VEAT - Additional Services and Support for Grosvenor Systems Propman Property Management System

Tender description

This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland has awarded a contract extension to Grosvenor Systems to supply software support to their existing Propman Property Management System. This is to ensure continuous operation of the existing property management system during an open tender process for a long term contract for a property management system and allow sufficient time to a possible system migration of a business critical system with integrations to other systems. It is also allowing for contingency plans should a resulting system migration fail at a defined stage gate. Crown Estate Scotland operates an outsourced business model for a significant part of its property management functions across its rural, coastal, urban/built development, minerals and mines royal and some of its marine, energy and infrastructure activities. Currently we have a series of contracts in place with firms of Managing Agents (MA’s) with specialist property management skills, capacity and experience. These were awarded to start in April 2021 as part of a separate procurement exercise and included new and additional firms. Previous Managing Agents maintained Property Management data on our behalf on PMS systems including Grosvenor Systems Propman. Crown Estate Scotland has brought control and responsibility for property management systems and our property data assets in-house and been developing its understanding of the system and requirements This is a voluntary ex ante transparency (VEAT) notice. Crown Estate Scotland has awarded a contract to Grosvenor Systems to supply software support to their existing Propman Property Management System which had been used by a current property management agent on our behalf and has been transferred to Crown Estate Scotland and brought in-house. This is to ensure continuous operation of the property management system during a full transparent open procurement of a long-term contract. This is a business-critical system available only from the stated supplier. Grosvenor Systems own the IPR and licensing rights in the software. The required licenses and support to operate the system can only be provided by Grosvenor Systems for technical reasons. During the term of the contract Crown Estate Scotland will investigate alternative systems to support the Property Management requirements. Following the changes in Managing Agents Crown Estate Scotland has completed a 12-month process to understand the requirements in the long term of our property management system and building tender documents for a long-term contract for this system. As part of this process, we have determined that we need an additional 12 months to complete a possible migration to limit business impact. We have also created two stage gates into the long-term contract which if failed may result in a requirement to retender. Should a stage gate result in a retender we will need to keep the current system beyond November 2024 for up to a further 2 years. Crown Estate Scotland are thus proposing to extend the contract till November 2024 with the option to extend for two 12-month periods to November 2026. As a result of the renewals an additional 180,000 GBP is being added to the contract value taking it to 603,276 GBP to allow for options for up to three 12 months extensions