Public procurement notice: Contract Notice
Published: 2016-04-08
Buyer: East Midlands Housing Group
Country: UK
Contract type: Supplies
Procedure: Restricted procedure
CPV classification: 48000000 | 48330000 | 48900000 | 72200000 | 72212332
Estimated value: 300000 GBP
Submission deadline: 2016-05-08
Award criteria: Price, Quality

Technical requirements: Price
Quality
This Contract is for the provision and ongoing support with enhancements of an IT field based property maintenance and repair system through which our in-house teams can deliver and manage excellent services to our 18 000 householder customer base.
The chosen system will manage all of our repair activities and have a proven track record of managing an effective and efficient: reactive repairs service; void property process; statutory cyclical testing with certification programmes; planned work projects, pre and post inspection processes; and ground maintenance visits.
In addition, the system will need to demonstrate: easy to use operative mobile interfaces; outstanding customer ‘touch points’ and interactions; accurate and fully auditable material ordering and management processes; appropriate control of all associated health and safety aspects; fleet management capability and the ability to easily extract and report upon all data entries inclusive of continual time resource monitoring.
Although we have no preference as yet to where repairs are initially ‘logged’, it is a prerequisite that the chosen system will seamlessly interface as necessary with our Orchard, Keystone, Wisdom EDMS and Open accounts systems; and with our principal material supplier.
For contractual management reasons, we will give preference to systems that offer an ‘all in’ design as to eradicate to need for the purchase of third party products.
With many of our staff and operatives fully ‘field’ based, it is essential that the purchased product can enable remote repair logging and job ‘follow on’ arrangements with appointment allocation. It is also essential that the product is able to cope with multiple pricing models, sub contractor and fully ‘outsourced’ arrangements.
Preference will be for those solutions that pro-actively report under-performing tasks and facilitate corrective management intervention.
Our overall property maintenance activities have a 20 000 000 GBP spend and the system will need to tie together:
Procurement — Options open to (e.g.) Software as Service, Traditional Outright Purchase and other Procurement Models.
The contract will initially be for 5 years — our estimated value for that period is between 300 000 GBP and 450 000 GBP.
The form of Contract will be bespoke incorporating the T and C of both companies, the tender requirements as published and the successful providers tender responses.
The product will need to be proven in the market — reference sites will be required to be named in the PQQ and to host a visit during tender.
Compliant questionnaires submitted will be assessed as per the evaluation criteria in the PQQ Candidates will be ranked according to their total score — the top scores will be invited to tender. Depending on range of scores, that number is envisaged as between 5 and 8.

Eligibility requirements: As detailed in the PQQ. Turnover to be a minimum of twice the annual contract value (estimated at 80 000 GBP p.a.). As detailed in the PQQ. The PQQ will include a detailed check-list of our functionality requirement. The product will need to be proven in the market — reference sites will be required to be named in the PQQ and to host a visit during tender.
Turnover to be a minimum of twice the annual contract value (estimated at 80 000 GBP p.a.). As detailed in the PQQ.
Turnover to be a minimum of twice the annual contract value (estimated at 80 000 GBP p.a.).
As detailed in the PQQ.
The PQQ will include a detailed check-list of our functionality requirement. The product will need to be proven in the market — reference sites will be required to be named in the PQQ and to host a visit during tender.
The PQQ will include a detailed check-list of our functionality requirement.
The product will need to be proven in the market — reference sites will be required to be named in the PQQ and to host a visit during tender.