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Find a TenderAwardedContract details notice
Published 28 Mar 2025, 15:30 GMT

Official UK procurement notice

PRO0919 Integrated Housing and Asset Management System

Official notice

Authority: Your Housing Group (Housing)

GoodsCompetitive flexible procedureAbove thresholdSME suitableAccelerated
Sectors: Software Packages & ERP (48) Delivery: North West (UKD)
Published estimate£16,666,667≈ £3.3m / year · £20,000,000 inc. VAT · 1 value update45.1% below published estimate
Submissions closed 19 Aug 2025awarded 30 Mar 2026
Awarded to INFINITY GROUP HOLDINGS LIMITED
Contract term 5 yrsends 28 Feb 2031 · up to 28 Feb 2041 with extensions · starts 1 Mar 2026

What is being bought

Published requirement description

Your Housing Group Limited invited suitably qualified and experienced suppliers to participate in a procurement in relation to a contract to provide an Integrated Housing and Asset Management System (software). This was to replace YHG's existing separate software and/or systems for housing and asset management as well as customer relationship management (CRM) under YHG's internal "Your Systems Programme".

YHG undertook this procurement under the Competitive Flexible Procedure in accordance with Section 20(2)(b) of the Procurement Act 2023 (the Act) and as further detailed in documentation provided. This is a multi-stage tendering procedure.

The aim for this contract is to efficiently consolidate and integrate solutions onto a modern cloud-based platform to leverage efficiencies and increase customer satisfaction.

Responsive browser presentation will be expected to free staff to be more mobile and work more flexibly wherever required, on schemes, within offices or accessing systems securely from home. One other key goal is to provide excellent self-service facilities for customers, residents and tenants whenever needed or desired.

A digital first and cloud methodology is being pursued across YHG. This makes the most of ICT investment, while potentially enabling staff to have access to solutions and applications, wherever they have connectivity. Cloud delivered applications proposed will be expected to

enforce high standards of penetration testing and compliance, as well as adherence to cloud security principles.

YHG sought principally one supplier and one system that would replace multiple other systems, however appreciate that this may include

the use of additional third parties or sub-contractors to provide aspects of the system.

  • How the procedure runs: YHG are running a CFP with multiple stages, the criteria for which are all set out within the tender documentation including full details of evaluation criteria at each stage. Stage 1 - Procurement Specific Questionnaire: All tenderers who pass stage 1 will be taken to stage 2. Stage 2 - Dialogue: A series of dialogue meetings will be held ahead of tender submission required at Stage 3. This is to clarify and refine the tender. Stage 3 - Tenders: Tenderers will be required to submit their quality and price proposals in line with the tender requirements. Following evaluation the top 2 suppliers will be taken to the next stage. Stage 4 - System Demonstrations: Tenderers will be required to demonstrate their system/solutions and the tenderer with the most advantageous tender will be taken to the next stage. Stage 5 - Preferred Tenderer Discussions: YHG will hold discussions with the tenderer with the most advantageous tender prior to contract award. This stage will involve clarifying or confirming commitments made in the Tender or limited post-tender negotiation.

CPV: Software package and information systems

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 5 yrsSMEPublished value£16,666,667
Contract period: 1 Mar 2026 – 28 Feb 2031 (5 yrs) · up to 28 Feb 2041 with extensionsValue: £16,666,667 exc. VAT · £20,000,000 inc. VAT
Delivery: North WestEligibility: SME eligible
Extensions: YHG may Direct Award subsequent system “modules” related to the main housing and asset management system within the first 5 years of contract award to the successful Tenderer. These include software, systems or modules for: repairs management, repairs scheduling (including dynamic scheduling), risk management, contact centre telephony, other finance modules, HR/training/Payroll module(s), other modules provided by the Supplier to support Housing and Asset Management or Repairs functionality. This would done be through Schedule 5 Paragraph 8 of the Procurement Act 2023. · 5 year initial period with the following potential extension periods: Extension 1: 3 years Extension 2: 3 years Extension 3: 2 years Extension 4: 2 years Maximum total contract length if all extensions taken out is 15 years.
48000000 Software package and information systems
Pre-qualification & selection criteria (PQQ)3
  • Economic & financial standing

    YHG have set Legal and financial capacity conditions of participation. These are set out in the PSQ documentation.

