Section one: Contracting authority
one.1) Name and addresses
Crown Estate Scotland
6 Bell's Brae
Edinburgh
EH4 3BJ
Contact
Procurement Manager
maurice.mcteague@crownestatescotland.com
Telephone
+44 1314607657
Country
United Kingdom
NUTS code
UK - UNITED KINGDOM
Internet address(es)
Main address
http://crownestatescotland.com/
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA29444
one.4) Type of the contracting authority
Other type
Public Corporation
one.5) Main activity
Other activity
Property
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Services and Support for Grosvenor Systems Propman Property Management System
Reference number
CES\2020\1001
two.1.2) Main CPV code
- 72261000 - Software support services
two.1.3) Type of contract
Services
two.1.4) Short description
This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland has awarded a contract to Grosvenor Systems to supply software support to their existing Propman Property Management System which has been used by current property management agents on our behalf and has been transferred to Crown Estate Scotland.
This is to ensure continuous operation of the property management system during insourcing of the system and deployment across our network of property management agents following conclusion of a separate tender exercise. It is a business critical system and licenses and associated services are only available from the stated supplier.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £211,621
two.2) Description
two.2.2) Additional CPV code(s)
- 72261000 - Software support services
- 72260000 - Software-related services
- 72263000 - Software implementation services
- 72267000 - Software maintenance and repair services
two.2.3) Place of performance
NUTS codes
- UKM - SCOTLAND
Main site or place of performance
Edinburgh
two.2.4) Description of the procurement
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 and some of its marine, energy and infrastructure activities. Currently we have a series of contracts in place with firms of Managing Agents (MA’s) with specialist property management skills, capacity and experience all of which are due to end in March 2021. These are being replaced as part of a separate procurement exercise. Current Managing Agents maintain Property Management data on our behalf on PMS systems including Grosvenor Systems Propman. Crown Estate Scotland is in the process of bringing control and responsibility for property management systems and our property data assets in-house.
This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland has awarded a contract to Grosvenor Systems to supply software support to their existing Propman Property Management System which has been used by a current property management agent on our behalf and has been transferred to Crown Estate Scotland.
This is to ensure continuous operation of the property management system during insourcing of the system and data and deployment across our existing network of property management agents and (following conclusion of a separate procurement exercise) for future Management Agent services. 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.
two.2.5) Award criteria
Quality criterion - Name: Skills and Experience / Weighting: 25
Price - Weighting: 75
two.2.11) Information about options
Options: Yes
Description of options
The contract will be awarded initially for 24 months with the option to extend for up to a further 12 months in increments of 6 months. The requirement will be reviewed each year to ensure this is still the most appropriate route to market and in line with strategic digital plans.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) 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.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Award of a contract without prior publication of a call for competition in the cases listed below
- The procurement falls outside the scope of application of the regulations
Explanation:
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.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2020/S 204-497658
Section five. Award of contract
Contract No
CES\2020\1001A
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
23 November 2020
five.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 1
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 1
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Grosvenor Systems
Unit A, 7 Leathermarket Street
London
SE1 3FB
matthew.smith@grosvenorsystems.com
Telephone
+44 2073788358
Country
United Kingdom
NUTS code
- UKI - LONDON
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £211,621
Section six. Complementary information
six.3) Additional information
(SC Ref:640252)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
Sheriff Court House, 27 Chambers Street
Edinburgh
EH1 1LB
Telephone
+44 1312252525
Country
United Kingdom