Tender

ES Tree and Grounds Management SaaS IT Solution

London and Quadrant Housing Trust

F02: Contract notice

Notice identifier: 2022/S 000-005920

Procurement identifier (OCID): ocds-h6vhtk-031db9

Published 3 March 2022, 5:54pm

Section one: Contracting authority

one.1) Name and addresses

London and Quadrant Housing Trust

Stratford

E15 4PH

Email

procurement@lqgroup.org.uk

Telephone

+44 3004569998

Country

United Kingdom

NUTS code

UK - United Kingdom

National registration number

30441R

Internet address(es)

Main address

http://www.lqgroup.org.uk

Buyer's address

https://in-tendhost.co.uk/lqgroup

one.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at

https://in-tendhost.co.uk/lqgroup/aspx/Home

Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via

https://in-tendhost.co.uk/lqgroup/aspx/Home

Tenders or requests to participate must be submitted to the above-mentioned address

one.4) Type of the contracting authority

Body governed by public law

one.5) Main activity

Housing and community amenities

Section two: Object

two.1) Scope of the procurement

two.1.1) Title

ES Tree and Grounds Management SaaS IT Solution

Reference number

ICT00305

two.1.2) Main CPV code

48000000 - Software package and information systems

two.1.3) Type of contract

Supplies

two.1.4) Short description

two.1.5) Estimated total value

Value excluding VAT: £200,000

two.1.6) Information about lots

This contract is divided into lots: No

two.2) Description

two.2.3) Place of performance

NUTS codes

UK - United Kingdom

two.2.4) Description of the procurement

1.1 The Supplies will support London Quadrant Housing Trust (LQHT) in the management of its Grounds Maintenance contracts and Tree Maintenance contracts. LQHT has over 1000 distinct estates across England, grouped by lots and regions. Grounds Maintenance contracts and Tree Maintenance contracts have been awarded to specialist Contractor Companies for each lot. This means several different Contractor Companies are responsible for fulfilling maintenance contracts across LQHT’s properties.1.2 The scope of Grounds Maintenance covers the maintenance of all communal, soft, and hard landscape surfaces. This will include all communal areas, play areas, verges, gardens (and roof gardens where applicable), wooded areas, non-adopted roads, and pathways/walkways (including covered walkways).1.3 The scope of Tree Maintenance covers the periodic inspection of LQHT’s approx. 20000 trees and the completion of remediation work identified during these inspections. 1.4 The current management of LQHT’s Grounds Maintenance contracts and Tree Maintenance contracts uses manual processes and administrative staff within LQHT. As the number of LQHT estates has increased, the need for the specified Supplies to support the management of contracts has grown. 1.5 LQHT have made a commitment to the current Grounds Maintenance and Tree Maintenance Contractor Companies to implement a Solution to support the management of contracts. 1.6 The Solution required will:1.6.1 integrate with GIS and property data owned by LQHT, allowing LQHT and Contractor Companies to identify trees and grounds requiring maintenance work and maintain up to date physical asset data1.6.2 allow LQHT to create Work Items and Schedules of Work1.6.3 maintain reference data describing Work Types and Work Categories so Work Items can be assigned to the correct Contractor Company and budget1.6.4 manage individual workflows between LQHT and Contractor Companies1.6.5 allow Work Items to be completed and evidenced with uploaded photographs1.6.6 perform service charge calculations and allocation based on reference data1.6.7 allow LQHT to raise issue notices with Contractor Companies and manage the workflow to complete these1.7 The Supplies will help LQHT achieve several elements of LQHT’s corporate plan including ‘creating quality homes and estates that our customers can be proud of through a new approach to property maintenance’, ‘reducing operational costs and promoting efficiencies which ultimately improves resident experience’, and ‘achieving a minimum of 80% customer satisfaction in the look and feel of our estates’.1.8 LQHT have developed an Interim Solution that will support Grounds Maintenance and Tree Maintenance contracts until the Supplies go live. There is no requirement for the Solution to integrate with the Interim Solution. There is no requirement for historic Work Items to be migrated from the Interim Solution into the Solution.1.9 LQHT require the Supplier to adhere at all times to the LQHT Supplier Code of Conduct and sign up to the LQHT Expected Standards of Behaviours of LQHT Suppliers as listed in Appendix 10 and as available via the Procurement Portal. Note the LQHT Expected Standards of Behaviours of LQHT Suppliers document is included in the Section 7 Checklist.Please see the procurement documentation for further details.

two.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

two.2.6) Estimated value

Value excluding VAT: £200,000

two.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Start date

1 July 2022

End date

30 June 2025

This contract is subject to renewal

Yes

Description of renewals

There is a potential to renew this contract by two distinct period of no more than 12 months each, subject to a positive value for money assessment.

two.2.10) Information about variants

Variants will be accepted: No

two.2.11) Information about options

Options: No

two.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No