Scope
Reference
PRO0919
Description
Your Housing Group (YHG) are seeking to replace its existing software for housing management, asset management and repairs management and are seeking a new fully integrated system. This will include options to support Fix360, the YHG internal repairs and maintenance contractor, using integration to existing systems, or potential replacement options.
The aim is to efficiently consolidate and integrate solutions, onto a modern Cloud based platform to leverage efficiencies and increase customer satisfaction.
Responsive browser presentation will be expected, to free staff to be more mobile and work more flexibly wherever required, on schemes, within offices or accessing systems securely from home. One other key goal is to provide excellent self-service facilities for tenants and other customers, whenever needed or desired. A Digital First and Cloud methodology is being pursued, across YHG. This makes the most of ICT investment, while potentially enabling staff to have access to solutions and applications, wherever they have connectivity. Cloud delivered applications proposed, will be expected to enforce high standards of Penetration Testing and compliance/adherence to the Cloud Security Principles.
Total value (estimated)
- £6,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 November 2025 to 31 October 2035
- 10 years
Options
The right to additional purchases while the contract is valid.
YHG reserves the right for options to purchase additional modules offered by the successful supplier e.g. repairs or scheduling through this contract.
This would potentially be used once YHG's existing contracts for these systems end.
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UKD - North West (England)
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
12 May 2025
Submission type
Requests to participate
Deadline for requests to participate
30 May 2025, 12:00pm
Submission address and any special instructions
YHG uses MyTenders (www.mytenders.co.uk) as its eSender and eSourcing Platform. It is free for suppliers to register on MyTenders and YHG recommend interested parties pre-register on MyTenders to avoid any delay in the process when the Tender Notice is issued.
All documentation associated with this procurement will be provided on publication of the Tender Notice through the MyTenders portal for free and electronic download.
In preparation for the future tender, suppliers may wish to register on the Central Digital Platform (CDP). The CDP is an online portal which will make it easier for suppliers to find and bid for contracts, and for buyers to meeting their transparency commitment under the Procurement Act 2023.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
26 September 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | The final sub-weightings and order of importance will be set out in the Tender Notice (UK04). |
Quality | 70.00% |
| Cost | The final sub-weightings and order of importance will be set out in the Tender Notice (UK04). |
Price | 30.00% |
Other information
Payment terms
YHG requires all invoices to have a YHG Purchase Order number. YHG will pay within 30 days of receipt of a valid, undisputed invoice with a valid YHG PO number on the invoice. Further details around payment clauses etc. will be found within the tender documentation.
Description of risks to contract performance
The scope and value of the contract may be directly impacted by a number of risks which may materialise during the term of the contact. These include 1. legislative changes that impact the social housing sector. 2. Ability of the successful supplier to meet the agreed implementation plan for the new system. 3. Required interfaces to existing or other procured 3rd party systems. 4. Data quality and availability. 5. Changes to resource and personnel of either YHG or the successful supplier. 6. The proposed solution no longer being fit for purpose for the requirements of the organisation. There may be more risks identified which will be further described within the tender notice.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
YHG intends to use the Competitive flexible procedure with the following stages anticipated:
Stage 1 - Conditions of Participation - interested parties must submit their information for Conditions of Participation and the Procurement Specific Questionnaire, this will include technical and project specific pass/fail criteria that must be met to participate in the process.
There will be down-selection of bidders after Stage 1.
Stage 2 - Dialogue and Invitations to Tender - bidders successful at Stage 1 will be invited to dialogue sessions with YHG in order to discuss our requirements in more detail and prepare their invitation to tender submissions. This will involve both a quality and price assessment. It is anticipated at this point that the headline criteria will be weighted 70% Quality, 30% Price.
There will be a down-selection of bidders after evaluation and moderation of Stage 2.
Stage 3 - System Demonstrations - bidders successful at Stage 2 will be invited to hold system demonstrations at YHG's offices which will be used principally to clarify and moderate their quality scores further from Stage 2.
There will be a final down-selection of bidders after moderation of Stage 3.
The remaining bidders will be invited to Stage 4 - Negotiations - YHG anticipates doing up to 2 rounds of negotiation with the final bidders around cost, contract terms and overall proposals.
Best and Final Offers will then be sought ahead of a Contract Award.
YHG reserves the right to vary any aspect of this proposed approach within the final Tender Notice.
Reduced tendering period
Yes
Qualifying planned procurement notice - minimum 10 days
Contracting authority
Your Housing Group
- Public Procurement Organisation Number: PCBB-6493-RNBZ
130 Birchwood Boulevard
Warrington
WA3 7QH
United Kingdom
Contact name: Matthew Grice
Email: procurement@yourhousinggroup.co.uk
Website: http://www.yourhousinggroup.co.uk
Region: UKD61 - Warrington
Organisation type: Public authority - sub-central government