Asset Compliance Management Solution

Type of document: Contract Notice
Country: United Kingdom
Publication Ref: 052082/S 000-2026
Nature of contract: Supply contract
Procedure: Not specified
Regulation of procurement: Not applicable
Type of bid required: Not applicable

UKPGA UK2: Preliminary Market Engagement Notice

I) Contracting Authority/Entity
I.1) Name and addresses
Official name: Anchor Hanover Group
National registration number: 7843

Postal address: 2 Godwin Street
Town: Bradford
Postal code: BD1 2ST
Country: United Kingdom

Email: allen.norman@anchor.org.uk

Internet address

I.4) Type of the contracting authority
Public authority – sub-central government

II) Object
II.1.1) Title
Asset Compliance Management Solution
Reference number: Project 00199

II.1.3) Type of contract
Supplies

II.1.4) Short description
Anchor Hanover Group is the largest not-for-profit provider of housing and care for older people in England. We manage nearly 55,000 rented and homeownership homes across approximately 1,700 sites plus 120 care homes, serving more than 65,000 residents.
Summary of Requirements
Keeping residents safe is a priority for us and following a recent regulatory downgrade we are seeking an asset compliance management solution that enables proactive, automated, and auditable management of statutory compliance across our asset portfolio, supporting current “Big 6” compliance areas and future expansion.
1. Compliance Automation & Scheduling
• Automatically validate asset/component data against compliance requirements (using a master data source)
• Schedule inspections and servicing based on configurable business rules (e.g. gas, electrical cycles)
• Automatically trigger next due dates following completion of inspections
• Provide operational alerts for upcoming, due, and overdue activities
2. Certificate & Data Intelligence
• Automate ingestion and reading of compliance certificates/reports (across all Big 6 areas)
• Validate certificate data to confirm accuracy, completeness, and compliance
• Analyse certificate outputs to identify required remedial actions
3. Remedial Action Management
• Automatically generate remedial actions from inspection/certificate outcomes
• Enable actions to:
o Create internal tasks for colleagues, or
o Generate work orders (via integrated system) for external suppliers (e.g. for quotation/works)
• Support end-to-end traceability, including reconciliation of completion certificates back to the original inspection
4. Workflow Automation & Exception Management
• End-to-end configurable workflows for inspections, certificates, remedials, approvals, exceptions, and closures
• Rules-based automated routing by compliance type, geography, risk, contractor, or team
• Exception queues for:
o failed validations
o unmatched certificates
o duplicate records
o overdue actions
o disputed completions
o incomplete submissions
• Automated escalations to named roles based on SLA or risk thresholds
• Approval workflows for high-risk actions, overrides, waivers, or manual date changes
5. Compliance Status Reporting
• Provide real-time compliance status reporting
• Track work order status alongside compliance status
6. Mobile & Data Capture
• Enable staff to capture and update compliance data on-site (e.g. FRA)
• The solution shall prevent duplicate data creation through automated validation, integration, and single-point data entry.
7. Integration & Architecture
• Integrate seamlessly with Anchor’s enterprise integration layer (Azure) and surrounding systems
• Support integration with:
o master asset/property/component data source
o work order management system
o document/data ingestion services
o reporting/data platform
o identity and access management services
• Support reliable, secure, near real-time exchange of data across systems
• Minimise manual rekeying and duplicate data entry through automation and event-driven processing where appropriate
• Support inbound and outbound APIs and/or message-based integration patterns
• Provide robust error handling, in line with reliability requirements defined in Section 12
• Ensure data exchanged between systems is in line with audit and traceability requirements defined in Section 11
8. Availability & Performance
• Be available and accessible to Anchor colleagues for the stated availability targets. The availability target offered by the solution should be made clear at the point of pre-market engagement (E.G 99.9%, 99.99% etc). Anchor will seek assurances through our non-functional requirements of the ability to monitor and report upon solution availability over the course of the solution lifecycle.
• Support up to 2000 concurrent users with transaction volumes (includes document uploads) volumes of approx. 170,000+ per annum without material degradation in performance. Anchor will seek assurances through our non-functional requirements of the ability to monitor and report upon solution capacity and performance over the course of the solution lifecycle.
• Standard user interactions and dashboard load times shall perform within agreed response time thresholds. Anchor will seek assurances through our non-functional requirements of the ability to monitor and report upon system transactions performance over the course of the solution lifecycle.
9. User Experience / Usability
• An intuitive and role-based user experience tailored to different user groups
• Minimal-click processes for core tasks such as reviewing due work, uploading evidence, updating outcomes, and managing exceptions
• Personalised homepages/dashboards for compliance managers, operatives, contractors, and senior leaders
• Visibility across all assets, compliance types, properties, and sites providing search, filtering, and drill-down functionality across large volumes of records
• Clear visual indicators for risk, overdue status, missing evidence, and non-compliance
• Guided workflows and prompts to reduce training effort and user error
• Consistent experience across desktop, tablet, and mobile devices
10. Security & Access Control
• Support role-based access control and support segregation of duties between internal users, approvers, administrators, and external contractors
• Integrate with Anchor’s corporate identity and authentication services (e.g. SSO)
• Encrypt data in transit and at rest
• Maintain full security logging of user access and privileged actions
• Restrict access to only the data, sites, and functions relevant to a user’s role
• Support secure API authentication and authorisation for system integrations
• Support environment separation across development, test, and production
• Provide capability for retention controls, archival, and secure disposal aligned to policy
• Support vulnerability management, patching, and secure configuration
• Provide assurance evidence for security and operational controls where required
11. Audit, Assurance & Data Integrity
• Maintain a full audit trail of all system activity (user, date, time, changes), all key transactions, changes, system decisions, and manual overrides shall be fully traceable.
• Support demonstrable compliance and traceability for audit and regulatory purposes
12. Reliability
• Provide resilient processing for integrations, workflows, and document ingestion, including retries and recovery from transient failures.
• No compliance-critical transaction shall be lost without detection, system alerting, and recovery capability.
13. Configurability
• Business rules, compliance cycles, workflow routes, alert thresholds, and dashboards should be configurable without major redevelopment.
14. Supportability
• Provide monitoring, system alerts, diagnostics, and administrative tooling to support operational management.
• The solution provider shall provide assurances in the capability to communicate and collaborate across alerting, diagnostics, triage, and service changes appropriately through alignment with Anchors core technology processes.
15. Scalability
• Flexible solution capable of:
o Supporting future compliance areas beyond the Big 6
o Adapting to changing regulatory requirements
Key Outcome
The solution should enable proactive compliance management, reduce manual effort, improve data accuracy, and provide confidence in regulatory adherence and performance visibility across the organisation by June 2027.

