Official UK procurement notice
Provision of an Asset Management Solution - Competitive Flexible Procedure
Authority: Isle of Wight Council (Local council)
To provide an Asset Management Solution for the Authority’s Property Services department that is fit for purpose and which contributes towards the Authority’s objective of creating opportunity for more efficient and effective working and to reduce duplication. Management of the Council's Property Portfolio.
What is being bought
Published requirement descriptionTo provide an Asset Management Solution for the Authority’s Property Services department that is fit for purpose and which contributes towards the Authority’s objective of creating opportunity for more efficient and effective working and to reduce duplication. Management of the Council's Property Portfolio. Contract mobilisation expected to be 04 Jan 27 - 24 May 27.
Please note that the start date is the expected 'Go Live' date, but the contract mobilisation is expected to begin 04 January 2027.
- Not divided into lots: One solution required only, therefore lots are not appropriate.
- How the procedure runs: Please refer to the Tender Pack for full details. This Procurement is being conducted in accordance with the Procurement Act 2023 using the Competitive Flexible Procedure. This Competitive Flexible Procedure will be conducted in two stages and will include presentations. - The Procurement does not require negotiations with the Suppliers, for example in connection with the draft Contract. • Tender Stage 1 – Invitation to submit a tender (shortlist will be maximum of 4 suppliers) • Tender Stage 2 (presentations from those shortlisted) • Award Stage
- No preliminary market engagement: PME decided not to be a requirement, hence no notice published.
CPV: IT services: consulting, software development, Internet and support · Software package and information systems
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Published sub-criteria (5)
- Method Statement 1 - Data Migration / Data Upload: 10%
- Method Statement 2 - Data Security: 5%
- Method Statement 3 - User Engagement with the System: 5%
- Method Statement 4 - Demonstration Qualitative Assessment. Reserved for Stage Two of the Competitive Flexible Procedure: 20%
- Price: 60%
Published award criteria (5)
- Price
- Method Statement 1 - Data Migration / Data Upload: The Supplier is required to lead the Data Migration and Data Cleansing element at the start of the contract, as well as being responsible for the initial data upload. Please describe in detail the support provided to the Authority for data migration, including scope (e.g. data mapping, cleansing, validation), responsibilities, tools used, and any assumptions or exclusions. Please outline in your response but not be limited to: - A clear mobilisation and implementation timeline showing the critical path - How data will be collated and migrated onto the database. - How data accuracy, consistency and completeness will be controlled and assured during migration. - Validation methods, quality assurance workflows and testing processes - Details of how data will be returned to the council at contract end, including format and secure transfer method, at no additional cost to the Authority - Evidence that the system supports integration with other software platforms through APIs and import/export functions - Initial Data upload is required during the migration phase, please set out further information on how you would manage and co-ordinate this, including details on volumes supported, formats accepted etc.
- Method Statement 2 - Data Security : The nature of the information held within the solution places a greater emphasis on data security. Please confirm how your solution addresses information security, including, but not limited to the points below: - Evidence of data protection controls, information on where the data is stored, and demonstration of compliance with ICO data residency and UK GDPR requirements if stored offsite. - Confirmation that the Council maintains 100% ownership of the data. - Confirmation that the system supports single sign on. - Does the system support Multi-Factor Authentication? - Evidence that the system provides tamper proof audit logs that detail who accessed, modified or deleted a record. - Information regarding the frequency of backups and any data encryption of these, as well as the storage of backups and if these are held in a separate geographic location than the server. - Confirmation of physical security controls for any onsite hosted hardware. - Detail explaining what your contractual guarantee for notifying us of a data breach is.
- Method Statement 3 - User Engagement with the System: The solution will be used by a broad cross section of the Authority’s departments, each requiring different outputs from the system, this also emphasises the importance of ongoing technical support. Please address how the proposed solution meets the requirements within the specification, outlining where it may exceed the requirements and addressing the items below: • Evidence on an intuitive system interface, providing an easy to navigate platform where data is accessible and clearly laid out. This should be suitable for non-technical users. • Evidence that a detailed training programme will be provided at the start of the contract with further training documents available throughout the life of the contract. • A breakdown of your approach to database/solution support, your expected query/support response times, support hours and routes for escalation, and how this meets or exceeds our KPIs. • Evidence of customisable reporting and details on how this is achieved to meet the needs of different service areas. • Information on your approach to system maintenance, upgrades and future product development. • Details on how software upgrades take place and if they are conducted outside of standard business hours limiting any downtime. • Explanation on how the database handles Subject Access Requests (SAR’s) from tenants. • Information on the business continuity and disaster recovery arrangements, including Recovery Point Objective (RPO) and Recovery Time Objective (RTO). - A breakdown of the training provided to ensure the competency of users ahead of BAU.
- Method Statement 4 - Demonstration Qualitative Assessment. Reserved for Stage Two of the Competitive Flexible Procedure: • Please demonstrate via the demonstration, the meeting of all mandatory specification requirements that will be delivered within the core system offering. Please clearly identify: o any functionality requiring additional modules, integrations, or third-party solutions; o any associated additional costs (one-off or recurring) o details of the product/solution roadmap, including planned enhancements, release frequency, and approach to continuous improvement (10%). • Please demonstrate your processes and procedures for managing this project including how you will maintain effective communication with the Authority throughout the contract (5%). • Please demonstrate how the Property Management requirements will be met, including registration, property details, history, records, as well as hoe the system produces meaningful reports at no additional cost. (5%).
- Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.
