Section one: Contracting authority
one.1) Name and addresses
Port of Leith Housing Association Ltd
108 Constitution Street, Leith
Edinburgh
EH6 6AZ
Digitaltransformation@polha.co.uk
Telephone
+44 1315540403
Fax
+44 1315551504
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA13142
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
Core Digital Platform
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
In line with Our Strategic Plan 2020-2025, and to align efficient operation across the Group, we are reviewing our Core Digital Platform. The organisation, and indeed the world we operate in, has changed and as a result what we need from our core platform has also changed.
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: £478,875
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement
Our strategic goals include (but not limited to): “To have highly effective systems and processes for supporting the business and delivering excellent services”.
We aim to achieve this by focusing on the following targets (please note this is not an exclusive list of strategic objectives and KPIs)
50% of social housing customers registered and using digital services
100% of PDL transactions are available digitally to customers
75% of Association transactions are available digitally to customers
100% of back-office processes can be carried out using mobile technology
For these reasons and in recognition that digital solutions have themselves evolved since the last time PoLHA looked to the marketplace, the intention now is to look to market and seek a suitable digital solution which supports our organisation now and looking to the future.
Each business area and workflow required by POLHA Group has been outlined in the SPD and Top Level Requirements documents. This outlines the minimum requirements for POLHA Group that MUST be met by the proposed digital solution suppliers.
POLHA understand that if a requirement cannot be met specifically, the supplier will respond to the requirement/workflow with confirmation of such but may propose alternative and/or complementary functionality provided by their solution that will address the requirement to POLHA ’s satisfaction.
The existing system (that is to be replaced) combines and currently serves the following areas
Housing
Tenancy/ Contact Management
Finance
Property Maintenance (planned and reactive)
Factoring
Asset Management
Basic Reporting
PoLHA are not only looking for a solution which underpins the internal business operation using workflow and automation, but a platform which facilitates ease of engagement between PoLHA operations, suppliers, and tenants. Potential suppliers are invited to demonstrate and advise how this can be facilitated using their platform.
The solution must present an easy to navigate visual front end. Facilitating promotion of required information to the user with ease.
At the core of the vision is to have a single source of truth in terms of data. Therefore the digital solution is required to demonstrate a robust Data management model in line with regulatory standards e.g. GDPR.
This data can then underpin the efficient workflow processes throughout. There is a wide range of information which can form part of the processes outlined in this document. PoLHA are particularly interested in how suppliers can demonstrate the shared use, security, and auditable accuracy of data as part of their solution.
two.2.5) Award criteria
Quality criterion - Name: Quality Submission / Weighting: 80%
Quality criterion - Name: Interview / Demo (Optional - only if selected for use by client) / Weighting: 20%
Cost criterion - Name: Cost of Service / Weighting: 20%
two.2.11) Information about options
Options: Yes
Description of options
As per the ITT
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
See PoLHA Core Digital Platform - ITT - vFinal
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 000-005706
Section five. Award of contract
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
23 May 2022
five.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 1
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
MRI Software
9 King Street
London
EC2V 8EA
Country
United Kingdom
NUTS code
- UKI31 - Camden and City of London
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £478,875
Section six. Complementary information
six.3) Additional information
(SC Ref:694946)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
Edinburgh
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
Port of Leith Housing Association
Edinburgh
Country
United Kingdom