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
VEAT - Additional Services and Support for Grosvenor Systems Propman Property Management System
Reference number
CES-VEAT-2022-1121
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 has awarded a contract extension to Grosvenor Systems to supply software support to their existing Propman Property Management System.
This is to ensure continuous operation of the existing property management system during an open tender process for a long term contract for a property management system and allow sufficient time to a possible system migration of a business critical system with integrations to other systems. It is also allowing for contingency plans should a resulting system migration fail at a defined stage gate.
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: £180,000
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
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement
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 and some of its marine, energy and infrastructure activities. Currently we have a series of contracts in place with firms of Managing Agents (MA’s) with specialist property management skills, capacity and experience. These were awarded to start in April 2021 as part of a separate procurement exercise and included new and additional firms. Previous Managing Agents maintained Property Management data on our behalf on PMS systems including Grosvenor Systems Propman. Crown Estate Scotland has brought control and responsibility for property management systems and our property data assets in-house and been developing its understanding of the system and requirements
This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland has awarded a contract to Grosvenor Systems to supply software support to their existing Propman Property Management System which had been used by a current property management agent on our behalf and has been transferred to Crown Estate Scotland and brought in-house.
This is to ensure continuous operation of the property management system during a full transparent open procurement of a long-term contract. 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 Crown Estate Scotland will investigate alternative systems to support the Property Management requirements.
Following the changes in Managing Agents Crown Estate Scotland has completed a 12-month process to understand the requirements in the long term of our property management system and building tender documents for a long-term contract for this system. As part of this process, we have determined that we need an additional 12 months to complete a possible migration to limit business impact. We have also created two stage gates into the long-term contract which if failed may result in a requirement to retender. Should a stage gate result in a retender we will need to keep the current system beyond November 2024 for up to a further 2 years.
Crown Estate Scotland are thus proposing to extend the contract till November 2024 with the option to extend for two 12-month periods to November 2026.
As a result of the renewals an additional 180,000 GBP is being added to the contract value taking it to 603,276 GBP to allow for options for up to three 12 months extensions
two.2.11) Information about options
Options: Yes
Description of options
The contract will be awarded/extended for an additional 12 months to November 2024.
An option to extend for up to 2 further 12-month periods to November 2026 is also added as a contingency should a contract be awarded to another party who then fail one of the two defined stage gates within the contract leading to a retender in 2024.
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 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 current contract undertake an open procedure tender for a long-term system 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
Section five. Award of contract/concession
Contract No
CES-VEAT-2022-1121
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
21 November 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
Grosvenor Systems
Unit A, 7 Leathermarket Streey
London
SE1 3FB
matthew.smith@grosvenorsystems.com
Telephone
+44 2073788358
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £180,000
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=714191.
(SC Ref:714191)
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