Scope
Description
Cartrefi Conwy is an independent not-for-profit Registered Social Landlord (RSL). We formed as result of the transfer of around 3,800 homes from Conwy County Borough Council in 2008.
Since the transferred homes have been under our ownership and management we have invested heavily in their refurbishment to bring them up to the Welsh Housing Quality Standard. We will continue to maintain our homes to this high standard in the future.
In 2015 Cartrefi Conwy established Creating Enterprise C.I.C. as a wholly owned subsidiary which operates as a social enterprise."
Find out more about us, including our recently published Together Corporate Plan and other background information by visiting https://cartreficonwy.org/
Following a strategic review of existing IT systems, it became clear that it will not be possible for us to achieve our strategic ambitions using the existing mix of systems, processes and information.
The business systems refresh programme is underway and has full approval from the Executive and Board. Its objectives include:
1. Improved service offerings to residents, including digital / self-service, leading to increased satisfaction ratings
2. The solution / system will allow resource to be more focused on customer-facing activity and enhance the "one team" ethos
3. Data and processes to be standardised and automated to make it easier for staff to work, be proactive, productive and collaborate
4. Moving closer to OVOTT, and making data available, transparent and easier to access / use, creating a 360° view of customers and assets
5. Improved management of operational risk and compliance
6. Access to the necessary data to inform asset investment decision making
7. Appropriate use of spreadsheets
8. Availability of system capabilities and performance not dependent on location or access method
9. Enable workflows and reports to be built more easily, not necessarily by IT
Our objective is to achieve live operation of at least the first tranche of new capability within 12 months from Contract signature.
In addition, we have identified other objectives for the new HMS / PMS / AMS / FMS, and we wish to procure:
1. 'Commercial off the Shelf' product sets only requiring configuration or parameterisation, not customisation, to meet our needs.
2. Solutions with a single 'look and feel' to the User Interface across all system 'modules'
3. A system that is easy to use, requiring minimal 'clicks' or steps to navigate around or use the system. (Note that ease of use is a key negative with the current systems.)
4. A system with a modern underlying 'technical architecture', with in-built mobility ('mobile first' as a design principle), automation / workflows, and digital capabilities.
5. Superior integration capabilities to enable easy data sharing with other systems, and technically straightforward adoption of emerging and future technologies.
6. Integration with Microsoft's Office365 suite of capabilities.
7. Capabilities that can enable us easily to build processes (workflows) to support other areas of our operation.
Not achieving these objectives, or a sub-optimal version of them, represents downstream technical, commercial and operational risk to us. As such, these elements will be explored in detail at ITT stage and form a critical part of our evaluation of a Potential Supplier's capability to meet these objectives.
Our requirements are detailed in the ITT documents. Note that we will not accept responses from Potential Suppliers for part solutions, the scope of each Lot can be considered as a single 'solution'. However, that does not preclude partnering with third-parties to deliver the overall solution.
We want a long-term partnership with the successful provider(s), the Contract will be for a period of 10 years with the option to extend annually up to a further 5 years at Cartrefi's sole discretion. The Contract values given in this Tender Notice reflect a 15-year term.
Total value (estimated)
- £3,992,000 excluding VAT
- £4,790,400 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 July 2026 to 30 June 2036
- Possible extension to 30 June 2041
- 15 years
Description of possible extension:
5 annual renewals
Options
The right to additional purchases while the contract is valid.
Additional functionality provided as part of the service offer
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UKL13 - Conwy and Denbighshire
Lot 1. Housing Management System (HMS)
Description
Supply and implementation of software covering all aspects of housing operations, for example;
o Lettings and allocations
o Tenancy management, including CRM / Contact Management
o Case and workload management
o Revenue and debt management, including service charges
o Workforce mobility
o Digital and self-service capabilities including customer portal / app
o Automation and end-to-end workflow
o Dashboards and management information.
Lot value (estimated)
- £1,757,000 excluding VAT
- £2,108,400 including VAT
Same for all lots
CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot 2. Property Management System (PMS)
Description
Supply and implementation of software covering all aspects of propert management, for example;
o Reactive repairs including scheduling and job management
o Voids management (property aspects)
o Workforce mobility
o Digital and self-service capabilities including customer portal / app
o Automation and end-to-end workflow
o Dashboards and management information.
Lot value (estimated)
- £1,002,000 excluding VAT
- £1,202,400 including VAT
Same for all lots
CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot 3. Asset Management System (AMS)
Description
Supply and implementation of software covering all aspects of asset management, for example;
o Strategic asset management
o Servicing and compliance
o Planned maintenance
o Workforce mobility
o Digital and self-service capabilities including customer portal / app
o Automation and end-to-end workflow
o Dashboards and management information.
