United Kingdom-Wooburn Green: Housing Management and Finance Software

Type of document: Invitation to tender
Country: United Kingdom
OJEU Ref: (2020/S 127-312052/EN)
Nature of contract: Supply contract
Type of bid required: Global bid

Contract notice
Supplies

Section I: Contracting authority
I.1) Name and addresses
Official name: Paradigm Housing Group
Postal address: 1 Glory Park Avenue
Town: Wooburn Green
Postal code: HP10 0DF
Country: United Kingdom
Contact Person: Mr Guy Stapleford
Telephone: +44 1628811705
Email: procurement@paradigmhousing.co.uk
Internet address(es):
Main address:
Address of the buyer profile:

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 above mentioned address
Tenders or requests to participate must be submitted:
electronically via:
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
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: 2245000 Currency: GBPII.1.6) Information about lots:
The 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

II.2.3) Place of performance
Nuts code: UKJ
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

II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewalyes 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.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
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

II.2.3) Place of performance
Nuts code: UKJ
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

II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewalyes 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.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no

Section III: Legal, economic, financial and technical information
III.1) Conditions for participation

Minimum level(s) of standards possibly required: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.
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.

Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure:
Competitive procedure with negotiation
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.1.8) 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: 2020-08-11 Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted:EN
IV.2.6) Minimum time frame during which the tender must maintain the tender
Duration in months:19(from the date stated for receipt of tender)

Section VI: Complementary information
VI.1) Information about recurrence:
This is a recurrent procurement: yes
VI.2) Information about electronic workflows
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.5) Date of dispatch of this notice:2020-06-30