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
- Closed
- 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
- 29 Sept 2026, 17:10 BST
- Last source update
- 20 Oct 2026, 09:54 BST
- Award evaluation window
- Submission end – 18 Dec 2026
- Authority reference
DN830991- FTS notice number
2026/S 000-098781- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-077cf0Find a Tender- Contract terms summary
The requirement can be set out as below:
(1a) Payment for the Asset Management Solution will be made once the acceptance testing milestone has been signed off by the Authority and paid via PO. This is to be to be agreed by the Authority with successful supplier on contract acceptance however must be completed at the very latest by 24 May 2027 (or the Go Live date, if this commences earlier).
(1b) Professional/Implementation services will be paid via PO and be considered as “one off” payments. This is to be to be agreed by the Authority with successful supplier on contract acceptance however must be completed at the very latest by 24 May 2027 (or the Go Live date, if this commences earlier).
Asset Management Solution Integration/Configuration as detailed to meet our requirements will be paid once the acceptance testing milestone has been signed off by the Authority and paid via PO. This is to be agreed by the Authority with successful supplier on contract acceptance however must be completed at the very latest by 24 May 2027 (or the Go Live date, if this commences earlier).
(c) Support, Maintenance and License requirements will commence after the acceptance testing milestone has been signed off by the Authority. This will start the S/M/L element of the contract for the Asset Management Solution. The term of the S/M/L contract will be 3 years from the date of the acceptance testing milestone signed off by the Authority, expected to be at the latest by 24 May 2027. Payment for this element will be paid annually in advance via PO.
- How it runs
Please refer to the Tender Pack for full details.
This Procurement is being conducted in accordance with the Procurement Act 2023 using the Competitive Flexible Procedure.
This Competitive Flexible Procedure will be conducted in two stages and will include presentations.
- The Procurement does not require negotiations with the Suppliers, for example in connection with the draft Contract.
- Tender Stage 1 – Invitation to submit a tender (shortlist will be maximum of 4 suppliers)
- Tender Stage 2 (presentations from those shortlisted)
- Award Stage
How it was run
Official notice- Submission deadline
- 10 Nov 2026, 14:00 GMT
- Clarification deadline
- 27 Oct 2026, 14:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Please refer to Pro Contract eTendering portal - procontract.due-north.com ↗
This will be used for the following purposes:
(a) Issuing of ITT, any associated documents and / or further instructions.
(b) Uploading and sharing of related documents to the ITT.
(c) Messaging suppliers, either globally in relation to updates or individually where applicable.
(d) Issuing updates, clarifications or information related to the ITT.
The Supplier shall ensure via the Portal that:
(a) All communications with the Authority, including clarifications, are directed via the messaging facility and they monitor the messaging facility for any updates related to the ITT.
(b) Messaging queries including discrepancies, omissions or concerns about the Tender Pack are raised.
(c) The submission of the Tender response document related to this procurement.
(d) Suppliers are advised not to make any direct contact with the Authority or their representatives concerning any aspects of this ITT process other than by the Authority’s Portal, except in exceptional circumstances.
(e) In the event of any operational issues in using the Portal Suppliers should contact [email protected]
Documents must be uploaded in an “Open Document” format, and all attachments will ideally be Zipped into one file. (Use PDF documents where possible to reduce file sizes).
Suppliers can upload / amend their Tender response via the Portal at any time prior to the submission deadline. The Tender response is secure and only visible to the Supplier up until the close deadline date / time at which point the system is locked to the Supplier and contents become visible to the Authority.
Tenders received after the return date will not be considered, unless there is a justifiable and evidenced reason beyond the control of the Supplier.
Tenders must be completed in English and unit rates and prices must be quoted in pounds sterling. Prices submitted are to be exclusive of VAT.
The Authority is not bound to accept the lowest or any Tender and may accept the whole or part of any Tender.
Information provided by the Supplier in the Tender shall constitute an irrevocable offer to the Authority that shall form part of any subsequent contract between the parties.
All information related to the Authority and supplied in connection with this procurement shall be kept by the Supplier in strictest confidence.
Timeline
29 Sept 2026 → 24 May 2027 · 6 dates- Tender notice published45 days ago29 Sept 2026, 17:10 BST
- Latest notice published24 days ago20 Oct 2026, 09:54 BST
- Clarification questions by17 days ago27 Oct 2026, 14:00 GMT
- Submission deadline3 days ago10 Nov 2026, 14:00 GMT
- Today13 Nov 2026
- Award decision expected byin 35 days18 Dec 2026, 23:59 GMT
- Contract startsin 191 days24 May 2027, 00:00 BST
Notice history
3 events · 2 releases on Find a Tender · since 29 Sept 2026- Tender notice published29 Sept 2026, 17:10 BSTUK4
- Tender notice published20 Oct 2026, 09:54 BSTUK4
- Deadline moved to 10 Nov 2026, 14:00 GMT20 Oct 2026, 09:54 BST+14 days · was 27 Oct 2026, 14:00 GMT
Published amendments (1)
Tender deadline extension and associated extensions for supplier clarification and Council response deadline. Original: Deadline for Supplier clarification questions 14:00 hrs 16 October 2026 Authority responses to Supplier clarification questions 14:00 hrs 20 October 2026 Return of Tender Stage 1 at 14:00 hrs (min. 25 days) 27 October 2026 Tender Stage 1 Assessment period By 10 November 2026 Sho…
Contracting authority & participating public bodies
Official documents & specifications (2)
Official links; attachments are not copiedNotices published for this procedure
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender