Official UK procurement notice
Replacement Property Management System for Crown Estate Scotland
Authority: Crown Estate Scotland (Central government)
What is being bought
Published requirement descriptionCrown Estate Scotland currently use Grosvenor Systems Propman as their PROPERTY MANAGEMENT SYSTEM. The current contract with Grosvenor Systems will end in November 2024. This tender is to provide Crown Estate Scotland with a working PROPERTY MANAGEMENT SYSTEM and associated services in line with our documented requirements and user stories. To retain all current and historical data (including transactional data) from the current Propman system. To project manage any migration and configuration work as well as support and maintain the system for the duration of its use.
CPV: Administration software package · Compliance software package · Facilities management software package and software package suite · Industry specific software package · Software implementation services · Software package and information systems · Software support services
The lotProcurement structure
single lot · value publishedLot #1The Successful Supplier will project manage all activities to make the PROPERTY…RenewalPublished value£1,000,000
The Successful Supplier will project manage all activities to make the PROPERTY MANAGEMENT SYSTEM go live under the new contract.
CES to perform data conversions with supplier providing significant guidance & support, performing the import of the data with us, and assisting with any debugging.
Supplier will provide initial super user training to 23 key staff within Crown Estate Scotland and third parties. There will be up to 2 users for each of 6 managing agents, 11 people across 5 internal business teams. Sessions to be recorded and each session to be delivered twice to allow scheduling. SUPER USERS will train their teams.
Supplier to provide guidance to SUPER USERS during the initial 12-month post go-live. This will be via:
- Attending a monthly up to 2-hour Microsoft Teams meeting for Q&A, idea sharing and ad-hoc top up training; and
- Email queries on areas where training was not clear, is an infrequently used area, or training did not cover.
- Supplier will be responsible for applying all software updates to the PROPERTY MANAGEMENT SOFTWARE for the duration of the contract. This will include both security and software updates.
Should the supplier replace the system with a new product they will be responsible for migrating us to the new product at an agreed time unless Crown Estate Scotland opt to terminate the contract.
Solution to deliver at least one PRODUCTION SYSTEM and one TEST SYSTEM with the ability for CES to sync data from PRODUCTION SYSTEM to the TEST SYSTEM throughout the life of the contract. The supplier may split the functions of the TEST SYSTEM.
The PROPERTY MANAGEMENT SYSTEM should meet all requirements laid out in the high-level requirements document and at least all the mandatory user stories in the User Stories document.
At the end of the contract, we need all data in the PRODUCTION SYSTEM provided to us in industry standard formats. Multiple exports will be required prior to the final cutover export. General expectations are:
- Database records to be provided in CSV format
- Files to be provided as separate files with unique names along with CSV index file(s) that links the files to database records they relate to.
At the earliest opportunity the supplier will provide Crown Estate Scotland, and it’s Managing agents, a PROOF OF CONCEPT BUILD of the system. This should take less than 25% of the initial setup resource and provide sufficient data for testing and training.
There will be two stage gates within the project
Stage gate 1: Proof of Concept
Stage gate 2: Proof of Fulfilment
Both stage gates are formal milestones with a formal review date. However, should CES have good reason to believe that a Stage gate will fail prior to the review date it may initiate an earlier pre-emptive review. If the supplier cannot satisfy CES that the Stage gate will not fail CES reserves the right, at its sole discretion, to terminate the contract prior to the planned formal review date.
Should a supplier fail to pass a stage gate then CES will temporarily renew with the current provider and reserve the right to cancel and re-procure.
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 (6)
- Business impact measured over the life of the contract (10 years): 10%
- Quality of service provision and on-going support - Evidence of historical delivery: 15%
- Quality of service provision and on-going support - Plan for our implementation: 15%
- Technical quality of solution - Usability/User Experience: 15%
- Technical quality of solution - Capabilities of the system: 15%
- price: 30%
Published award criteria (6)
- Business impact measured over the life of the contract (10 years): 10
- Quality of service provision and on-going support - Evidence of historical delivery: 15
- Quality of service provision and on-going support - Plan for our implementation: 15
- Technical quality of solution - Usability/User Experience: 15
- Technical quality of solution - Capabilities of the system: 15
- Price: 30
- Suitability
Refer to ITT
- Staff
- Names and qualifications of delivery staff must be submitted
- 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 · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- No (one-off requirement)
- First published
- 6 Jan 2023, 12:18 GMT
- Last source update
- 6 Jan 2023, 12:18 GMT
- Award evaluation window
- 13 Feb 2023 – …
- Authority reference
CES-2023-01-06- FTS notice number
2023/S 000-000378- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-039582Find a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
- Performance terms
Refer to ITT
Publisher note: Crown Estate Scotland ICT Terms and Conditions (included) will apply to this purchase. These are substantially the Scottish Government model terms for ICT and have been widely consulted on by Scottish Government therefore we do not anticipate any significant concerns by bidders to these. However, if there is any specific clause in sections A-G or any details in the schedules that causes concern this must be raised as an open question (via Public Contracts Scotland portal) during the bidding process so that this will be visible and available to all bidders. Amendments to clauses requested as part of the bid submission or after the bid is submitted (except where currently highlighted in yellow) will not be acceptable. Details from the bid such as pricing will be added to the counterparts’ schedules as appropriate. While details from the bid may be added, to provide clarity and specifics, no material changes to what is being asked for in these model terms may be made. NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=718222. The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx. Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/ A summary of the expected community benefits has been provided as follows: Refer to related policies document (SC Ref:718222) Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=718222
How it was run
Official noticeTender documents are also served through a separate tool: https://www.publiccontractsscotland.gov.uk/ ↗
- Submission deadline
- 13 Feb 2023, 12:00 GMT
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Participation fee
- document
- Bid validity
- 180 days from the deadline
- Bids opened
- 13 Feb 2023, 12:00 GMT
Timeline
6 Jan 2023 → 13 Feb 2023 · 3 dates- Notice published6 Jan 2023, 12:18 GMT
- Submission deadline13 Feb 2023, 12:00 GMT
- Bids opened13 Feb 2023, 12:00 GMT
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Edinburgh Sheriff CourtReview body
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria