

UK-Hartlepool: software package and information systems

2012/S 192-316033

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Vela Group
Greenbank, Stranton
For the attention of: John McGee
TS24 7QS Hartlepool
Telephone: +44 1642947156

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Housing and community amenities
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Housing Hartlepool
Greenbank, Stranton
TS24 7QS Hartlepool

Tristar Homes Ltd
Tristar House, Lockheed Court
TS18 3SH Stockton-on-Tees

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

Integrated Property and Customer System VE/TEN/12/371.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
NUTS code UKC11

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Software package and information systems. Contact management software package. Database software package. Database-management system. Electronic data management (EDM). Backup or recovery software package. Content management software package. Vela is a major new North East Housing Group ( and was formed in 2010 as a result of a partnering between social landlords Tristar Homes ( and Housing Hartlepool (, which together has over 17 000 homes and 700 employees. The majority of our homes is for rent, but also includes shared ownership, right to buy, outright sale and sheltered care schemes. Our vision of ‘shaping places, creating communities and changing lives ’is embedded throughout our corporate culture as we aim to become a leading social housing group in the North East.

Vela is seeking to award a contract for an integrated Property and Customer System (iPaCs). The new integrated Property and Customer system (iPaCs) is intended to bring together the following systems into a fully integrated system used across all members of the Vela Group, and give access to historical information from the following existing systems:-.
Asset management (currently Apex, and Amethyst).
Housing Management system (currently Saffron 10.5k props and Simdell 7k props).
Job costing system (currently Servitor).
Repair reporting (currently Repair-it).
Scheduling system (currently Opti-time).
CRM/Workflow (currently Lagan).
PDA/Mobile software (Limesoft and mbusiness).
And incorporate new areas of working such as:
— Document management,
— Facility management,
— Fleet management.
With electronic interface links to the current Finance system (Open accounts) and external materials contractor.
Business outcome of new system:
The overall ambition for IPaCs is to have an integrated system that allows common and trusted information to be shared across the entire organisation in a way that is flexible enough to support our desire to deliver efficient and effective services and which maintains the security of the information. By consolidating the systems, we will be able to further enhance our services through the deployment of solutions on to multiple IT platforms (laptops, tablets, smartphones, etc.) opening up opportunities for new ways of working.
This will also allow for a single platform for reporting across the group or to individual landlord’s level and functions within the areas of the agreed solution.
Whilst the overall principle is to have true integration this does not mean that we have to have one system that carries out all functions for all of the applications associated with the core systems. Whilst this would be ideal it may mean that we miss the opportunity to deliver the best solution, taking this into account and the investment that will have already been made in these areas the successful supplier will have to:
— Demonstrate that their product is better or,
— Demonstrate there will be successful delivery of an overall solution with the 3rd party systems they intend to integrate with.
In doing so we expect an opportunity to reduce running costs and to expand the system in such a way that it supports our wider Business Strategy.
The solution can be hosted locally on our own servers or that of the supplier. In the long term the Group will be moving towards non-geographical specific servers.
Provision of system:
The expectation from Vela is the successful bid will be able to act as the principle contact and liaise with any sub-contractor based systems on the Groups behalf to ensure faults/issues are dealt with as quickly as possible and within the SLA timescales agreed ahead of the implementation.
Payments/costs incurred:
Due to the complexity of the systems that maybe involved in any possible solution Vela Group would like to see the following broad outline applied to costs payments of the system.
— Set-up of hardware systems and test/training/live environments,
— Proposal for staged implementation of various aspects/modules of the system,
— On go-live of individual module/elements of this system payment will be due.
Costs incurred during set-up and installation for servers and project/workshops incurred by the successful organisation will be made on a monthly basis in arrears.
The hosting, provision and conditions above will be fully agreed in the tendering process.
Suppliers are to note that there are no TUPE issues related to this tender opportunity.
“The Client” requires the information sought in the PQQ from potential providers responding to the OJEU Notice. Responses to this questionnaire will be used in the first step of selecting potential providers to tender. The top 6 (Six) scoring suppliers from the PQQ stage will be Invited to Tender.
This tender exercise will be carried out via our e-tendering system. To register your interest in this notice and obtain the PQQ and any additional information please visit our electronic tendering website in-tend. and follow the instructions.

II.1.6)Common procurement vocabulary (CPV)

48000000, 48333000, 48611000, 48612000, 48613000, 48710000, 48783000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Initial 5 year contract commencing February 2013 with unlimited on-going annual upgrades and maintenance support subject to satisfactory performance.
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

As Stated in the PQQ/Specification and Tender Documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As Stated in the PQQ/Specification and Tender Documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As Stated in the PQQ/Specification and Tender Documents.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: As Stated in the PQQ/Specification and Tender Documents.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As Stated in the PQQ/Specification and Tender Documents.
Minimum level(s) of standards possibly required: As Stated in the PQQ/Specification and Tender Documents.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As Stated in the PQQ/Specification and Tender Documents.
Minimum level(s) of standards possibly required:
As Stated in the PQQ/Specification and Tender Documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 11.11.2012 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

12.11.2012 – 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
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, and the contract will be awarded on the basis of the most economically advantageous tender. GO Reference: GO-2012102-PRO-4289631.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Vela Group
TS24 7QS Hartlepool
Telephone: +44 1642947156
Internet address:

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Vela Group will incorporate a minimum 10 calendar-day standstill period at the point information on the award of contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from Vela Group before the contract is entered into. Such information should be requested from the address stated in section I.1 above. If an appeal regardingthe award of Contract has not been successfully resolved, the Public Contracts Regulations 2006 (SI 2006no 5) as amended by the Public Contracts (Amendments) Regulations 2009 (SI 2009 No 2992) provide for aggrieved parties who have been harmed, or are at risk of harm, by a breach of the rules, to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly. Where a Contract has not been entered into the Court may order the setting aside of the award decision or order Vela Group to amend any document and may award damages. If the Contract has been entered into the Court may order the ineffectiveness of a Contract where serious rule breaches have occurred in addition to any fine, the Court may instead provide for alternative penalties, either contract shortening fines or both.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:2.10.2012