Official UK procurement notice
Housing Management and Property Management System
Authority: Swindon Borough Council (Local council)·Consortium: 2 public authorities
What is being bought
Published requirement descriptionHousing Management Software System Swindon Borough Council invites expressions of interest from suitably qualified and experienced service providers for the provision of a Housing Management Software System to cover all the main elements of the business including voids and lettings, rent arrears and tenancy management, repairs and asset management, customer portal and homelessness and housing advice. Swindon Borough Council has just over 10,000 units of accommodation and over 7,000 households on the waiting list. 40,000 repairs are undertaken each year. Over 500 staff use the housing software on a daily basis The initial contract term will be for 7 years with an option to extend for a further 3 x 1 years for a potential total contract term of 10 years as stated in the ITT documents.
CPV: Administrative housing services · Database and operating software package · Document creation, drawing, imaging, scheduling and productivity software package · Housing services · Information systems and servers · Miscellaneous software package and computer systems · Software package and information systems · Software supply services
How this framework works
From the published notice- Bids received
- 3 bids received · 1 suppliers appointed
The lotProcurement structure
single lot · no lot value publishedLot #1Housing Management and Property Management SystemAwarded
Housing Management Software System to cover all the main elements of the business
including voids and lettings, rent arrears and tenancy management, repairs and asset
management, customer portal and homelessness and housing advice.Swindon Borough
Council has just over 10,000 units of accommodation and over 7,000 households on the
waiting list. 40,000 repairs are undertaken each year. Over 500 staff use the housing
software on a daily basis. The initial contract term is for 7 years with an option to
extend for a further 3 x 1 years for a potential total contract term of 10 years.
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).
Published sub-criteria (11)
- Quality - Functional: 54%
- Quality - Technical: 4%
- Quality - Technical Walkthrough: 1%
- Quality - Implementation: 5%
- Quality - Implementation Plan: 5%
- Quality - Finance: 3%
- Quality - Support and Maintenance: 4%
- Quality - Demo: 4%
- Quality - Social Value: 1%
- Quality - System and Information: 4%
- price: 15%
Published award criteria (11)
- Quality - Functional: 54%
- Quality - Technical: 4%
- Quality - Technical Walkthrough: 1%
- Quality - Implementation: 5%
- Quality - Implementation Plan: 5%
- Quality - Finance: 3%
- Quality - Support and Maintenance: 4%
- Quality - Demo: 4%
- Quality - Social Value: 1%
- Quality - System and Information: 4%
- Price: 15%
- Price carries 15 of 100 points: a 10% discount moves about 1.5 points. The method statement decides this lot, not the discount.
- “Housing Management and Property Management System” is a framework: the contest is a place on its panel, not a single contract.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Goods
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Framework agreement
- Who may use this agreement
- Not stated in the notice; call-off rights may be limited to the establishing authority
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- No (one-off requirement)
- First published
- 4 Nov 2022, 13:07 GMT
- Last source update
- 20 May 2026, 12:50 BST
- Award evaluation window
- 7 Dec 2022 – …
- Authority reference
DN669177- FTS notice number
2026/S 000-046345- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-037f2cFind a Tender
- Performance terms
In the Procurement documents.
How it was run
Official notice- Appointment period ends
- 7 Dec 2022, 14:00 GMT
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bids opened
- 7 Dec 2022, 14:00 GMT
Timeline
7 Dec 2022 → 20 May 2026 · 3 dates- Admission / appointment period endsperiod end, not a bid countdown7 Dec 2022, 14:00 GMT
- Bids opened7 Dec 2022, 14:00 GMT
- Notice published158 days ago20 May 2026, 12:50 BST
Notice history
3 events · 4 releases on Find a Tender · since 29 Mar 2023- Status changed to cancelled29 Mar 2023, 15:41 BST
- Buyer details updated29 Mar 2023, 15:41 BST
- Status changed to complete13 Oct 2023, 08:46 BST
Routine re-releases (4)
- 2022-11: 1 release · 4 Nov 2022
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast2 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.
Contracts
Housing and Property Management Software
- Signed
- 31 Jul 2023
- Value
- £1,595,827
- Status
- active
Contract 046345-2026-1-1
- Signed
- 31 Jul 2023
- Value
- £1,959,827
- Status
- active
- Change Due to delays in the implementation phase of the software, a contract modification has become necessary. The proposed modification relates to the need to extend the implementation phase of the project to 31st August 2027. It covers: Extension of the Contract Period by an additional thirteen (13) months beyond the End Date to 30th September 2032. Project Management and Consultancy to Support the Revised Go-Live Date for the NEC Housing Project. The Council also requires additional Remote Database Administration Service (RDBA). This additional support service will be for a 2 year period. The total value of this modification is £364,000 (Ex.VAT), Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee: The Public Contracts Regulations (PCR) 2015 set out the conditions for how contract modifications can lawfully be applied under Regulation 72. The grounds proposed for progressing this modification is under Regulation 72 (1)(c) noting all of the following conditions must be fulfilled: 72 (1)(c)(i) the need for modification has been brought about by circumstances which a diligent contracting authority could not have foreseen; Jusitifcation: at the time of initiating or awarding the contract. During the delivery implementation phase, an unforeseen change occurred in the authority’s delivery arrangements, requiring additional continuity and implementation activity in order to complete the original scope of the contract. These circumstances were outside the authority’s reasonable ability to predict or plan for at the procurement stage. 72 (1)(c) (ii) The modification does not alter the overall nature of the contract. Justification: The required extension and associated activity relate solely to completing the originally procured deliverables and do not introduce new objectives or fundamentally different work. 72 (1)(c) (iii) any increase in price does not exceed 50% of the value of the original contract Justification: The resulting from the modification remains within the 50% limit permitted under Regulation 74(1)(c), and the modification is therefore compliant with the Public Contract Regulations. Although the council is only required to rely on one of the of justifications set out within Regulation 72, it should be noted that the Council also considered the application of Regulation 72(1)(b) to be an appropriate mechanism to enable the modification.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 3bids · 3 electronic · 1 from abroad | 1 | — | — |
Contracting authority & participating public bodies
2 public bodies on the noticeFramework contractors & participating bidders
3 commercial parties on the notice- NEC Software Solutions UK LimitedFramework contractor
- NEC Software Solutions UK LimitedFramework contractor
- NEC Software Solutions UK LimitedFramework contractor
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Technical selection criteria
- Economic and financial selection criteria