Contract for the Provision of a Housing and Assets Management System

The ExtraCare Charitable Trust (ExtraCare) is seeking to procure a preconfigured cloud based Housing and Assets Management software as a service.

The requirement is for a modular, "off the shelf" solution which may require some configuration or customisation, consisting of interconnected modules built on Microsoft Dynamics platform and with a proven product suitable for use within the Authority's market which includes an element of leasehold properties, social housing and lifestyle services and care.

The requirement is not for a solution design service or bespoke software development.

The Authority estimates that the potential contract value may range between £1,500,000 to £2,700,000. Depending on the approach and timescales for implementing the requirements.

The Authority is considering a contract term of 5 years with the option to extend for up-to 2 more years.

ExtraCare is seeking to procure a preconfigured cloud-based Housing and Asset Management software as a service.

The requirement is for a modular, "off the shelf" solution which may require some configuration or customisation, consisting of interconnected modules built on Microsoft Dynamics platform.

We are seeking a product suitable and proven for use within the Authority's market which includes an element of leasehold properties, social housing and lifestyle services and care.

There are approximately 4199 properties across our villages, consisting of apartments, cottages, and bungalows, of which approximately 20% of our housing portfolio is social housing, whilst 80% are leasehold.

Our key objectives are:

· To meet our legal and regulatory needs.

· To deliver economy and efficiency benefits.

· To deliver a more effective service, allowing us to focus on our aim of delivering better lives for older people.

The selected platform will replace legacy systems and other largely manual or spreadsheet-based data and processes, improving effectiveness and efficiency across the organisation.

Key functional areas include the ability to manage:

• Resident leases and tenancy management.
• Income management including rent, service charges (all types). Setting and collecting rent and service charges, and management reporting.
• Asset Management- including building/safety compliance, stock condition and asset registers down to component level, preventative maintenance planning and investment management.
• Reactive repairs including - work order, workforce, and cost management.
• Housing management, including annual visits, complaints, Anti-Social behaviour, statutory resident communications.
• Management reporting including NROSH statutory reporting; and
• Sales & Marketing.
• Case management (including for Anti-social behaviour, complaints, etc).

The contract will need to support a phased approach to deployment of the modules, enabling an initial set of modules to be implemented, with the option of implementing further modules at the discretion of ExtraCare during the contract.

The requirements are for the provision of the software (including licenses), implementation services, training, and support.

Route to Market: It is anticipated that a Restricted (procurement) Procedure will be used, however depending on the level of interest expressed, other routes to market may be considered.

Interested suppliers are encouraged to express their interest by emailing: [email protected]

We may seek to undertake some pre-market engagement prior to the formal tender exercise. If you would like to be considered to participate in any pre-market engagement activity, please express your interest no later than 14th June 2024. Additional information: The ExtraCare Charitable Trust is a registered charity and as such must carry out charitable purposes for the public benefit.

ExtraCare was established in 1988 to provide services to older people and this is explicit in our Vision to deliver 'Better Lives for Older People' and our Mission 'Creating sustainable communities that provide homes older people want, lifestyles they can enjoy and care if it's needed.'

To deliver our vision and mission we essentially do three things: we develop new villages, we operate villages and schemes, and we support our villages, schemes and our 'extra-care' model through fundraising, advocacy and research.