Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
DERBY HOMES LTD
04380984
839 London Road
Derby
DE24 8UZ
UK
Contact person: Rosie Whitton
Telephone: +44 1332255223
E-mail: DH-Procurement@derbyhomes.org
NUTS: UKF11
Internet address(es)
Main address: https://www.derbyhomes.org
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
Compliance and Assurance Software
II.1.2) Main CPV code
48170000
II.1.3) Type of contract
Supplies
II.1.4) Short description
Derby Homes Limited intends to contract for The Compliance Workbook (TCW) software, for the ongoing provision of a specialist, unique Compliance and Assurance software package. Derby Homes has published this notice and intends to award a contract to The Compliance Workbook Ltd.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
189 329.00
GBP
II.2) Description
II.2.3) Place of performance
NUTS code:
UKF11
Main site or place of performance:
Derby
II.2.4) Description of the procurement
Derby Homes Limited currently uses a specialist Compliance and Assurance software package. The contract will allow annual license purchases, support and maintenance. A change of product would have had a major impact on operational activities, and create significant costs of change. We do not believe a suitable alternative exists at this time.
Each month the organisation receives up to 1,800 documents across multiples compliance areas with essential information that could drive the direction of the organisation. Software capturing information from this provides evidence of compliance, asset information, improved data interpretation, supports remedial actions and output tracking, automated engineering and regulatory validation with reduced risk of human error. The Building Safety Bill and the Golden Thread of Information puts an onus on the organisation to see and do more with data.
TCW technology is a unique Compliance and Assurance software package, and we are using it to review documents electronically in a manner to extract all essential data needed to validate safety.
TCW performs extensive regulatory and best practice calculations to compliance documents to ensure all fields have been complete with accurate and valued information. The product then extracts any further actions or remedial works and provides a process for managing the assets compliance to ensure all outstanding tasks are remedied in a timely manner.
Research carrying out due diligence on other compliance packages suggest it is reasonable to believe TCW is the only product that meets all our requirements. Derby Homes have for
some time been inputting data into the software and configured it to our requirements. We believe a change of software at this time, if any suitable alternative is available despite our research thus far, would carry significant costs of change and pose risks to our compliance and assurance activities.
II.2.5) Award criteria
Price
II.2.11) Information about options
Options:
Yes
Description of options:
36 month initial contract period with option to extend by up to a further 36 months subject to performance, costs being within value stated above, and any suitable alternatives to the software that may emerge during this time.
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
We intend to continue using the software for another 36 months and, if no suitable alternatives are notified to us in that time, potentially up to a further 36 months.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Award of a contract without prior publication of a call for competition
Justification for selected award procedure:
The procurement falls outside the scope of application of the Directive
Explanation
Only one possible provider to meet all requirements has been identified. Derby Homes Ltd posted the VEAT notice to confirm no other options existed following our due diligence or if a tender is required in the future, to be transparent about action taken and why. The contract term will be for 36 months initially with option to extend by up to a further 36 months to allow a competitive process in the future if alternatives exist which we have otherwise been unable to identify.
IV.1.8) Information about 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:
2023/S 000-027172
Section V: Award of contract
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
25/09/2023
V.2.2) Information about tenders
Number of tenders received: 1
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
The Compliance Workbook Ltd
08760486
Birkenhead
CH41 1AS
UK
NUTS: UKD7
Internet address(es)
URL: www.thecomplianceworkbook.com
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 189 329.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
Derby Homes Ltd
839 London Road
Derby
DE24 8UZ
UK
Telephone: +44 1332255223
E-mail: DH-Procurement@derbyhomes.org
Internet address(es)
URL: https://www.derbyhomes.org
VI.5) Date of dispatch of this notice
26/09/2023