Section one: Contracting authority
one.1) Name and addresses
KNIGHT FRANK PROMISE
St Ann's Quay 124 Quayside
Newcastle upon Tyne
NE1 3BD
Contact
Procurement Team
Telephone
+44 8000488664
Country
United Kingdom
Region code
UKC2 - Northumberland and Tyne and Wear
Companies House
OC305934
Internet address(es)
Main address
Buyer's address
https://www.knightfrank.co.uk/knight-frank-promise
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
https://portal.maistro.com/b/expression-of-interest/0100717b-4018-478e-a596-e7d474f953fc
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://portal.maistro.com/b/expression-of-interest/0100717b-4018-478e-a596-e7d474f953fc
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Sunderland City Council Multi-devise communications app
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
On behalf of Sunderland City Council, Knight Frank Promise is looking to appoint a service provider to deliver and maintain a multi-devise platform that connects multiple building users & visitors through an app. Sunderland City Council currently requires this app to be implemented across two locations City Hall and The Beam, however, there may be future requirements to extend the requirements across other Sunderland City Council locations.
Background Information.
Sunderland City Council has appointed our client Knight Frank Promise who is a leading provider of real estate consultancy services. Its principal activities include advising owners, investors, users, and developers of commercial and residential real estate on achieving maximum value from their properties as effective workspaces, homes, or investments.
For further information, please visit the Knight Frank Promise website: https://www.knightfrank.co.uk/knight-frank-promise
For further information, please visit the Sunderland City Council website: https://www.sunderland.gov.uk
two.1.5) Estimated total value
Value excluding VAT: £125,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48100000 - Industry specific software package
- 48200000 - Networking, Internet and intranet software package
- 48400000 - Business transaction and personal business software package
- 48500000 - Communication and multimedia software package
- 48600000 - Database and operating software package
- 48800000 - Information systems and servers
two.2.3) Place of performance
NUTS codes
- UKC2 - Northumberland and Tyne and Wear
Main site or place of performance
Correspondence address of Sunderland City Council:
City Hall Sunderland
Plater Wy, SR1 3AA
And The Beam
Plater Wy, SR1 3AD
two.2.4) Description of the procurement
General requirements:
• App to be Riverside Sunderland branded with segmentation for different buildings and tenants
• Option to deliver targeted, tailored content, which is relevant to different audiences and measure engagement.
• A building information forming repository for all information such as fire manuals and handbooks etc.
• Admin dashboard that provides a full database of the building tenants and platform users with the ability to provide different levels of admin rights and assistance with staff training.
• Data and analytics platform allowing all stakeholders to access anonymised and aggregated data in real time.
• The property management team and occupiers are to be able to organise, manage and book any type of space within the site such as:
o Meeting rooms
o Event Space
o Wellness Room
• Bookings are to be configured either complementary or via credit system and/or on a chargeable basis.
• Event management function to replace Eventbrite.
• Access Control - In app access pass.
• Visitor booking for the management team and occupiers.
• Helpdesk to manage maintenance requests via a simple platform and for the work requests to be tracked in real-time.
• Ability to carry out surveys and polls of app users with competition and incentives
• Send push notifications regarding building updates such as maintenance work, development activity with the Riverside masterplan, or food vendors outside
• Ability to carry out surveys and polls of app users with competitions and incentives.
• Forums for like-minded people e.g., Book Club and Bicycle User Group.
• Integration with other useful websites such as real time bus information.
Ongoing support requirement:
• Weekly information feeds
• Activation content
• Polls and Surveys
• Customer engagement & events calendar
Specific requirements
The multi-devise app is to be also used to further drive the sustainability campaigns across the property and connect the occupiers with Riverside Sunderland initiatives to achieve net zero carbon emissions. Currently, the communications application is required to cover two sites Sunderland City Hall & the Beam, but there may be a possible extension to different sites, this will be confirmed at a later date
Supplier to have ISO27001
The app requires Integration with:
• Gallagher access card system
• R00MZ booking system
• ELogbooks
Further support information:
Other buildings may come onboard, there are also residential elements, and a few different access points are required - further segmentation.
It is very important for the supplier to be able to demonstrate relevant experience, liability, ongoing support with initial implementation, and the duration of the contract, to be able to provide strong evidence of staff training. This multi-device app must be able to take away some of the admin tasks.
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: £125,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
2 October 2023
This contract is subject to renewal
Yes
Description of renewals
On behalf of Knight Frank Promise, Sunderland City Council is looking to appoint on a three (3) plus two-year (2) term subject to performance review.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Competitive procedure with negotiation
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
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.2.2) Time limit for receipt of tenders or requests to participate
Date
9 June 2023
Local time
5:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
14 June 2023
four.2.4) Languages in which tenders or requests to participate may be submitted
English
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.4) Procedures for review
six.4.1) Review body
MAISTRO LIMITED
1A Grow on Building 3 Babbage Way
Exeter
EX5 2FN
Telephone
+44 1392325557
Country
United Kingdom
Internet address
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Timetable for project SQ launch day - 12/05/2023
SQ Submission deadline- 09/06/2023
SQ Evaluation- 12/06/2023 SQ Shortlist Notification- 13/06/2023
ITT Launch Day- (30 days to run) 14/06/2023
ITT Question Deadline - 13/07/2023
ITT Submission deadline- 14/07/2023
ITT Evaluation - 21/07/2023
ITT Demos - TBC
BAFO (Standstill 10 days) - 28/07/2023
Award - 28/07/2023 Implementation Period & Internal Comms - 6-8 weeks (3 months)
Launch day start day - 02/10/2023