Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Grampian Housing Association Ltd
Huntly House, 74 Huntly Street
ABERDEEN
AB10 1TD
UK
Contact person: Tracy Ord
Telephone: +44 1224202900
E-mail: tracy.ord@grampianhousing.co.uk
NUTS: UKM5
Internet address(es)
Main address: http://www.grampianhousing.co.uk/
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA14462
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at:
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Other: Registered Social Landlord
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Software Solution for Board Meeting Management and Governance with Optional Risk Management System
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Supplies
II.1.4) Short description
GHA wishes to appoint a single supplier for the provision of a software solution to facilitate the management of Board meetings and governance arrangements with an optional risk management system
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
48000000
II.2.3) Place of performance
NUTS code:
UKM5
Main site or place of performance:
Our area of operation is Aberdeen City, Aberdeenshire and Moray
II.2.4) Description of the procurement
You are invited to submit a tender for the provision of a software solution to facilitate Board meeting management and governance with an optional risk management system to translate GHA’s appetite for risk for the Grampian Group. We acknowledge that a risk management system may not be available in all Board management/governance software solutions. This element is therefore viewed as optional and not mandatory. This tender may be awarded without a risk management system. The scoring reflects this. Access to the software will be required for approximately 65 users including 20 Board members, 30 members of staff (5 of whom are administrators) and 15 external stakeholders (e.g. SHR, external and internal auditors).
It is required that following training provision for Administrators and Users (staff and Board members) this software will be fully functional by 1 October 2025, for an initial period of three years. There is also potential for an extension up to a further two years to the contract, subject to satisfactory performance. Any extension of the contract will be entirely at the discretion of GHA. The contract is subject to reappointment annually.
GHA is looking for software which has been successfully implemented within the Registered Social Landlord (RSL) sector, preferably in Scotland, to meet the requirements set out above and in Appendix C.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
Up to a further 24 months
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
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:
Grampian HA is using the SPD via Section E Global Questions for all Selection Criteria. The criteria are pass or fail. You will pass the SPD global questions by completing and meeting all the criteria as set out in the contract notice. If you fail to provide all the required and requested information you will fail the SPD and in turn the tender requirements and you will be disqualified from the tender process.
Tenderers must be able to provide examples of relevant experience within the sector that demonstrates that they have the relevant experience to meet the scope of requirements set out in the ITT and QMS - pass or fail.
Bidders must hold relevant accreditation - evidence must be provided - pass or fail.
If you provide the information requested you will pass the SPD and your Price/Quality submissions will be scored. Failure to provide the information requested will result in a fail and you will be removed from the process.
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
III.2.2) Contract performance conditions
It is required that following training provision for Administrators and Users (staff and Board members) this software will be fully functional by 1 October 2025.
Key performance indicators for the duration of the contract will be agreed prior to contract agreement.
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:
29/07/2025
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 tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
29/07/2025
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:
1 October 2028 unless extension is granted for up to two further years.
VI.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=802449.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Added Value/Innovation/Community benefits are invited as part of this procurement.
For more information see Appendix C - Quality Method Statement.
For examples of community benefits see also https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
(SC Ref:802449)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=802449
VI.4) Procedures for review
VI.4.1) Review body
Aberdeen Sheriff Court
Justice Street
Aberdeen
AB10 1WP
UK
VI.5) Date of dispatch of this notice
24/06/2025