Section one: Contracting authority
one.1) Name and addresses
The Pioneer Housing and Community Group Limited
11 High Street, Castle Vale
Birmingham
B35 7PR
Contact
Nathan Liptrot
nathan@clarityprocurement.co.uk
Telephone
+44 1942725438
Country
United Kingdom
Region code
UKG31 - Birmingham
Internet address(es)
Main address
https://www.pioneergroup.org.uk/
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.delta-esourcing.com
Tenders or requests to participate must be submitted to the above-mentioned address
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
Pioneer Group Housing Management System and Support Services
Reference number
T104/2024
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
Pioneer are seeking to replace the Housing Management System (HMS), Asset Management System (AMS) and Finance system as well as introduce improved Customer Relationship Management functionality (CRM) into Pioneer.
two.1.5) Estimated total value
Value excluding VAT: £1,500,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKG31 - Birmingham
Main site or place of performance
Birmingham
two.2.4) Description of the procurement
Pioneer are seeking to replace the Housing Management System (HMS), Asset Management System (AMS) and Finance system as well as introduce improved Customer Relationship Management functionality (CRM) into Pioneer.
Project duration has been set to 36 months and will comprise of several phases, which, will be agreed following the appointment of the Successful Bidder.
Bidders are requested to detail recommended phased implementation approaches to a project of this type under Bidder Response 3.12.
For the avoidance of doubt Bidders are to take the following into consideration:
•Current systems are on premise and have been in place for circa 15 years
•Legacy systems are to be decommissioned in the financial year of replacement
•Data quality has been impacted by low levels of integration and sub optimal user experience
•Bidders must confirm integration compatibility with Open Accounts and detail the nature of the integration under Bidder Response section 1.2
Full details of the Services to be provided under the Contract are contained in the Technical Statement of Requirements set out at Part C of Appendix 1 of the Invitation to Tender (ITT). The Successful Bidder will be required to comply with the Technical Statement of Requirements in providing the Services.
The Contract will last for an initial period of 5 years, with an option to extend at Pioneer’s sole discretion for a period of up to 2 years, plus a further period of up to 2 years, plus a further period of up to 1 year, giving a maximum potential term of 10 years.
The Contract Award Decision is expected to be published in December 2024.
The estimated contract value of £1,500,000 over 10 years is based on the current costs. Pioneer understands that bid values for the new 10 year contract will be reflective of current market conditions and will differ depending on the solutions submitted by Bidders. The Bid values will be evaluated in accordance with the methodology set out in the Invitation to Tender.
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: £1,500,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
Yes
Description of renewals
Subject to all extension options being exercised, 10 years from contract commencement
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The Contract will last for an initial period of 5 years, with an option to extend at Pioneer’s sole discretion for a period of up to 2 years, plus a further period of up to 2 years, plus a further period of up to 1 year, giving a maximum potential term of 10 years.
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
To respond to this opportunity please click here: https://www.delta-esourcing.com/respond/768DF6DAE2
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
As stated in the procurement documents
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
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.2.2) Time limit for receipt of tenders or requests to participate
Date
26 August 2024
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
26 August 2024
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Subject to all extension options being exercised, 10 years from contract commencement
six.3) Additional information
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
This tender is being administered on behalf of the Pioneer Group by Clarity Procurement Solutions Limited.
Potential Bidders wishing to participate in this tender opportunity are requested to:
Download and read the Invitation to Tender Document and supporting appendices to familiarise yourselves with the Pioneer Group’s requirements.
Submit a completed Invitation to Tender Document in accordance with the tender instructions, noting the deadline submission of 12:00 hours on 26/08/2024.
For more information about this opportunity, please visit the Delta eSourcing portal at:
To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/768DF6DAE2
GO Reference: GO-2024719-PRO-26939923
six.4) Procedures for review
six.4.1) Review body
The High Court of England and Wales
London
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The Contracting Authority will enter into this contract following a minimum 10 day calendar day standstill period starting on the day after the notification of the result. The Public Contracts Regulations 2015 (SI 2015/102) (as amended) (the Regulations) provide for aggrieved parties who have been harmed or who are at risk of harm by a breach of the Regulations to bring proceedings in the High Court. Any such proceedings must be brought within the limitation period specified by the Regulations according to the remedy sought.