  • Technical & professional ability

    YHG have set Technical ability conditions of participation. These are set out in the PSQ documentation.

  • Condition of participation

    The criteria used to select suppliers to tender are set out in the documentation, including the invitation to participate document and PSQ.

    Tenderers will be required to submit a PSQ, and any information requested within, a completed Tenderer Conflicts of Interest Declaration and 3x completed YHG PSQ Reference Forms from 3x customers, which will be assessed by YHG to determine their suitability to progress to the next stage of the procurement (plus any questions for Dialogue). This includes checking that Tenderers meet the conditions of participation detailed in the PSQ and are not on the Supplier Debarment List or determined to be excluded/excludable suppliers.

    All tenderers who pass all aspects of the PSQ will be taken through to the next stage of the procurement.

    shortlisting

What it takes to win
i

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 more
How bids were scored
Quality: 70%Price: 30%
Published sub-criteria (3)
  • YHG System Requirements: 50%
  • Method Statements: 20%
  • Price: 30%
Published award criteria (3)
  • YHG System Requirements: As set out in the tender documentation
  • Price: As set out in the tender documentation
  • Method Statements: As set out in the tender documentation
Conditions of participation3
  • Economic & financial standing

    YHG have set Legal and financial capacity conditions of participation. These are set out in the PSQ documentation.

  • Technical & professional ability

    YHG have set Technical ability conditions of participation. These are set out in the PSQ documentation.

  • Condition of participation

    The criteria used to select suppliers to tender are set out in the documentation, including the invitation to participate document and PSQ.

    Tenderers will be required to submit a PSQ, and any information requested within, a completed Tenderer Conflicts of Interest Declaration and 3x completed YHG PSQ Reference Forms from 3x customers, which will be assessed by YHG to determine their suitability to progress to the next stage of the procurement (plus any questions for Dialogue). This includes checking that Tenderers meet the conditions of participation detailed in the PSQ and are not on the Supplier Debarment List or determined to be excluded/excludable suppliers.

    All tenderers who pass all aspects of the PSQ will be taken through to the next stage of the procurement.

    shortlisting
What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.

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, CPTPP)
Recurring procurement
Unspecified in notice
First published
28 Mar 2025, 15:30 GMT
Last source update
29 Jul 2026, 10:55 BST
Award evaluation window
Submission end – 2 Feb 2026
Authority reference
PRO0919
FTS notice number
2025/S 000-041719
Accelerated
Qualifying planned procurement notice
Latest notice
Contract details notice (UK7)
Classification (CPV)
Software package and information systems
Delivery area
North West (UKD)
Official registry OCID
ocds-h6vhtk-04fa37 Find a Tender
Contract terms summary

Please refer to procurement documentation which refers to YHG's payment terms in addition to payments being made within 30 days for valid, undisputed invoices.

How it runs

YHG are running a CFP with multiple stages, the criteria for which are all set out within the tender documentation including full details of evaluation criteria at each stage.

Stage 1 - Procurement Specific Questionnaire: All tenderers who pass stage 1 will be taken to stage 2.

Stage 2 - Dialogue: A series of dialogue meetings will be held ahead of tender submission required at Stage 3. This is to clarify and refine the tender.

Stage 3 - Tenders: Tenderers will be required to submit their quality and price proposals in line with the tender requirements. Following evaluation the top 2 suppliers will be taken to the next stage.

Stage 4 - System Demonstrations: Tenderers will be required to demonstrate their system/solutions and the tenderer with the most advantageous tender will be taken to the next stage.

