Asset Compliance and Assurance Software

{
  "id": "047239-2026",
  "tag": [
    "planning"
  ],
  "date": "2026-05-21T15:19:45+01:00",
  "ocid": "ocds-h6vhtk-069f8e",
  "buyer": {
    "id": "GB-COH-IP031693",
    "name": "The Guinness Partnership Limited"
  },
  "tender": {
    "id": "ocds-h6vhtk-069f8e",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "hasRenewal": true,
        "suitability": {
          "sme": true
        },
        "contractPeriod": {
          "endDate": "2030-03-31T23:59:59+01:00",
          "startDate": "2027-04-01T00:00:00+01:00",
          "maxExtentDate": "2032-03-31T23:59:59+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UK",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "48170000",
            "scheme": "CPV",
            "description": "Compliance software package"
          }
        ]
      }
    ],
    "title": "Asset Compliance and Assurance Software",
    "value": {
      "amount": 350000,
      "currency": "GBP",
      "amountGross": 420000
    },
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "Purpose of Engagement -\nThe 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.\nThis engagement is intended to: Understand the capabilities of the market\nInform future procurement strategy and specification\nIdentify innovative or emerging solutions\nAssess delivery models, implementation approaches, and commercial options\nParticipation in this engagement does not constitute a commitment to commence a procurement or award a contract.\nBackground and Context -\nThe 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.\nCompliance 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.\nScope of the Requirement -\nInterested suppliers are invited to provide information on solutions that can support some or all of the following capabilities:\n1. Certificate Ingestion and Reading\n·\tUpload or automated ingestion of gas and electrical compliance certificates\n·\tAbility to read and extract data from:\n·\tNative digital certificates\n·\tScanned documents\n·\tPDFs and image-based files\n·\tUse of technologies such as OCR, document intelligence, or Al-driven data extraction\n2. Data Extraction and Categorisation\n·\tAutomatic identification and categorisation of certificate types (e.g. Gas Safety Record, EICR)\n·\tExtraction of key data fields, potentially including:\n·\tProperty address / unique property reference\n·\tInspection date\n·\tExpiry date / next due date\n·\tEngineer or contractor details\n·\tInspection outcomes (e.g. pass, fail, remedial actions required)\n·\tObservations and codes\n·\tSmoke detection information (install date and location etc.)\n3. Automated Coding Tool\nA system that identifies and categorises:\n·\tCl - Danger present remedial work needed to gain a satisfactory certificate\n·\tC2 - Potentially dangerous remedial work needed to gain a satisfactory certificate\n·\tC3 - Improvement recommended\n·\tFl - Further investigation required\n4. Compliance Checker\nFlags missing or incomplete sections such as:\n·\tSchedule of inspections\n·\tSchedule of test results\n·\tObservations\n·\tSignatures\n·\tOutcome summary to support a RAG rating report\n·\tWorkflows for follow on/corrective actions/audits\n5.\tWorkflow, Assurance, and Audit\nException reporting and task management for follow-up actions\nAudit trail showing certificate receipt, validation, and review\nDashboards and reporting to support operational teams and compliance assurance\n6.\tDashboard Interface\nA web-based application that allows relevant staff members to review:\n·\tCompliance reports open actions, closed actions, etc\n·\tMetrics - Pass/Fail\n·\tExtraction of C3 codes into a log\n·\tReporting tools and capabilities\n·\tException reporting\n·\tPortal 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\n·\tAuto generation of certificates to be sent to Local Authority when required.\n7.\tIntegration and Data Management\nAbility to integrate with housing management systems, asset systems, or document management platforms\nSecure storage and retrieval of compliance documentation\nAPIs or other integration options\n8.\tSecurity, Governance, and Accessibility\nCompliance with UK data protection and information security standards\nRole-based access controls",
    "communication": {
      "futureNoticeDate": "2026-09-01T23:59:59+01:00"
    },
    "aboveThreshold": true,
    "mainProcurementCategory": "goods"
  },
  "parties": [
    {
      "id": "GB-COH-IP031693",
      "name": "The Guinness Partnership Limited",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI31",
        "country": "GB",
        "locality": "London",
        "postalCode": "NW1 3AX",
        "countryName": "United Kingdom",
        "streetAddress": "London - 7th Floor, 350 Euston Road"
      },
      "details": {
        "classifications": [
          {
            "id": "publicUndertaking",
            "scheme": "UK_CA_TYPE",
            "description": "Public undertaking"
          }
        ]
      },
      "identifier": {
        "id": "IP031693",
        "scheme": "GB-COH"
      },
      "contactPoint": {
        "email": "procurement@guinness.org.uk",
        "telephone": "03031231890"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "047239-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/047239-2026",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2026-05-21T15:19:45+01:00"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2026-06-19T23:59:59+01:00",
        "description": "Please use the following URL to access the\nopportunity on the ProActis eSourcing Procurement portal:\nhttps://supplierlive.proactisp2p.com  \n(https://supplierlive.proactisp2p.com)/\nOpportunity Reference: RFX1000297\nTo access the full opportunity and respond, you will need to access or create a ProActis account.\nOnce you access the opportunity you will be able to download the full PME document which includes a questionnaire to be completed and returned by the deadline indicated."
      }
    ]
  },
  "initiationType": "tender"
}