Official UK procurement notice
Cartrefi Conwy - Business Systems Refresh Programme
Authority: Cartrefi Conwy Cyfyngedig (Public body)·Consortium: 2 public authorities
What is being bought4 lots · detail below
Published requirement descriptionCartrefi Conwy is an independent not-for-profit Registered Social Landlord (RSL). We formed as result of the transfer of around 3,800 homes from Conwy County Borough Council in 2008.Since the transferred homes have been under our ownership and management we have invested heavily in their refurbishment to bring them up to the Welsh Housing Quality Standard. We will continue to maintain our homes to this high standard in the future.In 2015 Cartrefi Conwy established Creating Enterprise C.I.C. as a wholly owned subsidiary which operates as a social enterprise.”Find out more about us, including our recently published Together Corporate Plan and other background information by visiting cartreficonwy.org ↗ Following a strategic review of existing IT systems, it became clear that it will not be possible for us to achieve our strategic ambitions using the existing mix of systems, processes and information.The business systems refresh programme is underway and has full approval from the Executive and Board. Its objectives include:1. Improved service offerings to residents, including digital / self-service, leading to increased satisfaction ratings2. The solution / system will allow resource to be more focused on customer-facing activity and enhance the “one team” ethos3. Data and processes to be standardised and automated to make it easier for staff to work, be proactive, productive and collaborate 4. Moving closer to OVOTT, and making data available, transparent and easier to access / use, creating a 360° view of customers and assets5. Improved management of operational risk and compliance6. Access to the necessary data to inform asset investment decision making7. Appropriate use of spreadsheets8. Availability of system capabilities and performance not dependent on location or access method 9. Enable workflows and reports to be built more easily, not necessarily by ITOur objective is to achieve live operation of at least the first tranche of new capability within 12 months from Contract signature.In addition, we have identified other objectives for the new HMS / PMS / AMS / FMS, and we wish to procure:1. ‘Commercial off the Shelf’ product sets only requiring configuration or parameterisation, not customisation, to meet our needs.2. Solutions with a single ‘look and feel’ to the User Interface across all system ‘modules’3. A system that is easy to use, requiring minimal ‘clicks’ or steps to navigate around or use the system. (Note that ease of use is a key negative with the current systems.)4. A system with a modern underlying ‘technical architecture’, with in-built mobility (‘mobile first’ as a design principle), automation / workflows, and digital capabilities.5. Superior integration capabilities to enable easy data sharing with other systems, and technically straightforward adoption of emerging and future technologies.6. Integration with Microsoft’s Office365 suite of capabilities.7. Capabilities that can enable us easily to build processes (workflows) to support other areas of our operation.Not achieving these objectives, or a sub-optimal version of them, represents downstream technical, commercial and operational risk to us. As such, these elements will be explored in detail at ITT stage and form a critical part of our evaluation of a Potential Supplier’s capability to meet these objectives. Our requirements are detailed in the ITT documents. Note that we will not accept responses from Potential Suppliers for part solutions, the scope of each Lot can be considered as a single ‘solution’. However, that does not preclude partnering with third-parties to deliver the overall solution. We want a long-term partnership with the successful provider(s), the Contract will be for a period of 10 years with the option to extend annually up to a further 5 years at Cartrefi’s sole discretion. The Contract values given in this Tender Notice reflect a 15-year term.
- How the procedure runs: The procedure description and steps are contained in the Instructions to Tenderers (Part1 of the full documentation set)
CPV: Software package and information systems
Lots and requirements (4)Procurement structure
4 lots · all with a published value (£3,992,000 together) · same conditions of participation on every lot · evaluation weights differ by lotLot #1Housing Management System (HMS)AwardedRenewalPublished value£1,757,000
Supply and implementation of software covering all aspects of housing operations, for example;
o Lettings and allocations
o Tenancy management, including CRM / Contact Management
o Case and workload management
o Revenue and debt management, including service charges
o Workforce mobility
o Digital and self-service capabilities including customer portal / app
o Automation and end-to-end workflow
o Dashboards and management information.