Stage 5 - Preferred Tenderer Discussions: YHG will hold discussions with the tenderer with the most advantageous tender prior to contract award. This stage will involve clarifying or confirming commitments made in the Tender or limited post-tender negotiation.

Review and risk notes
Risks

There are various risks relating the performance of the contract, highlighted below:

Implementation timetable risks

Variation / Change control

Business criticality, including knowledge transfer

Security - Cyber Security, Data Protection

Legislative Changes e.g. new Laws associated with the sector

Interfaces/Integrations for 3rd party systems

Data migration, quality, availability and loss

Support & Hosting - including training

Changes to resources or personnel

Not fit for purpose / Product no longer meets requirements

Wider supply chain considerations

How it was run

Official notice
Run through: mytenders · Who buys & how to bid on myTenders
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free publication showcase; bidding happens on buyer portals
Requests to participate (first stage)
19 Aug 2025, 12:00 BST
Submission deadline
19 Aug 2025, 12:00 BST
Clarification deadline
8 Aug 2025, 12:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

Submissions must be sent electronically through the MyTenders portal - www.mytenders.co.uk ↗

Timeline

28 Mar 2025 → 29 Jul 2026 · 10 dates
  1. Planning notice published
    28 Mar 2025, 15:30 GMT
  2. Next notice expected
    12 May 2025, 23:59 BST
  3. Tender notice published
    21 Jul 2025, 15:25 BST
  4. Clarification questions by
    8 Aug 2025, 12:00 BST
  5. Submission deadline
    19 Aug 2025, 12:00 BST
  6. Award decision expected by261 days ago
    2 Feb 2026, 23:59 GMT
  7. Contract starts235 days ago
    1 Mar 2026
  8. Assessment summaries sent206 days ago
    30 Mar 2026, 00:00 BST
  9. Standstill ends194 days ago
    10 Apr 2026, 23:59 BST
  10. Latest notice published84 days ago
    29 Jul 2026, 10:55 BST

Notice history

13 events · 7 releases on Find a Tender · since 28 Mar 2025
  1. Preliminary market engagement notice published
    28 Mar 2025, 15:30 GMT
    UK2
  2. Planned procurement notice published
    28 Mar 2025, 16:27 GMT
    UK3
  3. Procurement method changed
    28 Mar 2025, 16:27 GMT
  4. Pipeline notice published
    29 Apr 2025, 13:15 BST
    UK1
  5. Tender notice published
    21 Jul 2025, 15:25 BST
    UK4
  6. Published value published: £16,666,667
    21 Jul 2025, 15:25 BST
  7. Status changed to active
    21 Jul 2025, 15:25 BST
  8. Contract award notice published
    30 Mar 2026, 10:31 BST
    UK6
  9. Status changed to complete
    30 Mar 2026, 10:31 BST
  10. Procurement method changed
    30 Mar 2026, 10:31 BST
  11. Contract signature expected
    27 Apr 2026, 23:59 BST
    scheduled
  12. Contract details notice published
    27 May 2026, 14:45 BST
    UK7
  13. Contract details notice published
    29 Jul 2026, 10:55 BST
    UK7
Routine re-releases (7)
  • 2025-07: 1 release · 21 Jul 2025
  • 2025-04: 1 release · 29 Apr 2025
  • 2025-03: 2 releases · 28 Mar 2025, 28 Mar 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £9,149,9651 award exc. VAT
Bids received 43 from SMEs
Named bidders 4published on the award notice
Contracts signed 1latest 29 Apr 2026
Awarded toValueDateStatus
INFINITY GROUP HOLDINGS LIMITEDSME27 Apr 2026 – 26 Apr 2031 · up to 26 Apr 2041Extensions: 5 year initial period with the following potential extension periods: Extension 1: 3 years Extension 2: 3 years Extension 3: 2 years Extension 4: 2 years Maximum total contract length if all extensions taken out is 15 years. Extension exercised where the Buyer gives the Supplier no less than 3 Months' written notice before this Contract expires · Options: Maximum contract pricing has been determined as all extensions available having been taken out, an increase of a percentage of CPI applied to years 6-15 of the contract, the optional purchase of additional training and data transfer requirements, and licensing costs. Options are included within the Specification and Schedule of Rates.£9,149,96530 Mar 2026Awarded

