Housing and Asset Management System Replacement - Market Engagement Notice

Rooftop Housing Group (Rooftop) is a leading social housing association managing approximately 7,000 homes across South Worcestershire and North Gloucestershire, providing affordable housing and specialist support services to a diverse range of residents, including key workers, veterans, and the Gypsy and Traveller community.

Scope of Engagement

Rooftop is seeking to procure a new Housing and Asset Management system (a single system offering both areas of functionality), with the new contract commencing in early 2028.

Prior to commencing any procurement process, Rooftop is undertaking this market engagement exercise to explore and better understand the market. It does not constitute a call for competition, commence a procurement process, or create any commitment by Rooftop to undertake a procurement exercise.

The purpose of this exercise is to establish:

• Market capacity and appetite
• Solution options, particularly seeing what the "Art of the possible" is over and above standard functionality.
• Specification content
• Delivery model options
• Integration options
• An understanding of the data migration options and processes
• Indications on cost
• Dependencies
• Procurement options
• Implementation timescales
• Resource requirements of Rooftop staff
• Social value opportunities
• Risks
• Opportunities
• Barriers

The exercise will be conducted through structured supplier system demonstrations.

Demonstrations are due to take place the week commencing the 21st September 2026. Please note that this may change.

A full day will be allocated for the demonstrations. To make effective use of our resources, we will plan to run the housing management demonstration in the morning (09:00 - 12:00) and the asset management demonstration in the afternoon (13:00 - 16:00).

PME spaces are limited, and Rooftop reserves the right to limit participation where demand exceeds capacity. Interested parties are advised to express interest at the earliest opportunity.

Further details of the demonstration requirements and agenda will be provided to selected participants following registration.

The preferred location for demonstrations is:

Rooftop Housing Group,

Evesham,

Worcestershire,

WR11 4YD

Participation in this engagement will not influence the evaluation of any future procurement opportunity. No supplier will gain any preferential treatment as a result of participating in this exercise.

Rooftop reserves the right to amend its requirements, procurement strategy, scope or timetable following completion of the engagement activities.

Rooftop may publish information arising from this engagement where it is considered necessary to ensure transparency and equal treatment in any future procurement process.

For the purpose of transparency: Rooftop Housing Association Limited is part of the Rooftop Housing Group. The Group is the parent organisation, and Rooftop Housing Association Limited operates under it as one of its organisations.