Voluntary ex ante transparency notice
Directive 2014/24/EU
Section I: Contracting
entity
I.1) Name and addresses
Cartrefi Conwy Cyfyngedig
Morfa Gele - Cae Eithin, North Wales Business Park
Abergele
LL22 8LJ
UK
Contact person: Stacey Faughnan
Telephone: +44 3001240040
E-mail: stacey.faughnan@cartreficonwy.org
NUTS: UK
Internet address(es)
Main address: http://www.cartreficonwy.org
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA1206
I.4) Type of the contracting authority
Other: Registered Social Landlord
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Housing Management System
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Supplies
II.1.4) Short description
This notice sets out Cartrefi Conwy's intention to award a contract to Capita One Limited for the provision of a Housing Management System.
The proposed contract is for a period of three years.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
344 400.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
48000000
72000000
II.2.3) Place of performance
NUTS code:
UKL13
II.2.4) Description of the procurement
This notice sets out Cartrefi Conwy's intention to award a contract to Capita One Limited for the provision of a Housing Management System.
The proposed contract is for a period of three years and has a total value of 344,400 GBP excluding VAT.
Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(b)(ii) of the Public Contracts Regulation 2015 (the PCR). Regulation 32(2)(b)(ii) of the PCR allows contracting authorities to award a public contract by a negotiated procedure without prior publication on the grounds that no other supplier is available for technical reasons and where no reasonable substitute exists. Cartrefi Conwy considers that due to the complexity of and fundamental nature of the current service being provided by Capita One Limited the process to fully specify, scope, procure and mobilise an alternate provider will take up to three years. In particular the current system provides extensive services and features that cover areas such as Rent Accounting, property maintenance, tenant access portals, mobile working, repairs costing, resident involvement, property & person details, CRM & case management. These modules are relient on a specific set of hardware infrastructure that has been tailored to ensure best performance.
Cartrefi Conwy has commenced the replacement process but it requires continued service for the period up to July 2027 to complete it. Given the aforementioned technical complexity, the incumbent is the only provider reasonably available to provide this service for the required period.
In the alternative, Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(c) of the PCR. Regulation 32(2)(c) permits the award of a public contract for reasons of extreme urgency brought about by events unforeseeable by the contracting authority, where the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with. Cartrefi Conwy was in the process of securing a permitted extension to its existing contract with the incumbent. However, a corporate reorganisation involving the incumbent, and outside of the control of Cartrefi Conwy, prevented this from being completed in good time before the expiry of the contract. Given the need to maintain this essential system for the duration of the re-procurement project a contract is required to be awarded urgently. The award of a contract pursuant to Regulation 32(2)(c) is therefore strictly necessary, for reasons of extreme urgency, to ensure business continuity for Cartrefi Conwy.
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Negotiated procedure without prior publication
Justification for selected award procedure:
The works, supplies or services can be provided only by a particular economic operator for the following reason: absence of competition for technical reasons
Explanation:
Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(b)(ii) of the Public Contracts Regulation 2015 (the PCR). Regulation 32(2)(b)(ii) of the PCR allows contracting authorities to award a public contract by a negotiated procedure without prior publication on the grounds that no other supplier is available for technical reasons and where no reasonable substitute exists. Cartrefi Conwy considers that due to the complexity of and fundamental nature of the current service being provided by Capita One Limited the process to fully specify, scope, procure and mobilise an alternate provider will take up to three years. In particular the current system provides extensive services and features that cover areas such as Rent Accounting, property maintenance, tenant access portals, mobile working, repairs costing, resident involvement, property & person details, CRM & case management. These modules are relient on a specific set of hardware infrastructure that has been tailored to ensure best performance.
Cartrefi Conwy has commenced the replacement process but it requires continued service for the period up to July 2027 to complete it. Given the aforementioned technical complexity, the incumbent is the only provider reasonably available to provide this service for the required period.
In the alternative, Cartrefi Conwy considers that the award of the contract is permitted under Regulation 32(2)(c) of the PCR. Regulation 32(2)(c) permits the award of a public contract for reasons of extreme urgency brought about by events unforeseeable by the contracting authority, where the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with. Cartrefi Conwy was in the process of securing a permitted extension to its existing contract with the incumbent. However, a corporate reorganisation involving the incumbent, and outside of the control of Cartrefi Conwy, prevented this from being completed in good time before the expiry of the contract. Given the need to maintain this essential system for the duration of the re-procurement project a contract is required to be awarded urgently. The award of a contract pursuant to Regulation 32(2)(c) is therefore strictly necessary, for reasons of extreme urgency, to ensure business continuity for Cartrefi Conwy.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
Section V: Award of contract/concession
V.2 Award of contract/concession
V.2.1) Date of conclusion of the contract/concession
25/07/2024
V.2.2) Information about tenders
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Capita One Limited
15370298
65 Gresham Street
London
EC2V 7NQ
UK
NUTS: UKI
The contractor is an SME:
No
V.2.4) Information on value of the concession and main financing terms (excluding VAT)
Total value of the concession/lot:
344 400.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=144769.
(WA Ref:144769)
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
02/10/2024