- Economic & financial standing
See Procurement Specific Questionnaire (PSQ)
- Technical & professional ability
See PSQ
Lot #2Property Management System (PMS)AwardedRenewalPublished value£1,002,000
Supply and implementation of software covering all aspects of propert management, for example;
o Reactive repairs including scheduling and job management
o Voids management (property aspects)
o Workforce mobility
o Digital and self-service capabilities including customer portal / app
o Automation and end-to-end workflow
o Dashboards and management information.
- Economic & financial standing
See Procurement Specific Questionnaire (PSQ)
- Technical & professional ability
See PSQ
Lot #3Asset Management System (AMS)AwardedRenewalPublished value£530,000
Supply and implementation of software covering all aspects of asset management, for example;
o Strategic asset management
o Servicing and compliance
o Planned maintenance
o Workforce mobility
o Digital and self-service capabilities including customer portal / app
o Automation and end-to-end workflow
o Dashboards and management information.
- Economic & financial standing
See Procurement Specific Questionnaire (PSQ)
- Technical & professional ability
See PSQ
Lot #4Finance Management System (FMS)AwardedRenewalPublished value£703,000
Supply and implementation of software covering all aspects of financial operations, for example;
o Case management and workflow for approvals, queries, or issue resolution
o Expenses management (workflows, approvals, payment)
o Purchase to Pay with automated links to budgets, with GRN, invoice matching, and payment
o A portal for suppliers to be registered, maintain up to date details, and ac-cess capabilities including raising queries, submitting invoices and auto-matic updates on payment status
o Project Accounting for capital spend and other investments
o Management accounts for report distribution
o Making Tax Digital including the ability to manage partial exemptions
o CIS
o Chart of Accounts
o Accounts Payable / Receivable
o Cash management
o General Ledger
o Journals
o Creditor Management
o Bank Reconciliation.
- Economic & financial standing
See Procurement Specific Questionnaire (PSQ)
- Technical & professional ability
See PSQ
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Lots publish different evaluation splits; there is no single procedure weighting.
| Lot | Quality | Price | Split |
|---|---|---|---|
| 1 · Housing Management System (HMS) | 85% | 15% | |
| 2 · Property Management System (PMS) | 85% | 15% | |
| 3 · Asset Management System (AMS) | 85% | 15% | |
| 4 · Finance Management System (FMS) | 85% | 15% |
- Economic & financial standing
See Procurement Specific Questionnaire (PSQ)
- Technical & professional ability
See PSQ
- Price carries 15 points on every lot: a 10% discount moves about 1.5 points.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 23 Jul 2025, 17:27 BST
- Last source update
- 23 Oct 2026, 11:39 BST
- Award evaluation window
- Submission end – 10 Jun 2026
- FTS notice number
2025/S 000-064916- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0564f2Find a Tender- Contract terms summary
To be agreed as part of negotiation and contract
- How it runs
The procedure description and steps are contained in the Instructions to Tenderers (Part1 of the full documentation set)
How it was run
Official notice- Requests to participate (first stage)
- 10 Nov 2025, 12:00 GMT
- Submission deadline
- 10 Nov 2025, 12:00 GMT
- Clarification deadline
- 3 Nov 2025, 17:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
23 Jul 2025 → 23 Oct 2026 · 11 dates- Planning notice published23 Jul 2025, 17:27 BST
- Market engagement31 Aug 2025, 23:59 BST
Each participant will be issued with a questionnaire prior to an individual 1to1 online Teams or Zoom meeting where the questionnaire response will be discussed and further information about the procurement and business objectives will be shared.
Session dates and further information will be issued as required.
The key outcomes of the PME will be shared with all participants apart from information that has been agreed as commercially sensitive or confidential.
This Notice does not constitute a call for competition and should not be assumed as creating a contract or agreement. Further, Cartrefi Conwy Cyfyngedig has no liability for any costs, however incurred, by those attending the PME sessions or involvement in the subsequent procurement process.
- Next notice expected15 Sept 2025, 23:59 BST
- Tender notice published376 days ago13 Oct 2025, 16:27 BST
- Clarification questions by354 days ago3 Nov 2025, 17:00 GMT
- Submission deadline348 days ago10 Nov 2025, 12:00 GMT
- Award decision expected by135 days ago10 Jun 2026, 23:59 BST
- Contract starts115 days ago1 Jul 2026, 00:00 BST
- Assessment summaries sent43 days ago11 Sept 2026, 00:00 BST
- Standstill ends30 days ago23 Sept 2026, 23:59 BST
- Latest notice published1 day ago23 Oct 2026, 11:39 BST
Notice history
10 events · 4 releases on Find a Tender · since 23 Jul 2025- Preliminary market engagement notice published23 Jul 2025, 17:27 BSTUK2
- Tender notice published13 Oct 2025, 16:27 BSTUK4
- Published value updated to £3,992,00013 Oct 2025, 16:27 BSTwas £2,500,000
- Status changed to active13 Oct 2025, 16:27 BST
- Procurement method changed13 Oct 2025, 16:27 BST
- Buyer details updated13 Oct 2025, 16:27 BST
- Contract award notice published14 Sept 2026, 17:35 BSTUK6
- Status changed to complete14 Sept 2026, 17:35 BST
- Contract signature expected5 Oct 2026, 23:59 BSTscheduled
- Contract details notice published23 Oct 2026, 11:39 BSTUK7
Routine re-releases (4)
- 2025-07: 1 release · 23 Jul 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Lot 1 · Housing Management System (HMS)1 award | |||
| Techlabs London LtdSMEBusiness Systems Refresh Programme - Housing Management system5 Oct 2026 – 4 Oct 2041Options: Development and delivery of new system functionality | £3,316,003 | 11 Sept 2026 | Awarded |
| Lot 2 · Property Management System (PMS)1 award | |||
| Techlabs London LtdSMEBusiness Systems Refresh Programme - Property Management system5 Oct 2026 – 4 Oct 2041Options: Development and delivery of new system functionality | £1,790,048 | 11 Sept 2026 | Awarded |
| Lot 3 · Asset Management System (AMS)1 award | |||
| Techlabs London LtdSMEBusiness Systems Refresh Programme - Asset Management system5 Oct 2026 – 4 Oct 2041Options: Development and delivery of new system functionality | £697,737 | 11 Sept 2026 | Awarded |
| Lot 4 · Finance Management System (FMS)1 award | |||
| Xledger ltdSMEBusiness Systems Refresh Programme - Finance Management system5 Oct 2026 – 4 Oct 2041Options: Development and delivery of new system functionality | £390,473 | 11 Sept 2026 | Awarded |
Contracts
Business Systems Refresh Programme - Housing Management system · Techlabs London LtdSME
- Signed
- 1 Oct 2026
- Value
- £3,316,003
- Period
- 1 Oct 2026 – 30 Sept 2041
- Status
- active
- Options
- There is no option to extend or renew the 15-year term. The contract allows Cartrefi Conwy to: purchase additional Microsoft Dynamics 365 licences through the Supplier as reseller at Price Document rates (cl. 7.1); extend the licence to further Cartrefi Conwy Group Organisations for additional licence fees (cl. 7.6); and order additional services through the Change Control Procedure at Professional Services Rate Book (time and materials) rates (cl. 17 and Sch. 2 para 4). Run Services charges may be indexed by CPI from the second Contract Year (Sch. 2 para 5).
