Section one: Contracting authority
one.1) Name and addresses
Hafod Housing Association
St Hilary Court, Copthorne Way, Culverhouse Cross
CARDIFF
CF5 6ES
Telephone
+44 2920675823
Fax
+44 2920672499
Country
United Kingdom
NUTS code
UKL22 - Cardiff and Vale of Glamorgan
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA1147
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://etenderwales.bravosolution.co.uk/web/login.shtml
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://etenderwales.bravosolution.co.uk/web/login.shtml
one.4) Type of the contracting authority
Other type
Registered Social Landlord
one.5) Main activity
Other activity
Registered Social Landlord
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of Housing Management System with Customer Relationship Management
Reference number
2024H000072.00
two.1.2) Main CPV code
- 48612000 - Database-management system
two.1.3) Type of contract
Supplies
two.1.4) Short description
The scope of this tender is to review proposals for the Provision and implementation of a Housing Management System with Customer Relationship Management.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 72253200 - Systems support services
- 72250000 - System and support services
- 48810000 - Information systems
- 48781000 - System management software package
- 48780000 - System, storage and content management software package
- 48627000 - Real-time operating system software package
- 48610000 - Database systems
- 48625000 - Open systems operating systems
two.2.3) Place of performance
NUTS codes
- UKL22 - Cardiff and Vale of Glamorgan
two.2.4) Description of the procurement
Hafod are seeking an intuitive Housing Management System, with Customer Relationship Management System, to better support our housing and tenancy management. We are taking a ‘customer first’ approach, in line with Hafod’s organisational strategy, to allow us to adapt to meet the needs of our Care, Support and Housing services better than before and to ensure we are compliant in providing safe assets and safe housing for our customers. We need to ensure that any transactions or enquiries made from our customers are recorded, through good CRM methods.
We are seeking to move to a streamlined systems landscape, where we rely less on point solutions and multiple integrations between various systems, which prove to be cumbersome for colleagues. Hafod has adopted a cloud first approach to our technology platforms and, as such, are seeking a Software as a Service (SaaS) system as part of our tender. This approach is clearly outlined in our Digital Strategy.
The key deliverables for this project are:
-Ensuring our services and systems are aligned to our customer needs and preferences
-Driving service and customer-based process and delivery efficiencies through the use of technology
-An integrated, modern HMS to manage our tenancies, assets, repairs and planned works.
-A system that captures data for our new builds at the beginning of the lifecycle to inform colleagues across the organisation.
-A consolidated system landscape that has the ability to be flexible in changes to the organisation or provision of our services.
-Shift to a SaaS solution, per our Digital Strategy
-Improved access to documents from centralised storage
-Improvement in data reporting and the ability to capture more qualitative data.
-Better capture, recording, quality and monitoring of our customer and asset data.
-Aligning customer information from across the organisation in one place, creating a clear customer journey for our colleagues
-Increased opportunities for our customers to self-serve
-Seamless/improved integration with our new Finance System and other systems currently in use or introduced in the future.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
3 x up to 2 year periods
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
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
Originally published as:
Date
12 January 2024
Local time
12:00pm
Changed to:
Date
19 January 2024
Local time
12:00pm
See the change notice.
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)
four.2.7) Conditions for opening of tenders
Date
12 January 2024
Local time
12:30pm
Place
electronically via eTenderWales
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
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
NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=136656
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Please refer to the tender documents
(WA Ref:136656)
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom