Section one: Contracting authority
one.1) Name and addresses
Langstane Housing Association
King Street
Aberdeen
AB241SL
helen.gauld@langstane-ha.co.uk
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Other type
Housing Association
one.5) Main activity
Housing and community amenities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Housing and Finance Integrated System for Langstane Housing Association
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
Langstane Housing Association is looking to upgrade to a fully hosted, secure Cloud-based IT application (SaaS) for integrated housing and finance management that enables data driven decisions and meets the needs of a modern, medium-sized Scottish housing association that may or may not return to development activities in the future.
The integrated system will have the following facilities. CRM system, Rent management, Tenancy management, Reactive repairs, Planned and cyclical repairs, Financial management, Warnings and alerts, Dashboards and reports. Contract management would be desirable.
The successful bidder will implement the system, provide training and support as well as software upgrades.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKM5 - North Eastern Scotland
Main site or place of performance
Aberdeen
two.2.4) Description of the procurement
Langstane Housing Association wish to engage the services of a supplier who has experience of providing integrated housing and finance management software as a service (SaaS) for Housing Associations (preferably Scottish Housing Associations). The contract is for 3 years with 2 optional extensions of 2 years each. The system must be easy and intuitive to use for staff and other users, provide real-time information and reports including dashboards, be cost effective, be fully integrated, include automated workflows to improve efficiency, meet the appropriate security standards and be accessed from anywhere. Our customers (tenants) and contractors will access the system. For further details please see the SPD Instructions document.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
2 x 2 year extensions
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Objective criteria for choosing the limited number of candidates:
3 case studies 25% each, experience and qualifications of key staff 25%
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
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
Financial Health
Insurance
Minimum level(s) of standards possibly required
Bidders must submit recent 2 years of full (not abbreviated) signed accounts.
As a bare minimum:
Current assets / Current Liabilities must be at least 1.0 in the last 2 years
Total Assets – Total Liabilities must be positive in the last 2 years
As part of the process, a financial assessment of bidders will be carried out. Langstane Housing Association may use a third-party financial assessment service to determine bidders’ financial position, and may request management accounts as well as published financial statements submitted by bidders to verify information or gain further detail or more up to date information
Employers GBP5m
Public GBP5m
three.1.3) Technical and professional ability
List and brief description of selection criteria
Relevant past experience
Minimum level(s) of standards possibly required
3 examples from the last 3 years of providing a relevant service for Housing Associations.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Key Performance Indicators will be used to manage the contract(s) and monitor supplier performance. These will include, but not restricted to:
- Communications and partnership working
- Administration and billing
- Community benefits delivery
- Implementation – time, resource applied, assistance provided and cost
- Customer (Langstane) satisfaction – based on number of issues raised,
response times, final resolution and the costs involved (financial and non-financial e.g., down time would be seen as a non-financial indicator)
- Technical satisfaction – based on system meeting current and future
business requirements e.g., where there are updates to the ARC, any required upgrades are timely
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted 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.2.2) Time limit for receipt of tenders or requests to participate
Date
12 August 2022
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
2 September 2022
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: 3-7 years time
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Community Benefits will be required
As part of the Tender Evaluation stage, shortlisted bidders will be required to do a system demonstration / presentation
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=699137.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Tenderers can propose community benefits in their tender
(SC Ref:699137)
six.4) Procedures for review
six.4.1) Review body
Aberdeen Sheriff Court
Aberdeen
Country
United Kingdom