Contracts

  • PRO0919 Integrated Housing and Asset Management System · INFINITY GROUP HOLDINGS LIMITEDSME

    Signed
    29 Apr 2026
    Value
    £16,666,667
    Period
    29 Apr 2026 – 28 Apr 2031 · up to 28 Apr 2041 with extensions
    Status
    active
    Extensions
    Two further periods of three years each, then two further periods of two years each, up to a maximum of ten years
    Options
    YHG may Direct Award subsequent system "modules" related to the main housing and asset management system within the first 5 years of contract award to the successful Tenderer. These include software, systems or modules for: repairs management, repairs scheduling (including dynamic scheduling), risk management, contact centre telephony, other finance modules, HR/training/Payroll module(s), other modules provided by the Supplier to support Housing and Asset Management or Repairs functionality. This would done be through Schedule 5 Paragraph 8 of the Procurement Act 2023.
    • Change Redacted copy of contract added
    3 agreed KPIs: Budget Adherence including Implementation Costs and Forecast vs Actual Cost · Issue Resolution Times; Incident Response, including out of hours and Priority Response times · Delivered Requirements; Percentage of requirements agreed at point of awarding contract
    • Budget Adherence including Implementation Costs and Forecast vs Actual Cost
    • Issue Resolution Times; Incident Response, including out of hours and Priority Response times
    • Delivered Requirements; Percentage of requirements agreed at point of awarding contract

Bid statistics published by the authority

BidsSMEVCSEValid bid range
4final-stage tenders · 8 at stage one30—

Who bid

Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.

Contracting authority & participating public bodies

Your Housing Group

Contracting authorityPublic authority - sub-central government GB-PPON: PCBB-6493-RNBZ 130 Birchwood Boulevard, Warrington, North West, WA3 7QHContact name, email

Bidders & participating suppliers

4 commercial parties on the notice · 1 awarded
  • Infinity Group LimitedAwarded supplierGB-PPON: PNDC-9358-GPYZ The Coach House, Tunbridge Wells, South East, TN1 2PYContact email
  • NEC SOFTWARE SOLUTIONS UK LIMITEDBidder / tendererGB-PPON: PHXX-6931-VYBP 1st Floor Imex Centre, Hemel Hempstead, East of England, HP2 7DX
  • NEO TECHNOLOGY LIMITEDBidder / tendererGB-PPON: PMGW-9155-JHQR 8th Floor One Canada Square , London, London, E14 5AA
  • TECHLABS LONDON LTDBidder / tendererGB-PPON: PXPD-5758-DGMV 65 Kingshill Crescent, High Wycombe, South East, HP13 5NF

Official documents & specifications (10)

Official links; attachments are not copied

Tender pack and attachments

  • Signed contract contractSigned contractPDFPlaceholder Contract - to be updated in due course
  • Bidding documents and specificationstenderBidding documents and specificationsAccess: The procurement documents are available for unrestricted and full direct access, free of charge at https://www.mytenders.co.uk. Interested suppliers must register on MyTenders to respond to the opportunity. Tenders or requests to participate must be sent electronically through the MyTenders portal.
  • Signed contract contractSigned contractPDFRedacted Contract

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender
  • Pipeline notice planningPipeline noticeUK1Pipeline notice on Find a Tender
  • Planned procurement notice planningPlanned procurement noticeUK3Planned procurement notice on Find a Tender
  • Preliminary market engagement notice planningPreliminary market engagement noticeUK2Preliminary market engagement notice on Find a Tender