Replacement Property Management System for Crown Estate Scotland

Tender description

Crown Estate Scotland currently use Grosvenor Systems Propman as their PROPERTY MANAGEMENT SYSTEM. The current contract with Grosvenor Systems will end in November 2024. This tender is to provide Crown Estate Scotland with a working PROPERTY MANAGEMENT SYSTEM and associated services in line with our documented requirements and user stories. To retain all current and historical data (including transactional data) from the current Propman system. To project manage any migration and configuration work as well as support and maintain the system for the duration of its use. Lot 1: The Successful Supplier will project manage all activities to make the PROPERTY MANAGEMENT SYSTEM go live under the new contract. CES to perform data conversions with supplier providing significant guidance & support, performing the import of the data with us, and assisting with any debugging. Supplier will provide initial super user training to 23 key staff within Crown Estate Scotland and third parties. There will be up to 2 users for each of 6 managing agents, 11 people across 5 internal business teams. Sessions to be recorded and each session to be delivered twice to allow scheduling. SUPER USERS will train their teams. Supplier to provide guidance to SUPER USERS during the initial 12-month post go-live. This will be via: - Attending a monthly up to 2-hour Microsoft Teams meeting for Q&A, idea sharing and ad-hoc top up training; and - Email queries on areas where training was not clear, is an infrequently used area, or training did not cover. - Supplier will be responsible for applying all software updates to the PROPERTY MANAGEMENT SOFTWARE for the duration of the contract. This will include both security and software updates. Should the supplier replace the system with a new product they will be responsible for migrating us to the new product at an agreed time unless Crown Estate Scotland opt to terminate the contract. Solution to deliver at least one PRODUCTION SYSTEM and one TEST SYSTEM with the ability for CES to sync data from PRODUCTION SYSTEM to the TEST SYSTEM throughout the life of the contract. The supplier may split the functions of the TEST SYSTEM. The PROPERTY MANAGEMENT SYSTEM should meet all requirements laid out in the high-level requirements document and at least all the mandatory user stories in the User Stories document. At the end of the contract, we need all data in the PRODUCTION SYSTEM provided to us in industry standard formats. Multiple exports will be required prior to the final cutover export. General expectations are: - Database records to be provided in CSV format - Files to be provided as separate files with unique names along with CSV index file(s) that links the files to database records they relate to. At the earliest opportunity the supplier will provide Crown Estate Scotland, and it’s Managing agents, a PROOF OF CONCEPT BUILD of the system. This should take less than 25% of the initial setup resource and provide sufficient data for testing and training. There will be two stage gates within the project Stage gate 1: Proof of Concept Stage gate 2: Proof of Fulfilment Both stage gates are formal milestones with a formal review date. However, should CES have good reason to believe that a Stage gate will fail prior to the review date it may initiate an earlier pre-emptive review. If the supplier cannot satisfy CES that the Stage gate will not fail CES reserves the right, at its sole discretion, to terminate the contract prior to the planned formal review date. Should a supplier fail to pass a stage gate then CES will temporarily renew with the current provider and reserve the right to cancel and re-procure.