II.1.5) Estimated Total Value
Value (including VAT)
1,728,000
Value (excluding VAT)
1,440,000
Currency
GBP

II.2) Description
II.2.1) Title
Contract/Lot No
1

II.2.2) CPV codes
Main CPV codes
48170000
48517000

II.2.3) Place of performance
NUTS code
UKC – NORTH EAST (ENGLAND)
UKD – NORTH WEST (ENGLAND)
UKE – YORKSHIRE AND THE HUMBER
UKF – EAST MIDLANDS (ENGLAND)
UKG – WEST MIDLANDS (ENGLAND)
UKH – EAST OF ENGLAND
UKI – LONDON
UKJ – SOUTH EAST (ENGLAND)
UKK – SOUTH WEST (ENGLAND)

II.2.7) Contract dates (estimated)
Start
2027-01-11 00:00
End
2030-01-10 23:59
Duration
3 years
Possible extension
2035-01-10 23:59
Extended duration
8 years
This contract is subject to renewal
Yes

II.3) Estimated date of publication of contract notice
2026-08-03 23:59

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
Particular suitability
Small and medium-sized enterprises (SME)

VI) Complementary information
Link to source/bidding documents

VI.5) Date of dispatch of this notice
2026-06-02 17:24

VI.6) Engagement information
Engagement deadline
2026-06-12 23:59
Engagement process description
Pre-market engagement will be in the form of a one hour presentation/webinar (with an opportunity for Q&A at the end) to interested parties giving an overview of our requirements which will start to form the basis of dialogue with interested parties.
The online presentation/webinar will be held on MS Teams between 13.00 and 14.00 on the 16th June 2026. The link to join the presentation is below and those wishing to join are asked to email allen.norman@anchor.org.uk. This is not mandatory but is appreciated to give an indication of attendee numbers.
Join:
Should you be unable to attend this meeting, we will be able to provide a recorded version after upon request.
To help us refine our requirements we will be inviting all interested parties to submit a brief, 1-2 page Capability and Feedback Summary. Please structure your response around the following key areas based on the provided scope of requirements in the description and following our presentation:
• Core Solution Alignment: A brief overview of your standard software capabilities and whether you can deliver our core compliance workflows out-of-the-box (SaaS) or via configuration
• Delivery & Implementation Feasibility: A realistic estimation of your standard deployment, data migration, onboarding timelines and service wrap around including integrations/bespoke interfaces, testing and training
• Market Feedback: Any constructive feedback on our draft scope, including identifying any requirements you view as overly restrictive, missing, or technically unviable
Please respond by lunchtime 19th June 2026 to allen.norman@anchor.org.uk where Anchor will use a targeted approach to allocate slots and will prioritise suppliers whose 1-2 page Capability and Feedback Summaries most closely meet the above areas.
This exercise is strictly for market research and requirement-gathering purposes. Your response will not be scored, graded, or used to select or disqualify suppliers for the future formal tender. Choosing not to submit a 1-2 page summary will not disadvantage your organisation in any future formal procurement process.
Anchor will then be hosting a face to face 1-2-1 session at either Anchor Hanover Group Bradford or London Office dated 24th June 2026 (also 25th June 2026 depending on numbers) for some of the interested parties. This 1-2-1 session will include a short supplier presentation, interview questions (shared beforehand) and a demonstration of your system.
This will be an opportunity for the market to have a two-way dialogue with the Anchor team to understand and help shape the requirements and strategy for the procurement and to also comment on the proposed procurement process. It will also allow Anchor to understand the capacity and capability of the market and the art of the possible.
Any findings during these sessions which are relevant to the tender will be made clear and accessible to all participants during the submissions period.
The procurement process is estimated to start early Aug 2026 with mobilisation starting early 2027.