Tender to Supply Housing Management and Finance Software

Supply, implementation and ongoing development and maintenance of a finance system and a housing management system.

United Kingdom-Wooburn Green: Industry specific software package

2020/S 127-312052

Contract notice

Supplies

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Paradigm Housing Group
Postal address: 1 Glory Park Avenue
Town: Wooburn Green
NUTS code: UKJ SOUTH EAST (ENGLAND)
Postal code: HP10 0DF
Country: United Kingdom
Contact person: Mr Guy Stapleford
E-mail: procurement@paradigmhousing.co.uk
Telephone: +44 1628811705

Internet address(es):Main address: http://www.paradigmhousing.co.uk

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

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.procontract.due-north.com

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://procontract.due-north.com

I.4)Type of the contracting authority

Other type: Housing association

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Housing Management and Finance Software

Reference number: DN477762

II.1.2)Main CPV code

48100000 Industry specific software package

II.1.3)Type of contract

Supplies

II.1.4)Short description:

The authority, Paradigm Housing Group (Paradigm), is advertising a contract opportunity for the supply, implementation and ongoing development and maintenance of a finance system and a housing management system.

This procurement process forms part of a wider programme, its aim is to transform Paradigm’s business and build a foundation to implement and integrate digital technologies. The goal is to gain new data insights and organisational capabilities by transforming operational processes and the customer experience. This will be facilitated by the replacement of our core business system (Frameworks) with a commercial off-the-shelf solution.

The procurement process will be conducted as a ‘Competitive Procedure with Negotiation’ with two separate lots, however potential suppliers will be able to bid for one or both lots.

Paradigm wishes to secure the required technical and system capability from the minimal number of suppliers, ideally a maximum of one for each lot. Suppliers for each lot will be the prime contractor where necessary.

II.1.5)Estimated total value

Value excluding VAT: 2 245 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes

Tenders may be submitted for all lots

II.2)Description

II.2.1)Title:

Supply, Implementation and Ongoing Development and Maintenance of a Finance System

Lot No: 1

II.2.2)Additional CPV code(s)

48440000 Financial analysis and accounting software package

II.2.3)Place of performance

NUTS code: UKJ SOUTH EAST (ENGLAND)

II.2.4)Description of the procurement:

Supply, implementation and ongoing development and maintenance of a finance system covering all aspects of financial management, for example chart of accounts; cashflow management; component accounting; project ledger; budgeting and planning; fixed asset register; management reporting; purchase to pay and, automated links to external agencies such as HMRC and banking providers.

It is envisaged that the finance solution will fully integrate with the housing operations solution (Lot 2).

The successful providers will provide qualified project and technical resource to deliver the solution, including design and deployment, as well as data migration, testing and training.

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

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

Duration in months: 60

This contract is subject to renewal: yes

Description of renewals:

The contract may be extended beyond the initial term every 1 year or 12 months for 5 years.

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

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

II.2)Description

II.2.1)Title:

Supply, Implementation and Ongoing Development and Maintenance of a System Covering all Aspects of Housing Management System

Lot No: 2

II.2.2)Additional CPV code(s)

48100000 Industry specific software package

II.2.3)Place of performance

NUTS code: UKJ SOUTH EAST (ENGLAND)

II.2.4)Description of the procurement:

Supply, implementation and ongoing development and maintenance of a system covering all aspects of housing operations, for example lettings and allocations; tenancy management, including CRM; revenue management; asset management (strategic, compliance, repairs, servicing, planned maintenance and voids); workforce mobility and, digital capabilities including customer portal, automation and workflow.

It is envisaged that the housing operations solution will fully integrate with the finance solution (lot 1).

The successful providers will provide qualified project and technical resource to deliver the solution, including design and deployment, as well as data migration, testing and training.

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

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

Duration in months: 60

This contract is subject to renewal: yes

Description of renewals:

The contract may be extended beyond the initial term every 1 year or 12 months for 5 years.

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

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

III.1.3)Technical and professional ability

Minimum level(s) of standards possibly required:

The following considerations will need to form part of any proposed solution:

1) the solution must be client platform agnostic, which means that the solution can run equally well across multiple platforms, as a minimum Windows, Mac, iOS and Android;

2) the ideal is that the finance system and the Housing Management system must be able to behave as a fully integrated system from a user perspective;

3) suppliers should note that the solution implemented is expected to include the functionality of some existing third party components removing the need for a separate interface;

4) paradigm is seeking to reduce the use of spreadsheets and manual interfaces across the business as part of this Change programme. Work is required during the programme delivery to identify all the current manual interfaces and the options for automation;

5) Paradigm Housing Group is seeking to reduce the use of external apps and other third-party software to greatly simplify the application architecture;

6) the system must be cloud and browser based, either SaaS or managed service or equivalent.

This procurement and subsequent transformation programme – described above – is also of such strategic importance to Paradigm that the requirement is to go beyond what could be considered the ‘standard’ customer-supplier relationship model. In short, Paradigm is seeking a business partner that can demonstrate and apply a variety and depth of capabilities, for example:

1) a solution and technical platform to enable Paradigm to exploit current and future technology developments;

2) a clear vision of the future and a roadmap and investment to deliver it;

3) the application of that platform and vision to enable Paradigm to achieve its business benefits from a combination of operational, technical, service and cost synergies;

4) robust controls and self-evident ‘good practice’ covering IT security, quality, project management, innovation around customer service delivery and on-going operations; and

5) the right cultural ‘fit’ in terms of approach and flexibility and responsiveness to evolving requirements during what could be a 10-year relationship.

We are seeking to develop a business architecture model supported by full Business Process Re-engineering. We will therefore endeavour to align the chosen solutions to our business architecture model in order to maximise out delivery capability to our customers. Therefore, we actively welcome suppliers to suggest how they may help ensure the gaps between the business architecture model and their solution design are kept to a minimum and using best-practice approaches.

III.1.5)Information about reserved contracts

III.2)Conditions related to the contract

III.2.2)Contract performance conditions:

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

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Competitive procedure with negotiation

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.1.5)Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations

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

Notice number in the OJ S: 2020/S 100-243181

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

Date: 11/08/2020

Local time: 12:00

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

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

English

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

Duration in months: 19 (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: yes

VI.2)Information about electronic workflows

VI.3)Additional information:

VI.4)Procedures for review

VI.4.1)Review body

Official name: Paradigm Housing Group
Postal address: 1 Glory Park Avenue
Town: Wooburn Green
Postal code: HP10 0DF
Country: 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:

30/06/2020