Scope
Reference
PRO0919
Description
Your Housing Group Limited invites suitably qualified and experienced suppliers to participate in a procurement in relation to a contract to provide an Integrated Housing and Asset Management System (software). This is to replace YHG's existing separate software and/or systems for housing and asset management as well as customer relationship management (CRM) under YHG's internal "Your Systems Programme".
YHG is undertaking this procurement under the Competitive Flexible Procedure in accordance with Section 20(2)(b) of the Procurement Act 2023 (the Act) and as further detailed in documentation provided. This is a multi-stage tendering procedure.
The aim for this contract is to efficiently consolidate and integrate solutions onto a modern cloud-based platform to leverage efficiencies and increase customer satisfaction. Responsive browser presentation will be expected to free staff to be more mobile and work more flexibly wherever required, on schemes, within offices or accessing systems securely from home. One other key goal is to provide excellent self-service facilities for customers, residents and tenants whenever needed or desired.
A digital first and cloud methodology is being pursued across YHG. This makes the most of ICT investment, while potentially enabling staff to have access to solutions and applications, wherever they have connectivity. Cloud delivered applications proposed will be expected to enforce high standards of penetration testing and compliance, as well as adherence to cloud security principles.
YHG is seeking principally one supplier and one system that will replace multiple other systems, however depending on the outcome of this tender appreciate that this may include the use of additional third parties or sub-contractors to provide aspects of the system dependant on the bids received from Tenderers.
Total value (estimated)
- £16,666,667 excluding VAT
- £20,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 March 2026 to 28 February 2031
- Possible extension to 28 February 2041
- 15 years
Description of possible extension:
5 year initial period with the following potential extension periods:
Extension 1: 3 years
Extension 2: 3 years
Extension 3: 2 years
Extension 4: 2 years
Maximum total contract length if all extensions taken out is 15 years.
Options
The right to additional purchases while the contract is valid.
YHG may Direct Award subsequent system "modules" related to the main housing and asset management system within the first 5 years of contract award to the successful Tenderer. These include software, systems or modules for: repairs management, repairs scheduling (including dynamic scheduling), risk management, contact centre telephony, other finance modules, HR/training/Payroll module(s), other modules provided by the Supplier to support Housing and Asset Management or Repairs functionality. This would done be through Schedule 5 Paragraph 8 of the Procurement Act 2023.
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UKD - North West (England)
Participation
Legal and financial capacity conditions of participation
YHG have set Legal and financial capacity conditions of participation. These are set out in the PSQ documentation.
Technical ability conditions of participation
YHG have set Technical ability conditions of participation. These are set out in the PSQ documentation.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
8 August 2025, 12:00pm
Submission type
Requests to participate
Deadline for requests to participate
19 August 2025, 12:00pm
Submission address and any special instructions
Submissions must be sent electronically through the MyTenders portal - https://www.mytenders.co.uk
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
2 February 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| YHG System Requirements | As set out in the tender documentation |
Quality | 50.00% |
| Price | As set out in the tender documentation |
Cost | 30.00% |
| Method Statements | As set out in the tender documentation |
Quality | 20.00% |
Other information
Payment terms
Please refer to procurement documentation which refers to YHG's payment terms in addition to payments being made within 30 days for valid, undisputed invoices.
Description of risks to contract performance
There are various risks relating the performance of the contract, highlighted below:
Implementation timetable risks
Variation / Change control
Business criticality, including knowledge transfer
Security - Cyber Security, Data Protection
Legislative Changes e.g. new Laws associated with the sector
Interfaces/Integrations for 3rd party systems
Data migration, quality, availability and loss
Support & Hosting - including training
Changes to resources or personnel
Not fit for purpose / Product no longer meets requirements
Wider supply chain considerations
Applicable trade agreements
- Government Procurement Agreement (GPA)
- Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
YHG are running a CFP with multiple stages, the criteria for which are all set out within the tender documentation including full details of evaluation criteria at each stage.
Stage 1 - Procurement Specific Questionnaire: All tenderers who pass stage 1 will be taken to stage 2.
Stage 2 - Dialogue: A series of dialogue meetings will be held ahead of tender submission required at Stage 3. This is to clarify and refine the tender.
Stage 3 - Tenders: Tenderers will be required to submit their quality and price proposals in line with the tender requirements. Following evaluation the top 2 suppliers will be taken to the next stage.
Stage 4 - System Demonstrations: Tenderers will be required to demonstrate their system/solutions and the tenderer with the most advantageous tender will be taken to the next stage.
Stage 5 - Preferred Tenderer Discussions: YHG will hold discussions with the tenderer with the most advantageous tender prior to contract award. This stage will involve clarifying or confirming commitments made in the Tender or limited post-tender negotiation.
Documents
Documents to be provided after the tender notice
The procurement documents are available for unrestricted and full direct access, free of charge at https://www.mytenders.co.uk. Interested suppliers must register on MyTenders to respond to the opportunity.
Tenders or requests to participate must be sent electronically through the MyTenders portal.
Contracting authority
Your Housing Group
- Public Procurement Organisation Number: PCBB-6493-RNBZ
130 Birchwood Boulevard
Warrington
WA3 7QH
United Kingdom
Contact name: Matthew Grice
Email: matthew.grice@yourhousinggroup.co.uk
Website: https://www.yourhousinggroup.co.uk
Region: UKD61 - Warrington
Organisation type: Public authority - sub-central government