Contract notice
Section I: Contracting
authority
I.1) Name and addresses
The Pioneer Housing and Community Group Limited
11 High Street, Castle Vale
Birmingham
B35 7PR
UK
Contact person: Nathan Liptrot
Telephone: +44 1942725438
E-mail: nathan@clarityprocurement.co.uk
NUTS: UKG31
Internet address(es)
Main address: https://www.pioneergroup.org.uk/
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-Birmingham:-IT-services:-consulting%2C-software-development%2C-Internet-and-support./768DF6DAE2
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.delta-esourcing.com
Tenders or requests to participate must be sent 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
Pioneer Group Housing Management System and Support Services
Reference number: T104/2024
II.1.2) Main CPV code
72000000
II.1.3) Type of contract
Services
II.1.4) Short description
Pioneer are seeking to replace the Housing Management System (HMS), Asset Management System (AMS) and Finance system as well as introduce improved Customer Relationship Management functionality (CRM) into Pioneer.
II.1.5) Estimated total value
Value excluding VAT:
1 500 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.3) Place of performance
NUTS code:
UKG31
Main site or place of performance:
Birmingham
II.2.4) Description of the procurement
Pioneer are seeking to replace the Housing Management System (HMS), Asset Management System (AMS) and Finance system as well as introduce improved Customer Relationship Management functionality (CRM) into Pioneer.
Project duration has been set to 36 months and will comprise of several phases, which, will be agreed following the appointment of the Successful Bidder.
Bidders are requested to detail recommended phased implementation approaches to a project of this type under Bidder Response 3.12.
For the avoidance of doubt Bidders are to take the following into consideration:
•Current systems are on premise and have been in place for circa 15 years
•Legacy systems are to be decommissioned in the financial year of replacement
•Data quality has been impacted by low levels of integration and sub optimal user experience
•Bidders must confirm integration compatibility with Open Accounts and detail the nature of the integration under Bidder Response section 1.2
Full details of the Services to be provided under the Contract are contained in the Technical Statement of Requirements set out at Part C of Appendix 1 of the Invitation to Tender (ITT). The Successful Bidder will be required to comply with the Technical Statement of Requirements in providing the Services.
The Contract will last for an initial period of 5 years, with an option to extend at Pioneer’s sole discretion for a period of up to 2 years, plus a further period of up to 2 years, plus a further period of up to 1 year, giving a maximum potential term of 10 years.
The Contract Award Decision is expected to be published in December 2024.
The estimated contract value of £1,500,000 over 10 years is based on the current costs. Pioneer understands that bid values for the new 10 year contract will be reflective of current market conditions and will differ depending on the solutions submitted by Bidders. The Bid values will be evaluated in accordance with the methodology set out in the Invitation to Tender.
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:
1 500 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 120
This contract is subject to renewal: Yes
Description of renewals:
Subject to all extension options being exercised, 10 years from contract commencement
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:
Yes
Description of options:
The Contract will last for an initial period of 5 years, with an option to extend at Pioneer’s sole discretion for a period of up to 2 years, plus a further period of up to 2 years, plus a further period of up to 1 year, giving a maximum potential term of 10 years.
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
To respond to this opportunity please click here: https://www.delta-esourcing.com/respond/768DF6DAE2
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
List and brief description of conditions:
As stated in the procurement documents
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.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
26/08/2024
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
26/08/2024
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
Subject to all extension options being exercised, 10 years from contract commencement
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.
This tender is being administered on behalf of the Pioneer Group by Clarity Procurement Solutions Limited.
Potential Bidders wishing to participate in this tender opportunity are requested to:
Download and read the Invitation to Tender Document and supporting appendices to familiarise yourselves with the Pioneer Group’s requirements.
Submit a completed Invitation to Tender Document in accordance with the tender instructions, noting the deadline submission of 12:00 hours on 26/08/2024.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Birmingham:-IT-services:-consulting%2C-software-development%2C-Internet-and-support./768DF6DAE2
To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/768DF6DAE2
GO Reference: GO-2024719-PRO-26939923
VI.4) Procedures for review
VI.4.1) Review body
The High Court of England and Wales
London
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
The Contracting Authority will enter into this contract following a minimum 10 day calendar day standstill period starting on the day after the notification of the result. The Public Contracts Regulations 2015 (SI 2015/102) (as amended) (the Regulations) provide for aggrieved parties who have been harmed or who are at risk of harm by a breach of the Regulations to bring proceedings in the High Court. Any such proceedings must be brought within the limitation period specified by the Regulations according to the remedy sought.
VI.5) Date of dispatch of this notice
19/07/2024