Section one: Contracting authority/entity
one.1) Name and addresses
DERBY HOMES LTD
839 London Road
Derby
DE24 8UZ
Contact
Andrew Grover
Telephone
+44 1332888777
Country
United Kingdom
Region code
UKF11 - Derby
Companies House
04380984
Internet address(es)
Main 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
Compliance and Assurance Software
two.1.2) Main CPV code
- 48170000 - Compliance software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
Derby Homes Limited intend to contract for The Compliance Workbook (TCW) software, for the ongoing provision of a specialist, unique Compliance and Assurance software package. Derby Homes has published this notice and intends to award a contract to The Compliance Workbook Ltd.
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: £31,000
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKF11 - Derby
Main site or place of performance
Derby
two.2.4) Description of the procurement
Derby Homes Limited currently uses a specialist Compliance and Assurance software package. Derby Homes has published this notice as it intends to award a contract to The Compliance Workbook Ltd. The new contract will allow annual license purchases, support and maintenance. A change of product would have a major impact on operational activities, and create significant costs of change. We do not believe a suitable alternative exists at this time.
Each month the organisation receives up to 1,800 documents across multiples compliance areas with essential information that could drive the direction of the organisation. Software capturing information from this provides evidence of compliance, asset information, improved data interpretation, supports remedial actions and output tracking, automated engineering and regulatory validation with reduced risk of human error. The Building Safety Bill and the Golden Thread of Information puts an onus on the organisation to see and do more with data.
TCW technology is a unique Compliance and Assurance software package, and we are using it to review documents electronically in a manner to extract all essential data needed to validate safety. TCW performs extensive regulatory and best practice calculations to compliance documents to ensure all fields have been complete with accurate and valued information. The product then extracts any further actions or remedial works and provides a process for managing the assets compliance to ensure all outstanding tasks are remedied in a timely manner.
Research carrying out due diligence on other compliance packages suggest it is reasonable to believe TCW is the only product that meets all our requirements. Derby Homes have for some time been inputting data into the software and configured it to our requirements. We believe a change of software at this time, if any suitable alternative is available despite our research thus far, would carry significant costs of change and pose risks to our compliance and assurance activities.
two.2.5) Award criteria
Price
two.2.11) Information about options
Options: No
two.2.14) Additional information
We intend to continue using the software for a further year and, if no suitable alternatives are notified to us in that time, provide a further VEAT notice for a potentially longer duration
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:
Only one possible provider to meet all requirements has been identified. Derby Homes Ltd posts this VEAT notice to confirm no other options exist following our due diligence or if a tender is required in the future, to be transparent about action taken and why. The contract term will be for 1 year to allow a competitive process in the future if alternatives exist which we have otherwise been unable to identify.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
Section five. Award of contract/concession
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
14 September 2022
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
The Compliance Workbook Ltd
5 Bridge Street
Birkenhead
CH41 1AS
Country
United Kingdom
NUTS code
- UKD7 - Merseyside
Companies House
08760486
Internet address
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: £31,000
Total value of the contract/lot/concession: £31,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Derby Homes Ltd
839 London Road
Derby
DE24 8UZ
Telephone
+44 1332888777
Country
United Kingdom