Scope
Description
Provision of a Housing Management, CRM, Asset Management
and Repairs System (including DLO) and Tenant Portal as further detailed in the procurement documents.
Total value (estimated)
- £9,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2031
- Possible extension to 31 March 2041
- 15 years
Description of possible extension:
Up to 2x 5 years extensions at Fairhives sole discretion giving a maximum potential term of 15 years
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 70333000 - Housing services
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Participation
Legal and financial capacity conditions of participation
As stated in the Procurement Specific Questionnaire (PSQ)
Technical ability conditions of participation
As stated in the Procurement Specific Questionnaire (PSQ)
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
29 July 2025, 5:00pm
Submission type
Requests to participate
Deadline for requests to participate
19 August 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Suppliers to be invited to tender
Maximum 5 suppliers
Selection criteria:
As stated in the PSQ at:
Award decision date (estimated)
1 January 2026
Recurring procurement
Publication date of next tender notice (estimated): 31 March 2041
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Full details of the qualitative evaluation criteria, sub-criteria and percentage weightings will be set out in the Invitation to Tender (ITT) issued to the suppliers who are shortlisted following the... |
Quality | 60% |
| Cost | Full details of the cost evaluation criteria will be set out in the Invitation to Tender (ITT) issued to the suppliers who are shortlisted following the PSQ stage. |
Cost | 40% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
• Any suppliers interested in bidding will in the first instance be required to respond to a Procurement Specific Questionnaire ("PSQ"), to demonstrate their experience of delivering similar contracts and their track record etc.
• The top 5 scoring suppliers from the PSQ stage will be invited to submit a tender for the Contract in response to the ITT. As part of their tender suppliers will be required to provide their qualitative / technical proposals for the Contract together with their pricing proposals.
• As part of their tender response suppliers will also be required to confirm that they accept the terms of the "Term Sheet" included with the ITT. This will set out the key terms to be incorporated in the Contract that is entered into with the successful supplier. The Contract will be based on the successful supplier's form of contract, but subject to and incorporating the terms of this Term Sheet.
• Fairhive Homes will evaluate all tenders in accordance with the criteria and methodology set out in the ITT, with 40% of the marks being attributed to price and 60% of the marks being attributed to the Suppliers' qualitative / technical proposals - to produce an overall score out of 100 for the Supplier's written tender response.
• Fairhive Homes intends to invite the top 2 scoring Suppliers to take part in the system demonstration stage, with the other Suppliers being eliminated from the procurement at this point. The system demonstration stage will be evaluated against pre-disclosed criteria. A further 20 marks will be available for the system demonstration stage. The scores the Suppliers get out of 20 for the system demonstration stage will be added to the scores they got out of 100 for their written tender response to produce an overall score out of 120. The Supplier with the highest overall score will be deemed to have submitted the most advantageous tender overall and will be selected as the preferred supplier, with whom the Contract will be finalised and agreed.
Contracting authority
FAIRHIVE HOMES LIMITED
- Companies House: RS008826
- Public Procurement Organisation Number: PZYB-3479-NQNM
Fairfax House
Aylesbury
HP202NJ
United Kingdom
Email: procurement@fairhive.co.uk
Region: UKJ13 - Buckinghamshire CC
Organisation type: Public authority - sub-central government