Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Port of Leith Housing Association Ltd
108 Constitution Street, Leith
Edinburgh
EH6 6AZ
UK
Telephone: +44 1315540403
E-mail: Digitaltransformation@polha.co.uk
Fax: +44 1315551504
NUTS: UKM75
Internet address(es)
Main address: http://www.polha.co.uk/
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA13142
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
http://www.publiccontractsscotland.gov.uk/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
http://www.publiccontractsscotland.gov.uk/
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
Core Digital Platform
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Supplies
II.1.4) Short description
In line with Our Strategic Plan 2020-2025, and to align efficient operation across the Group, we are reviewing our Core Digital Platform. The organisation, and indeed the world we operate in, has changed and as a result what we need from our core platform has also changed.
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:
UKM75
II.2.4) Description of the procurement
Our strategic goals include (but not limited to): “To have highly effective systems and processes for supporting the business and delivering excellent services”.
We aim to achieve this by focusing on the following targets (please note this is not an exclusive list of strategic objectives and KPIs)
50% of social housing customers registered and using digital services
100% of PDL transactions are available digitally to customers
75% of Association transactions are available digitally to customers
100% of back-office processes can be carried out using mobile technology
For these reasons and in recognition that digital solutions have themselves evolved since the last time PoLHA looked to the marketplace, the intention now is to look to market and seek a suitable digital solution which supports our organisation now and looking to the future.
Each business area and workflow required by POLHA Group has been outlined in the SPD and Top Level Requirements documents. This outlines the minimum requirements for POLHA Group that MUST be met by the proposed digital solution suppliers.
POLHA understand that if a requirement cannot be met specifically, the supplier will respond to the requirement/workflow with confirmation of such but may propose alternative and/or complementary functionality provided by their solution that will address the requirement to POLHA ’s satisfaction.
The existing system (that is to be replaced) combines and currently serves the following areas
Housing
Tenancy/ Contact Management
Finance
Property Maintenance (planned and reactive)
Factoring
Asset Management
Basic Reporting
PoLHA are not only looking for a solution which underpins the internal business operation using workflow and automation, but a platform which facilitates ease of engagement between PoLHA operations, suppliers, and tenants. Potential suppliers are invited to demonstrate and advise how this can be facilitated using their platform.
The solution must present an easy to navigate visual front end. Facilitating promotion of required information to the user with ease.
At the core of the vision is to have a single source of truth in terms of data. Therefore the digital solution is required to demonstrate a robust Data management model in line with regulatory standards e.g. GDPR.
This data can then underpin the efficient workflow processes throughout. There is a wide range of information which can form part of the processes outlined in this document. PoLHA are particularly interested in how suppliers can demonstrate the shared use, security, and auditable accuracy of data as part of their solution.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality Submission
/ Weighting: 80%
Quality criterion: Interview / Demo (Optional - only if selected for use by client)
/ Weighting: 20%
Cost criterion: Cost of Service
/ Weighting: 20%
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:
The contract period will be for 3 years with a 1 + 1 year option to. Further extension periods may added to a maximum of 10 years with these periods being agreed on a 1 or 2 year basis to the end of the 10 year period.
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:
Yes
II.2.11) Information about options
Options:
Yes
Description of options:
As per the ITT
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
See PoLHA Core Digital Platform - ITT - vFinal
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 per the attached PoLHA Core Digital Platform - ITT - vFinal
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
As per the attached PoLHA Core Digital Platform - ITT - vFinal and the Appendix 11 - Key Performance Indicators - vFinal
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing 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.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2022/S 000-001289
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
01/04/2022
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:
01/04/2022
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Please ensure that you comprehensively read all the documents provided in the tender pack. Critically you must understand the requirements set out in the below documents and that you follow the guidance given for the submission returns.
Appendix 1- PoLHA High Level Requirements Document v0.8 Final’
PoLHA Core Digital Platform - ITT - vFinal
PoLHA Core Digital Platform - Tender Return Pack vFinal
Appendix 11 - Key Performance Indicators - vFinal
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=685389.
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:
Please see CB section of the quality submission and ITT
(SC Ref:685389)
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court
Edinburgh
UK
VI.4.2) Body responsible for mediation procedures
Port of Leith Housing Association
Edinburgh
UK
VI.5) Date of dispatch of this notice
02/03/2022