No agreed KPIs: Below £5M threshold
Business Systems Refresh Programme - Property Management system · Techlabs London LtdSME
- Signed
- 1 Oct 2026
- Value
- £1,790,048
- Period
- 1 Oct 2026 – 30 Sept 2041
- Status
- active
- Options
- There is no option to extend or renew the 15-year term. The contract allows Cartrefi Conwy to: purchase additional Microsoft Dynamics 365 licences through the Supplier as reseller at Price Document rates (cl. 7.1); extend the licence to further Cartrefi Conwy Group Organisations for additional licence fees (cl. 7.6); and order additional services through the Change Control Procedure at Professional Services Rate Book (time and materials) rates (cl. 17 and Sch. 2 para 4). Run Services charges may be indexed by CPI from the second Contract Year (Sch. 2 para 5). Real-time scheduling optimisation software (MoreIQ) is not included and would be procured separately.
No agreed KPIs: Below £5M threshold
Business Systems Refresh Programme - Asset Management system · Techlabs London LtdSME
- Signed
- 1 Oct 2026
- Value
- £697,737
- Period
- 1 Oct 2026 – 30 Sept 2041
- Status
- active
- Options
- There is no option to extend or renew the 15-year term. The contract allows Cartrefi Conwy to: purchase additional Microsoft Dynamics 365 licences through the Supplier as reseller at Price Document rates (cl. 7.1); extend the licence to further Cartrefi Conwy Group Organisations for additional licence fees (cl. 7.6); and order additional services through the Change Control Procedure at Professional Services Rate Book (time and materials) rates (cl. 17 and Sch. 2 para 4). Run Services charges may be indexed by CPI from the second Contract Year (Sch. 2 para 5).
No agreed KPIs: Below £5M threshold
Business Systems Refresh Programme - Finance Management system · Xledger ltdSME
- Signed
- 1 Oct 2026
- Value
- £390,473
- Period
- 1 Oct 2026 – 30 Sept 2041
- Status
- active
- Options
- After the 3-year Initial Term the Agreement renews for up to 12 further Renewal Terms (General Terms cl. 5.2 as amended), after which it expires, giving a maximum total duration of 15 years to 30 September 2041. Discount rates are maintained across renewals up to 15 years, provided quantities do not fall by more than 10% at renewal. Subscription quantities (users, entities, transactions, integrations) may increase in line with actual use, and the Customer may be moved to the next usage threshold if it is exceeded for 3 consecutive months. Additional services may be ordered through the change in scope process by a new Order, including on-site consultancy at £1,440 per day.
No agreed KPIs: Below £5M threshold
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · Housing Management System (HMS) | 3final-stage tenders · 6 at stage one | 3 | 0 | — |
| 2 · Property Management System (PMS) | 3final-stage tenders · 8 at stage one | 3 | 0 | — |
| 3 · Asset Management System (AMS) | 3final-stage tenders · 9 at stage one | 3 | 0 | — |
| 4 · Finance Management System (FMS) | 2final-stage tenders · 5 at stage one | 1 | 0 | — |
Contracting authority & participating public bodies
2 public bodies on the noticeBidders & participating suppliers
2 commercial parties on the notice- TechLabs London LimitedAwarded supplier
- Xledger UKAwarded supplier
Official documents & specifications (16)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Lot 4 (FMS) specific documents Parts 2, 3 and 4
- Bidding documents and specifications Lot 3 (AMS) specific documents Parts 2, 3 and 4
- Bidding documents and specifications Lot 2 (PMS) specific documents Parts 2, 3 and 4
- Bidding documents and specifications Lot 1 (HMS) specific documents Parts 2, 3 and 4
- Bidding documents and specifications The Procurement Specific Questionnaire (PSQ) has been designed to help Cartrefi ensure that suppliers share the right information when participating in a procurement. This is separate from the formal tender submission (on how the supplier proposes to meet the tender requirements)…
- Bidding documents and specifications The instructions document sets out Cartrefi’s Contracting requirements, general policy requirements, and the general tender conditions relating to this procurement process.
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract details notice Contract details notice on Find a Tender
- Contract details notice Contract details notice on Find a Tender
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
Show 2 more notices
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender