Pre-market Engagement Notice for the Provision of Housing Management Software

Procurement description

Denbighshire County Council (The Authority) are looking to engage with the market in relation to Housing Management Software.

The Authority is looking for solutions to include:

- Housing Applications and Allocations

- Tenancy Management

- Homelessness Services

- Housing Options and Advice

- Property and Asset Management including Voids Management

- Financial and Performance Management

- Customer Engagement and Portal

- Repairs and Maintenance including dynamic scheduling.

- Estate Management

- Business Intelligence and Reporting

- Mobile Working Solutions

- Fully integrated contact management system

- Full support and maintenance from the supplier.

We are seeking out of the box solutions requiring minimal configuration. The Authority is not seeking to appoint a development partner.

Main category

Services

Additional categories

Goods

Delivery regions

• UKL13 - Conwy and Denbighshire

Total value (estimated)

1.00 GBP Excluding VAT

1.20 GBP Including VAT

Contract dates (estimated)

01 April 2027, 00:00AM to 31 March 2034, 23:59PM

Extension end date (if all the extensions are used): 31 March 2046

Denbighshire County Council

Is the total value above threshold?

Above threshold

CPV classifications

• 48000000 - Software package and information systems
• 72000000 - IT services: consulting, software development, Internet and support

Delivery regions

• UKL13 - Conwy and Denbighshire

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 April 2027, 00:00AM

Contract end date (estimated)

31 March 2034, 23:59PM

Extension end date (estimated)

31 March 2046, 23:59PM

Can the contract be extended?

Yes

Engagement process description

Aims of Engagement

The purpose is to:

- Understand supplier capabilities and solutions available in the market.

- Identify opportunities for innovation and best practice.

- Understand the market’s ability to input / interface / integrate data into the Housing Management Software from various other software solutions.

- Test assumptions on costs, timescales, and implementation approaches.

- Reporting and dashboard capabilities

- AI and predictive analytics

- Customer / Tenant / Contractor Portal capabilities

- Welsh Language Compliance for predominantly customer facing elements

- Ability to ensure the Authority are able to meet their obligations of UK and Wales legislation.

- Secure and robust infrastructure compliant with UK GDPR.

- Data hosted within the UK or in jurisdictions offering equivalent UK GDPR protections (with a preference for UK hosting).

We are seeking to understand what is currently available in the market in relation to the above requirements. We are inviting suppliers to provide a breakdown of the key features and functions their system provides. We also may invite suppliers to provide system demonstrations, over MS Teams or face-to-face.

The Authority may meet with other Local Authorities and Housing Associations to view solutions in practice.

We are seeking a fully functional, out of the box solution/s that require minimal configuration to meet our operational needs and deliver an excellent customer experience. We are not looking for a development partner. We are interested in suppliers who have a proven track record.

We do not guarantee that this exercise will result in a procurement exercise.

If your organisation can provide a solution that meets the requirements of this notice, please email procurement@denbighshire.gov.uk with a brief overview of your solution and any customer testimonials you may have no later than 12noon on 2nd July 2026.

Due date

31 July 2026, 23:59PM

Has the engagement period already ended?

No

Publication date of tender notice (estimated)

21 September 2026