Public procurement notice: Voluntary Ex Ante Transparency Notice
Published: 2019-04-19
Buyer: Residential Tenancies Board
Country: IE
Contract type: Services
Procedure: Negotiated without a prior call for competition
CPV classification: 72512000: Document management services | 75112000 | 79512000 | 79999100
Estimated value: 3500000 EUR
Award criteria: The most economic tender

Technical requirements: Provision of outsourced document management and contact management services for the processing of landlord and tenant related services in accordance with the relevant statutory obligations (to be altered via new legislation in 2019 but not yet enacted) imposed on the Residential Tenancies Board.
Provision of outsourced document management and contact management services for the processing of landlord and tenant related services in accordance with the relevant statutory obligations (to be altered via new legislation in 2019 but not yet enacted) imposed on the residential tenancies board.
In accordance with Art. 32.2(b)(ii), the Residential Tenancies Board (RTB) proposes to conclude a contract with its existing outsourced service provider, Capita Customer Solutions (Capita), for a period of up to 18 months during which time the RTB is preparing and implementing 2 major changes to its organisation. Firstly, through the implementation of its new tenancy management system, RTB360, fundamental changes will be introduced, including to those services currently provided by Capita. RTB360 is an enterprise solution supporting all core business processes, information flows, reporting, and data analytics requirements of the RTB. The new system will impact significantly on the processes and procedures currently undertaken by Capita and the RTB, while providing for increased efficiencies and catering for a greatly expanded customer base.
Secondly, the Residential Tenancies (Amendment) (No 2) Bill (2018), not yet enacted into law, provides for broad changes that will significantly expand the regulatory role and demand for services of the RTB. The RTB will be required to put in place the infrastructure, systems and people required for the implementation of this legislation, to be commenced over the period 2019-2020.
Throughout this period, the RTB will be required to deliver on the Irish Government’s goal of delivering greater protection and certainty to those living and working in the rental sector while also meeting expectations of delivering improved core services.
Given these requirements; the development and implementation of a major system supporting all the core functions of the organisation, extensive growth in the numbers of transactions in the residential market, the accelerated demand and extended services anticipated over this coming period and RTB’s reliance on the skills and expertise of this outsourced service partner in that regard, it has been concluded that there is no possibility of conducting an open and transparent procurement process during this time of extensive change. The RTB will, during the remainder of 2019 and early 2020 endeavour to create the situation through changing processes and services which make it possible to initiate an award procedure at the latest in April 2020, thus enabling maximum market participation in the new competition. In the meantime, Capita will remain in situ as an indispensable component of the resources which must remain available to the RTB to meet its obligations and to successfully transition to the new systems and service model inherent from system and legislative change.
Please note that the residential tenancies board will not conclude this contract with the successful tenderer designate until after the expiry of the standstill period relating to this contract of 14 calendar days. The standstill period will commence at midnight on the day of dispatch of this notice to the Official Journal of the European Union.


Winner: Capita Customer Solutions
Award value: 3500000