Asset Compliance and Assurance Software

Purpose of Engagement -

The Guinness Partnership is undertaking preliminary market engagement to explore available software solutions capable of reading, categorising, validating, and managing compliance certificates associated with gas, electrical, and water inspections.

This engagement is intended to: Understand the capabilities of the market

Inform future procurement strategy and specification

Identify innovative or emerging solutions

Assess delivery models, implementation approaches, and commercial options

Participation in this engagement does not constitute a commitment to commence a procurement or award a contract.

Background and Context -

The Guinness Partnership owns and manages over 70,000 homes and is responsible for ensuring ongoing compliance with statutory requirements relating to gas, electrical, and water safety.

Compliance evidence is typically provided in a range of certificate formats (e.g. PDF, scanned documents, digitally generated reports) produced by multiple contractors and inspection providers. Guinness is seeking to explore software solutions that can help automate and improve the accuracy, efficiency, and assurance of compliance certificate management.

Scope of the Requirement -

Interested suppliers are invited to provide information on solutions that can support some or all of the following capabilities:

1. Certificate Ingestion and Reading

• Upload or automated ingestion of gas and electrical compliance certificates
• Ability to read and extract data from:
• Native digital certificates
• Scanned documents
• PDFs and image-based files
• Use of technologies such as OCR, document intelligence, or Al-driven data extraction

2. Data Extraction and Categorisation

• Automatic identification and categorisation of certificate types (e.g. Gas Safety Record, EICR)
• Extraction of key data fields, potentially including:
• Property address / unique property reference
• Inspection date
• Expiry date / next due date
• Engineer or contractor details
• Inspection outcomes (e.g. pass, fail, remedial actions required)
• Observations and codes
• Smoke detection information (install date and location etc.)

3. Automated Coding Tool

A system that identifies and categorises:

• Cl - Danger present remedial work needed to gain a satisfactory certificate
• C2 - Potentially dangerous remedial work needed to gain a satisfactory certificate
• C3 - Improvement recommended
• Fl - Further investigation required

4. Compliance Checker

Flags missing or incomplete sections such as:

• Schedule of inspections
• Schedule of test results
• Observations
• Signatures
• Outcome summary to support a RAG rating report
• Workflows for follow on/corrective actions/audits

5. Workflow, Assurance, and Audit

Exception reporting and task management for follow-up actions

Audit trail showing certificate receipt, validation, and review

Dashboards and reporting to support operational teams and compliance assurance

6. Dashboard Interface

A web-based application that allows relevant staff members to review:

• Compliance reports open actions, closed actions, etc
• Metrics - Pass/Fail
• Extraction of C3 codes into a log
• Reporting tools and capabilities
• Exception reporting
• Portal access to enable customers and TGP staff to be able to view and download certificates along with a streamlined method of uploading certificates via a bulk loading software
• Auto generation of certificates to be sent to Local Authority when required.

7. Integration and Data Management

Ability to integrate with housing management systems, asset systems, or document management platforms

Secure storage and retrieval of compliance documentation

APIs or other integration options

8. Security, Governance, and Accessibility

Compliance with UK data protection and information security standards

Role-based access controls