Section one: Contracting authority
one.1) Name and addresses
Crown Estate Scotland
Quartermile Two, 2nd Floor, 2 Lister Square
Edinburgh
EH3 9GL
Contact
Maurice McTeague
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.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
https://www.publiccontractsscotland.gov.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publiccontractsscotland.gov.uk/
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://www.publiccontractsscotland.gov.uk/
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
Replacement Property Management System for Crown Estate Scotland
Reference number
CES-2023-01-06
two.1.2) Main CPV code
- 72263000 - Software implementation services
two.1.3) Type of contract
Services
two.1.4) Short description
Crown 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.
two.1.5) Estimated total value
Value excluding VAT: £1,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 72261000 - Software support services
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48170000 - Compliance software package
- 48219300 - Administration software package
- 48420000 - Facilities management software package and software package suite
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
two.2.4) Description of the procurement
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.
two.2.5) Award criteria
Quality criterion - Name: Business impact measured over the life of the contract (10 years) / Weighting: 10
Quality criterion - Name: Quality of service provision and on-going support - Evidence of historical delivery / Weighting: 15
Quality criterion - Name: Quality of service provision and on-going support - Plan for our implementation / Weighting: 15
Quality criterion - Name: Technical quality of solution - Usability/User Experience / Weighting: 15
Quality criterion - Name: Technical quality of solution - Capabilities of the system / Weighting: 15
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £1,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
79
This contract is subject to renewal
Yes
Description of renewals
The initial contract will be for 19 months prior to go-live (to build, configure test and train users) and then 5 years from go-live. This contract may be extended for up to 5 further years on an annual basis. Extensions will be mutually agreed 24 months prior to the end of the contract (not automatic) and awarded on the same terms as the original contract.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
The initial contract will be for 19 months prior to go-live (to build, configure test and train users) and then 5 years from go-live. This contract may be extended for up to 5 further years on an annual basis. Extensions will be mutually agreed 24 months prior to the end of the contract (not automatic) and awarded on the same terms as the original contract.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Refer to ITT
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Refer to ITT
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
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: 2022/S 022-190739
four.2.2) Time limit for receipt of tenders or requests to participate
Date
13 February 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
13 February 2023
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
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
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