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Official procurement procedure

Services and Support for Grosvenor Systems Propman Property Management System

Software implementation services
Software maintenance and repair services
Software support services
+1 more
Scotland (UKM)
Published value
Not published
Submission deadline Not published
Lots published1
Procurement Executive Summary
AI & Search Synopsis
Generated from official OCDS record
Tenderline Synopsis: Crown Estate Scotland: "Services and Support for Grosvenor Systems Propman Property Management System". Published status: complete. Published value: Value not published. 1 published lot. Submission deadline not published. See the official notice for participation instructions.
Contracting AuthorityCrown Estate ScotlandScope & CategoriesNot publishedSubmission Window
complete
No deadline published
Submission GatewayDirect notice routeLegal Basis & RegimeStandard procurementEstimated Value (exc. VAT)Not published
Bidder Intelligence · Authority Profile: Crown Estate Scotland
Market Analytics
View Authority Profile →
Derived from OCDS awards & bid statistics
Published history for Crown Estate Scotland. These figures describe retained records, not a forecast of bids or a measure of buyer bias.
Average Price Reduction
Not availableInsufficient comparable data
Requires at least 5 comparable procedures
Competition Density
3.9Bids / Report
13% of reports have one bid
Supplier ConcentrationNo estimate
Insufficient attributable awardsNo concentration estimate available
Payment Terms
Check noticePublished terms
Payment obligations depend on the applicable regime and contract. Consult the official documents.
Coverage: 25 active published awards; 23 bid reports (which may be per lot). Supplier values exclude multi-supplier awards, frameworks and DPS, and use GBP only. They are published award values, not payments. Price reduction compares single-lot, single-award, single-supplier GBP procedures with explicitly non-framework/non-DPS status; increases remain in the average. Unpublished data stays unknown. Awarded suppliers are winners, not all bidders.
Procedure terms
Contracting AuthorityCrown Estate Scotland
Procedure methodNot published
Procurement categoryNot published
Statuscomplete
Framework / DPSNot published
CompetitionNot published
Above thresholdNot published
Legal basisNot published
Tender period startsNot published
Clarification deadlineNot published
Electronic submissionNot published
Submission languagesNot published
Published20 Sept 2021, 16:45 BST
Last source update20 Sept 2021, 16:45 BST
Recurring procurementNot published
ClassificationSoftware implementation services, Software maintenance and repair services, Software support services, Software-related services
Delivery area
Scotland (UKM)
OCIDocds-h6vhtk-02888b
What is being bought
This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland recently awarded a contract to Grosvenor Systems to supply software support to their existing Propman Property Management System which was transferred to Crown Estate Scotland and is used by our Property Management Agents when acting on our behalf. To ensure continuous operation and deployment across our new network of property management agents (who have been appointed following conclusion of the separate tender exercise) we require to procure additional licenses and implementation services. The managing agents are provisioned with a minimum number of licences but can request additional licenses which are procured and owned by Crown Estate Scotland and provisioned to the Managing Agents. The recent procurement has resulted in changes to responsibilities of all managing agents, an increase in number of managing agents provisioned with the minimum number of licenses and several managing agents requesting additional licences and making a substantial contribution to the cost. Associated training and configuration services for new managing agents to use the system and the increase beyond the number of licenses originally anticipated has resulted in an increase in the expected contract value and required a variation to the contract. This is a business critical system and licenses and associated services are only available from the stated supplier.
What changed
From the official release history
  1. Official notice release published
    20 Sept 2021, 16:45 BST
  2. Official notice release published
    17 Jun 2021, 09:04 BST
  3. Buyer information updated
    17 Jun 2021, 09:04 BST
  4. Status changed to complete
    8 Jan 2021, 09:24 GMT
  5. Official notice release published
    8 Jan 2021, 09:24 GMT
  6. Buyer information updated
    8 Jan 2021, 09:24 GMT
Lots and requirements (1)
Published by the contracting authority
  • Lot 1 · #1
    Individual lot title not published
    cancelled
    Published valueNot published
    This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland has a contract in place with Grosvenor Systems to supply software licenses and support to the existing Propman Property Management System used by Crown Estate Scotland and our Managing Agents. Crown Estate Scotland operates an outsourced business model for a significant part of its property management functions across its rural, coastal, urban/built development, minerals and mines royal, fishing rights and some of its marine, energy and infrastructure activities. Managing Agents maintain Property Management data on our behalf on Grosvenor Systems Propman. Crown Estate Scotland has brought control and responsibility for the property management system and our property data assets in-house. As part of a separate procurement exercise we now have six contracts in place with five firms of Managing Agents (MA’s) with specialist property management skills, capacity and experience which commenced 1 April 2021. This procurement has introduced new agents and increased the overall number of agents from three. As a result this has had a material impact on the use of our Property Management System and the value of the contract. In order to accommodate the increased number of managing agents, processes, workflows and system integrations it is proposed purchase additional licences (at the same unit pricing as the original contract) and consultancy up to an additional cost of 211,655 GBP giving a total amended contract cost of 423,276 GBP. This is a business-critical system available only from the stated supplier. Grosvenor Systems own the IPR and licensing rights in the software. The required licenses and support to operate the system can only be provided by Grosvenor Systems for technical reasons. During the term of the contract and any extensions, Crown Estate Scotland will investigate alternative systems to support the Property Management requirements. Migration to a new system at this point involves significant time and resource and requires alignment with longer-term property management system development planning and funding during a period of uncertainty specific to other ongoing procurements. Additional information: Grosvenor Systems owns the IPR and licensing rights in the software. The required licenses and support to run the software package can only be provided by Grosvenor Systems for technical reasons. Crown Estate Scotland will during the term of the contract investigate alternative systems to support the Property Management requirements.
    Contract periodNot published
    EligibilityNot published
    Options / renewalNot published
Timeline
  1. Procedure published
    20 Sept 2021, 16:45 BST
  2. Award active
    Not published · Not published
  3. Contract active
    Signed 15 Jun 2021, 00:00 BST · £212,655
Commercial outcome and competition
Awards
Grosvenor Systems
Not published · Not published · active
Contracts
Contract
£212,655 · signed 15 Jun 2021, 00:00 BST · active
Bid statistics
bids: 1 (lot 1)
electronicBids: 1 (lot 1)
foreignBidsFromEU: 0 (lot 1)
foreignBidsFromNonEU: 0 (lot 1)
smeBids: 1 (lot 1)
Buyer and organisations in this procedure

Crown Estate Scotland

Contracting authority GB-FTS-16652
View buyer profile

  • Crown Estate Scotland
    buyer

    Quartermile Two, 2nd Floor, 2 Lister Square, Edinburgh, UK, EH3 9GL
    maurice.mcteague@crownestatescotland.com
    +44 1314607657

  • Edinburgh Sheriff Court
    reviewBody

    Sheriff Court House, 27 Chambers Street, Edinburgh, EH1 1LB
    +44 1312252525

  • Grosvenor Systems
    supplier

    Unit A, 7 Leathermarket Streey, London, UKI, SE1 3FB
    matthew.smith@grosvenorsystems.com
    +44 2073788358
Documents (0)
Official links; attachments are not copied
No data
No linked documents are published
Related procedures (0)
No data
No related procedures published
Planning and rationale
Planning budgetNot published
No-engagement rationaleNot published
Procedure rationaleGrosvenor Systems owns the IPR and licensing rights in the software. The required licenses and support to run the software package can only be provided by Grosvenor Systems for technical reasons. Crown Estate Scotland will during the term of the contract investigate alternative systems to support the Property Management requirements.