Scope
Reference
Ops 2025-0156
Description
This bidding opportunity is for up to 3 Lots comprising:
• the provision of the phased delivery of a Microsoft Dynamics-based Housing Management Solution (Lot 1);
and optionally,
• a Microsoft Dynamics-based Asset Management solution (Lot 2);
and
• Microsoft licensing & related ongoing development support (Lot 3)
A more detailed description of the requirement is provided within the full suite of bidding documents.
Total value (estimated)
- £3,200,000 excluding VAT
- £3,840,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 2 February 2026 to 1 February 2030
- Possible extension to 1 February 2036
- 10 years
Description of possible extension:
An initial 4 year term with up to 3 x 2 year extension options (to a maximum of 10 years); subject to satisfactory performance, retention of competitive rates, a demonstration of fitness for purpose, and spend levels being within the advertised range.
Main procurement category
Goods
Lot constraints
Maximum number of lots a supplier can bid for: 2
Maximum number of lots a supplier can be awarded: 2
Description of how multiple lots may be awarded:
How the lots will be assessed and awarded is detailed in the full suite of bid documentation.
Not the same for all lots
CPV classifications are shown in Lot sections, because they are not the same for all lots.
Lot 1. Housing Management System
Description
The provision of the phased delivery of a Microsoft Dynamics-based Housing Management Solution
Lot value (estimated)
- £1,100,000 excluding VAT
- £1,320,000 including VAT
CPV classifications
- 48000000 - Software package and information systems
Same for all lots
Contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Asset Management System
Description
The provision of the phased delivery of a Microsoft Dynamics-based Asset Management Solution
Lot value (estimated)
- £1,100,000 excluding VAT
- £1,320,000 including VAT
CPV classifications
- 48000000 - Software package and information systems
Same for all lots
Contract dates are shown in the Scope section, because they are the same for all lots.
Lot 3. Microsoft licensing & related ongoing development support
Description
Microsoft licensing & related ongoing development support (for Lots 1 &/or 2)
Lot value (estimated)
- £1,000,000 excluding VAT
- £1,200,000 including VAT
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
- 48000000 - Software package and information systems
Same for all lots
Contract dates are shown in the Scope section, because they are the same for all lots.
Participation
Legal and financial capacity conditions of participation
Lot 1. Housing Management System
Lot 2. Asset Management System
Lot 3. Microsoft licensing & related ongoing development support
As stated in the bidding documents.
Technical ability conditions of participation
Lot 1. Housing Management System
Lot 2. Asset Management System
Lot 3. Microsoft licensing & related ongoing development support
As stated in the bidding documents.
Particular suitability
Lot 1. Housing Management System
Lot 2. Asset Management System
Lot 3. Microsoft licensing & related ongoing development support
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
29 August 2025, 12:00pm
Submission type
Requests to participate
Deadline for requests to participate
12 September 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
Lot 1. Housing Management System
Lot 2. Asset Management System
1 to 4 suppliers
Selection criteria:
As stated in the bidding documents.
Lot 3. Microsoft licensing & related ongoing development support
1 to 4 suppliers
Award decision date (estimated)
22 December 2025
Recurring procurement
Publication date of next tender notice (estimated): 1 August 2035
Award criteria
Lot 1. Housing Management System
Lot 3. Microsoft licensing & related ongoing development support
| Name | Description | Type |
|---|---|---|
| Quality | As stated in the bidding documents. |
Quality |
Weighting description
As stated in the bidding documents.
Lot 2. Asset Management System
| Name | Description | Type |
|---|---|---|
| Quailty | As stated in the bidding documents. |
Quality |
Weighting description
As stated in the bidding documents.
Other information
Payment terms
As stated in bidding documents.
Description of risks to contract performance
As stated in the bidding documents.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This bidding opportunity is for up to 3 Lots comprising:
• the provision of the phased delivery of a Microsoft Dynamics-based Housing Management Solution (Lot 1);
and optionally,
• a Microsoft Dynamics-based Asset Management solution (Lot 2);
and
• Microsoft licensing & related ongoing development support (Lot 3)
A more detailed description of the requirement is provided within the full suite of bidding documents.
Justification for not publishing a preliminary market engagement notice
The Project Team have reasonably up-to-date market insight from recent procurements, internal intelligence and past engagements and are reasonably satisfied that the extra time of publishing (and assessing the responses to) a preliminary market engagement notice would add little additional value to a project that is operating within a reasonably tight timeframe.
Documents
Associated tender documents
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=608001
0. Invitation to Participate
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=608003
1. Software Development & Licensing Agreement
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=608005
1.1 Supporting Appendices
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=608007
1.2 Supporting Red Kite Policies
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=608008
2. Service Specification
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=608009
2.1 HMS Requirements
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=608010
2.2 AMS Requirements
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=608011
3.1 Service Quality Questionnaire
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=608013
3.2 Economic & Financial Standing
Contracting authority
Red Kite Community Housing
- Public Procurement Organisation Number: PQNL-4784-QYHP
Windsor Court
High Wycombe
HP11 1BB
United Kingdom
Contact name: Procurement Team
Telephone: +44 1494476100
Email: procurement@redkitehousing.org.uk
Website: http://www.redkitehousing.org.uk
Region: UKJ13 - Buckinghamshire CC
Organisation type: Public authority - sub-central government