Section one: Contracting authority/entity
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.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-2021-0602
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 recently awarded a contract to Grosvenor Systems to supply software support to their existing Propman Property Management System which was transferred to Crown Estate Scotland and is used by our Property Management Agents when acting on our behalf.
To ensure continuous operation and deployment across our new network of property management agents (who have been appointed following conclusion of the separate tender exercise) we require to procure additional licenses and implementation services. The managing agents are provisioned with a minimum number of licences but can request additional licenses which are procured and owned by Crown Estate Scotland and provisioned to the Managing Agents. The recent procurement has resulted in changes to responsibilities of all managing agents, an increase in number of managing agents provisioned with the minimum number of licenses and several managing agents requesting additional licences and making a substantial contribution to the cost. Associated training and configuration services for new managing agents to use the system and the increase beyond the number of licenses originally anticipated has resulted in an increase in the expected contract value and required a variation to the contract.
This 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: £212,655
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
two.2.4) Description of the procurement
This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland has a contract in place with Grosvenor Systems to supply software licenses and support to the existing Propman Property Management System used by Crown Estate Scotland and our Managing Agents.
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, fishing rights and some of its marine, energy and infrastructure activities. Managing Agents maintain Property Management data on our behalf on Grosvenor Systems Propman. Crown Estate Scotland has brought control and responsibility for the property management system and our property data assets in-house.
As part of a separate procurement exercise we now have six contracts in place with five firms of Managing Agents (MA’s) with specialist property management skills, capacity and experience which commenced 1 April 2021.
This procurement has introduced new agents and increased the overall number of agents from three. As a result this has had a material impact on the use of our Property Management System and the value of the contract. In order to accommodate the increased number of managing agents, processes, workflows and system integrations it is proposed purchase additional licences (at the same unit pricing as the original contract) and consultancy up to an additional cost of 211,655 GBP giving a total amended contract cost of 423,276 GBP.
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.2.11) 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: 2021/S 000-000325
Section five. Award of contract/concession
Contract No
CES-2021-0602
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
15 June 2021
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Grosvenor Systems
Unit A, 7 Leathermarket Streey
London
SE1 3FB
matthew.smith@grosvenorsystems.com
Telephone
+44 2073788358
Country
United Kingdom
NUTS code
- UKI - London
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Initial estimated total value of the contract/lot/concession: £212,655
Total value of the contract/lot/concession: £212,655
Section six. Complementary information
six.3) Additional information
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=657537.
(SC Ref:657537)
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