Housing Management System · UK public procurement notice

This notice sets out that Cartrefi Conwy has awarded a contract to Capita One Limited for the provision of a Housing Management System.

The contract is for a period of three years and has a total value of 344,400 GBP excluding VAT.

Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(b)(ii) of the Public Contracts Regulation 2015 (the PCR). Regulation 32(2)(b)(ii) of the PCR allows contracting authorities to award a public contract by a negotiated procedure without prior publication on the grounds that no other supplier is available for technical reasons and where no reasonable substitute exists. Cartrefi Conwy considers that due to the complexity of and fundamental nature of the current service being provided by Capita One Limited the process to fully specify, scope, procure and mobilise an alternate provider will take up to three years. In particular the current system provides extensive services and features that cover areas such as Rent Accounting, property maintenance, tenant access portals, mobile working, repairs costing, resident involvement, property & person details, CRM & case management. These modules are relient on a specific set of hardware infrastructure that has been tailored to ensure best performance.

Cartrefi Conwy has commenced the replacement process but it requires continued service for the period up to July 2027 to complete it. Given the aforementioned technical complexity, the incumbent is the only provider reasonably available to provide this service for the required period.

In the alternative, Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(c) of the PCR. Regulation 32(2)(c) permits the award of a public contract for reasons of extreme urgency brought about by events unforeseeable by the contracting authority, where the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with. Cartrefi Conwy was in the process of securing a permitted extension to its existing contract with the incumbent. However, a corporate reorganisation involving the incumbent, and outside of the control of Cartrefi Conwy, prevented this from being completed in good time before the expiry of the contract. Given the need to maintain this essential system for the duration of the re-procurement project a contract is required to be awarded urgently. The award of a contract pursuant to Regulation 32(2)(c) is therefore strictly necessary, for reasons of extreme urgency, to ensure business continuity for Cartrefi Conwy.