Lot value (estimated)
- £530,000 excluding VAT
- £636,000 including VAT
Same for all lots
CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot 4. Finance Management System (FMS)
Description
Supply and implementation of software covering all aspects of financial operations, for example;
o Case management and workflow for approvals, queries, or issue resolution
o Expenses management (workflows, approvals, payment)
o Purchase to Pay with automated links to budgets, with GRN, invoice matching, and payment
o A portal for suppliers to be registered, maintain up to date details, and ac-cess capabilities including raising queries, submitting invoices and auto-matic updates on payment status
o Project Accounting for capital spend and other investments
o Management accounts for report distribution
o Making Tax Digital including the ability to manage partial exemptions
o CIS
o Chart of Accounts
o Accounts Payable / Receivable
o Cash management
o General Ledger
o Journals
o Creditor Management
o Bank Reconciliation.
Lot value (estimated)
- £703,000 excluding VAT
- £843,600 including VAT
Same for all lots
CPV classifications, contract locations, contract dates and options 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 (HMS)
Lot 2. Property Management System (PMS)
Lot 3. Asset Management System (AMS)
Lot 4. Finance Management System (FMS)
See Procurement Specific Questionnaire (PSQ)
Technical ability conditions of participation
Lot 1. Housing Management System (HMS)
Lot 2. Property Management System (PMS)
Lot 3. Asset Management System (AMS)
Lot 4. Finance Management System (FMS)
See PSQ
Particular suitability
Lot 1. Housing Management System (HMS)
Lot 2. Property Management System (PMS)
Lot 3. Asset Management System (AMS)
Lot 4. Finance Management System (FMS)
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
3 November 2025, 5:00pm
Submission type
Requests to participate
Deadline for requests to participate
10 November 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 (HMS)
Lot 2. Property Management System (PMS)
Lot 3. Asset Management System (AMS)
Lot 4. Finance Management System (FMS)
Minimum 5 suppliers per lot
Award decision date (estimated)
10 June 2026
Award criteria
Lot 1. Housing Management System (HMS)
| Name | Description | Type | Weighting |
|---|---|---|---|
| Lot 1 HMS - Quality | Quality of the bid - details in the Instructions to Tenderers Part 1 |
Quality | 85.00% |
| Lot 1 HMS - Price | Price of the bid - details in the Instructions to Tenderers Part 1 |
Price | 15.00% |
Lot 2. Property Management System (PMS)
| Name | Description | Type | Weighting |
|---|---|---|---|
| Lot 2 PMS - Quality | Quality of the bid - details in the Instructions to Tenderers Part 1 |
Quality | 85.00% |
| Lot 2 PMS - Price | Price of the bid - details in the Instructions to Tenderers Part 1 |
Price | 15.00% |
Lot 3. Asset Management System (AMS)
| Name | Description | Type | Weighting |
|---|---|---|---|
| Lot 3 AMS - Quality | Quality of the bid - details in the Instructions to Tenderers Part 1 |
Quality | 85.00% |
| Lot 3 AMS - Price | Price of the bid - details in the Instructions to Tenderers Part 1 |
Price | 15.00% |
Lot 4. Finance Management System (FMS)
| Name | Description | Type | Weighting |
|---|---|---|---|
| Lot 4 FMS - Quality | Quality of the bid - details in the Instructions to Tenderers Part 1 |
Quality | 85.00% |
| Lot 4 FMS - Price | Price of the bid - details in the Instructions to Tenderers Part 1 |
Price | 15.00% |
Other information
Payment terms
To be agreed as part of negotiation and contract
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The procedure description and steps are contained in the Instructions to Tenderers (Part1 of the full documentation set)
Documents
Associated tender documents
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348782
The instructions document sets out Cartrefi's Contracting requirements, general policy requirements, and the general tender conditions relating to this procurement process.
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348895
The Procurement Specific Questionnaire (PSQ) has been designed to help Cartrefi ensure that suppliers share the right information when participating in a procurement. This is separate from the formal tender submission (on how the supplier proposes to meet the tender requirements).
Please note: Do not complete or submit responses to Parts 2 - 4 at the PSQ stage of the process. Cartrefi will invite shortlisted suppliers to submit an Initial ITT at the appropriate time.
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348874
Lot 1 (HMS) specific documents Parts 2, 3 and 4
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348875
Lot 2 (PMS) specific documents Parts 2, 3 and 4
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348876
Lot 3 (AMS) specific documents Parts 2, 3 and 4
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=348877
Lot 4 (FMS) specific documents Parts 2, 3 and 4
Contracting authority
Cartrefi Conwy Cyfyngedig
- Public Procurement Organisation Number: PVDN-9226-PHMZ
Morfa Gele - Cae Eithin
Conwy
LL22 8LJ
United Kingdom
Contact name: Martin Joy
Telephone: +447768792754
Email: martin.joy@itica.com
Website: https://www.cartreficonwy.org
Region: UKL13 - Conwy and Denbighshire
Organisation type: Public undertaking (commercial organisation subject to public authority oversight)
Devolved regulations that apply: Wales