Section one: Contracting authority
one.1) Name and addresses
Cartrefi Conwy Cyfyngedig
Morfa Gele - Cae Eithin, North Wales Business Park
Abergele
LL22 8LJ
Contact
Stacey Faughnan
stacey.faughnan@cartreficonwy.org
Telephone
+44 3001240040
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA1206
one.4) Type of the contracting authority
Other type
Registered Social Landlord
one.5) Main activity
Housing and community amenities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Housing Management System
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
This notice sets out that Cartrefi Conwy has awarded a contract to Capita One Limited for the provision of a Housing Management System.
The contract is for a period of three years.
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: £344,400
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
two.2.3) Place of performance
NUTS codes
- UKL13 - Conwy and Denbighshire
two.2.4) Description of the procurement
This notice sets out that Cartrefi Conwy has awarded a contract to Capita One Limited for the provision of a Housing Management System.
The contract is for a period of three years and has a total value of 344,400 GBP excluding VAT.
Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(b)(ii) of the Public Contracts Regulation 2015 (the PCR). Regulation 32(2)(b)(ii) of the PCR allows contracting authorities to award a public contract by a negotiated procedure without prior publication on the grounds that no other supplier is available for technical reasons and where no reasonable substitute exists. Cartrefi Conwy considers that due to the complexity of and fundamental nature of the current service being provided by Capita One Limited the process to fully specify, scope, procure and mobilise an alternate provider will take up to three years. In particular the current system provides extensive services and features that cover areas such as Rent Accounting, property maintenance, tenant access portals, mobile working, repairs costing, resident involvement, property & person details, CRM & case management. These modules are relient on a specific set of hardware infrastructure that has been tailored to ensure best performance.
Cartrefi Conwy has commenced the replacement process but it requires continued service for the period up to July 2027 to complete it. Given the aforementioned technical complexity, the incumbent is the only provider reasonably available to provide this service for the required period.
In the alternative, Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(c) of the PCR. Regulation 32(2)(c) permits the award of a public contract for reasons of extreme urgency brought about by events unforeseeable by the contracting authority, where the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with. Cartrefi Conwy was in the process of securing a permitted extension to its existing contract with the incumbent. However, a corporate reorganisation involving the incumbent, and outside of the control of Cartrefi Conwy, prevented this from being completed in good time before the expiry of the contract. Given the need to maintain this essential system for the duration of the re-procurement project a contract is required to be awarded urgently. The award of a contract pursuant to Regulation 32(2)(c) is therefore strictly necessary, for reasons of extreme urgency, to ensure business continuity for Cartrefi Conwy.
two.2.5) Award criteria
Quality criterion - Name: Requirements / Weighting: 60
Cost criterion - Name: Whole Life Cycle / Weighting: 40
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 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 services can be provided only by a particular economic operator for the following reason:
- absence of competition for technical reasons
Explanation:
Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(b)(ii) of the Public Contracts Regulation 2015 (the PCR). Regulation 32(2)(b)(ii) of the PCR allows contracting authorities to award a public contract by a negotiated procedure without prior publication on the grounds that no other supplier is available for technical reasons and where no reasonable substitute exists. Cartrefi Conwy considers that due to the complexity of and fundamental nature of the current service being provided by Capita One Limited the process to fully specify, scope, procure and mobilise an alternate provider will take up to three years. In particular the current system provides extensive services and features that cover areas such as Rent Accounting, property maintenance, tenant access portals, mobile working, repairs costing, resident involvement, property & person details, CRM & case management. These modules are relient on a specific set of hardware infrastructure that has been tailored to ensure best performance.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2024/S 000-031603
Section five. Award of contract
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
25 July 2024
five.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 1
Number of tenders received by electronic means: 0
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Capita One Limited
65 Gresham Street
London
EC2V 7NQ
Country
United Kingdom
NUTS code
- UKI - London
National registration number
15370298
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £344,400
Section six. Complementary information
six.3) Additional information
(WA Ref:146445)
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