Shaw Consulting Ltd: SaaS Housing, Repairs, Asset Management and Finance System Tender

UK-Walsall: Software package and information systems.
Section I: Contracting Authority
      I.1) Name and addresses
             Watmos Community Homes
             116–120 Lichfield Street, Walsall, WS1 1SZ, United Kingdom
             Tel. +44 7722067596, Email: chris.shaw@shawc.co.uk
             Contact: Email or Phone
             Main Address: https://www.watmos.org.uk/, Address of the buyer profile: https://www.shawc.co.uk
             NUTS Code: UKG3
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: No.
      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-Walsall:-Software-package-and-information-systems./NG2M3Z5D62
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent electronically via https://www.delta-esourcing.com/tenders/UK-UK-Walsall:-Software-package-and-information-systems./NG2M3Z5D62 to the abovementioned address       
      Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: Not provided
      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: SaaS Housing, Repairs, Asset Management and Finance System Tender       
      Reference Number: Not provided
      II.1.2) Main CPV Code:
      48000000 - Software package and information systems.

      II.1.3) Type of contract: SUPPLIES
      II.1.4) Short description: Watmos are looking to replace their existing Housing (Capita Open Housing), and Finance solution (Open Accounts) with a modern, integrated Housing, Assets, Compliance, Repairs and Finance Solution which is delivered as Software as a Service solution which is either a single solution or is integrated into 3rd party solution(s) which provides those capabilities.
The tender is split into three LOTs and tenderers must bid for just one of those LOTs.
- Lot 1: SaaS Housing, Repairs, Compliance, and Asset Management.
- Lot 2: SaaS Finance Solution.
- Lot 3: Housing, Repairs, Compliance, Asset Management and Finance Solution as detailed in Sections 5 and 6       
      II.1.5) Estimated total value:
      Value excluding VAT: 1,000,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: Yes       
      Tenders may be submitted for: One lot only
      Maximum number of lots that may be awarded to one tenderer: Not provided
      The contracting authority reserves the right to award contracts combining the following lots or groups of lots: LOT 3 is a combination of LOT 1 and LOT 2.

II.2) Description
II.2) Description Lot No. 1
      
      II.2.1) Title: SaaS Housing, Repairs, Compliance, Asset Management Solution       
      Lot No: LOT 1       
      II.2.2) Additional CPV codes:
      48000000 - Software package and information systems.
      
      II.2.3) Place of performance:
      UKG3 West Midlands
      
      II.2.4) Description of procurement: An Integrated Housing, Repairs, Compliance, and Assets Solution which is provided as Software as a Service, that is fully managed and maintained by the supplier.

The solution must provide:
Allocations and Waiting Lists Management, including Nominations.
Asset Management
Asset Management Compliance
CRM / Case Management
Data Warehouse to enable Watmos to integrate to Power-Bi
Forms Designer to be able to create new and amend existing
Housing Management
Inbuilt Dashboards
Mobile Working across all areas of your proposed solution
Open APIs
Portals (Customer, Contractor, and other Stakeholders)
Proactive / Predictive Arrears Management
Repairs Management & Contractor Management
Service Charges
Workflow Designer to be able to create new and amend existing
Workforce Scheduling for any team e.g. Assets, Housing, Repairs, etc.
      II.2.5) Award criteria:
            Criteria below
            Quality criterion - Name: Quality / Weighting: 70
                        
            Cost criterion - Name: Total cost of ownership of the solution over 8 years. / Weighting: 30
                              
      II.2.6) Estimated value:
      Value excluding VAT: Not provided       
      Currency: Not provided       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 96       
      This contract is subject to renewal: Yes       
      Description of renewals: A possible extension of a further 4 years in 24-month increments.
      
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: Not provided       
II.2) Description Lot No. 2
      
      II.2.1) Title: SaaS Finance Solution       
      Lot No: 2       
      II.2.2) Additional CPV codes:
      48000000 - Software package and information systems.
      
      II.2.3) Place of performance:
      UKG3 West Midlands
      
      II.2.4) Description of procurement: SaaS Finance Solution that is fully managed and maintained by the supplier which provides:
General Ledger
Project Accounting
Purchase Ledger
Purchase Order Processing
Sales Ledger & Debt Management
Cash Book & Bank
VAT
Fixed Assets and Component Accounting
Budget Planning & Forecasting
Forms Designer to be able to create new and amend existing
Inbuilt Dashboards
Open APIs
Self Service
Workflow Designer to be able to create new and amend existing
      II.2.5) Award criteria:
            Criteria below
            Quality criterion - Name: Quality / Weighting: 70
                        
            Cost criterion - Name: Total cost of ownership of the solution over 8 years. / Weighting: 30
                              
      II.2.6) Estimated value:
      Value excluding VAT: Not provided       
      Currency: Not provided       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 96       
      This contract is subject to renewal: Yes       
      Description of renewals: A possible extension of a further 4 years in 24-month increments
      
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: Not provided       
II.2) Description Lot No. 3
      
      II.2.1) Title: SaaS Housing, Repairs, Compliance, Asset Management, and Finance Solution       
      Lot No: 3       
      II.2.2) Additional CPV codes:
      48000000 - Software package and information systems.
      
      II.2.3) Place of performance:
      UKG3 West Midlands
      
      II.2.4) Description of procurement: An Integrated Housing, Repairs, Compliance, Assets and Finance Solution which is provided as Software as a Service, that is fully managed and maintained by the supplier.

The solution must provide:
Allocations and Waiting Lists Management, including Nominations.
Asset Management
Asset Management Compliance
CRM / Case Management
Data Warehouse to enable Watmos to integrate to Power-Bi
Forms Designer to be able to create new and amend existing
Housing Management
Inbuilt Dashboards
Mobile Working across all areas of your proposed solution
Open APIs
Portals (Customer, Contractor, and other Stakeholders)
Proactive / Predictive Arrears Management
Repairs Management & Contractor Management
Service Charges
Workflow Designer to be able to create new and amend existing
Workforce Scheduling for any team e.g. Assets, Housing, Repairs, etc.
General Ledger
Project Accounting
Purchase Ledger
Purchase Order Processing
Sales Ledger & Debt Management
Cash Book & Bank
VAT
Fixed Assets and Component Accounting
Budget Planning & Forecasting
Self Service
      II.2.5) Award criteria:
            Criteria below
            Quality criterion - Name: SaaS Housing, Repairs, Compliance, and Asset Management Quality / Weighting: 70
            Quality criterion - Name: SaaS Finance System Quality / Weighting: 70
                        
            Cost criterion - Name: Total cost of ownership of the solution over 8 years. / Weighting: 60
                              
      II.2.6) Estimated value:
      Value excluding VAT: Not provided       
      Currency: Not provided       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 96       
      This contract is subject to renewal: Yes       
      Description of renewals: A possible extension of a further 4 years in 24-month increments
      
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: Not provided       


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:          
      N/A    
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability    
      Selection criteria as stated in the procurement documents
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
         
      III.2.2) Contract performance conditions          
      Not Provided          
      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: No

Section IV: Procedure
   IV.1) Description OPEN
      IV.1.1) Type of procedure: Open   
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the 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: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 15/04/2024 Time: 12:00
            
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender:
         Duration in month(s): 6
      
      IV.2.7) Conditions for opening of tenders:
         Date: 15/04/2024
         Time: 12:05
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used No       
   Electronic invoicing will be accepted No       
   Electronic payment will be used No       
   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.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Walsall:-Software-package-and-information-systems./NG2M3Z5D62

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/NG2M3Z5D62
   VI.4) Procedures for review
   VI.4.1) Review body:
             Watmos Community Homes
       116–120 Lichfield Street, Walsall, WS1 1SZ, United Kingdom
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 13/03/2024

Annex A