Official UK procurement notice
Provision of an Asset Management Solution - Competitive Flexible Procedure
Authority: Isle of Wight NHS Trust (Central government)
What is being bought
Published requirement descriptionTo provide an Asset Management Solution for the Authority’s Property Services department that is fit for purpose and which contributes towards the Authority’s objective of creating opportunity for more efficient and effective working and to reduce duplication. Management of the Council's Property Portfolio. Contract mobilisation expected to be 04 Jan 27 - 24 May 27.
Please note that the start date is the expected 'Go Live' date, but the contract mobilisation is expected to begin 04 January 2027.
- Not divided into lots: One solution required only, therefore lots are not appropriate.
- How the procedure runs: Please refer to the Tender Pack for full details. This Procurement is being conducted in accordance with the Procurement Act 2023 using the Competitive Flexible Procedure. This Competitive Flexible Procedure will be conducted in two stages and will include presentations. - The Procurement does not require negotiations with the Suppliers, for example in connection with the draft Contract. • Tender Stage 1 – Invitation to submit a tender (shortlist will be maximum of 4 suppliers) • Tender Stage 2 (presentations from those shortlisted) • Award Stage
- No preliminary market engagement: PME decided not to be a requirement, hence no notice published.
CPV: IT services: consulting, software development, Internet and support · Software package and information systems
The lotProcurement structure
single lot · value publishedWhat it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (5)
- Method Statement 1 - Data Migration / Data Upload: 10%
- Method Statement 2 - Data Security: 5%
- Method Statement 3 - User Engagement with the System: 5%
- Method Statement 4 - Demonstration Qualitative Assessment. Reserved for Stage Two of the Competitive Flexible Procedure: 20%
- Price: 60%
Published award criteria (5)
- Price
- Method Statement 1 - Data Migration / Data Upload: The Supplier is required to lead the Data Migration and Data Cleansing element at the start of the contract, as well as being responsible for the initial data upload. Please describe in detail the support provided to the Authority for data migration, including scope (e.g. data mapping, cleansing, validation), responsibilities, tools used, and any assumptions or exclusions. Please outline in your response but not be limited to: - A clear mobilisation and implementation timeline showing the critical path - How data will be collated and migrated onto the database. - How data accuracy, consistency and completeness will be controlled and assured during migration. - Validation methods, quality assurance workflows and testing processes - Details of how data will be returned to the council at contract end, including format and secure transfer method, at no additional cost to the Authority - Evidence that the system supports integration with other software platforms through APIs and import/export functions - Initial Data upload is required during the migration phase, please set out further information on how you would manage and co-ordinate this, including details on volumes supported, formats accepted etc.
- Method Statement 2 - Data Security : The nature of the information held within the solution places a greater emphasis on data security. Please confirm how your solution addresses information security, including, but not limited to the points below: - Evidence of data protection controls, information on where the data is stored, and demonstration of compliance with ICO data residency and UK GDPR requirements if stored offsite. - Confirmation that the Council maintains 100% ownership of the data. - Confirmation that the system supports single sign on. - Does the system support Multi-Factor Authentication? - Evidence that the system provides tamper proof audit logs that detail who accessed, modified or deleted a record. - Information regarding the frequency of backups and any data encryption of these, as well as the storage of backups and if these are held in a separate geographic location than the server. - Confirmation of physical security controls for any onsite hosted hardware. - Detail explaining what your contractual guarantee for notifying us of a data breach is.
- Method Statement 3 - User Engagement with the System: The solution will be used by a broad cross section of the Authority’s departments, each requiring different outputs from the system, this also emphasises the importance of ongoing technical support. Please address how the proposed solution meets the requirements within the specification, outlining where it may exceed the requirements and addressing the items below: • Evidence on an intuitive system interface, providing an easy to navigate platform where data is accessible and clearly laid out. This should be suitable for non-technical users. • Evidence that a detailed training programme will be provided at the start of the contract with further training documents available throughout the life of the contract. • A breakdown of your approach to database/solution support, your expected query/support response times, support hours and routes for escalation, and how this meets or exceeds our KPIs. • Evidence of customisable reporting and details on how this is achieved to meet the needs of different service areas. • Information on your approach to system maintenance, upgrades and future product development. • Details on how software upgrades take place and if they are conducted outside of standard business hours limiting any downtime. • Explanation on how the database handles Subject Access Requests (SAR’s) from tenants. • Information on the business continuity and disaster recovery arrangements, including Recovery Point Objective (RPO) and Recovery Time Objective (RTO). - A breakdown of the training provided to ensure the competency of users ahead of BAU.
- Method Statement 4 - Demonstration Qualitative Assessment. Reserved for Stage Two of the Competitive Flexible Procedure: • Please demonstrate via the demonstration, the meeting of all mandatory specification requirements that will be delivered within the core system offering. Please clearly identify: o any functionality requiring additional modules, integrations, or third-party solutions; o any associated additional costs (one-off or recurring) o details of the product/solution roadmap, including planned enhancements, release frequency, and approach to continuous improvement (10%). • Please demonstrate your processes and procedures for managing this project including how you will maintain effective communication with the Authority throughout the contract (5%). • Please demonstrate how the Property Management requirements will be met, including registration, property details, history, records, as well as hoe the system produces meaningful reports at no additional cost. (5%).
No conditions of participation were published on the notice; check the tender documents.
- Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.
- Turnover usually expected at this size: about £134,078 (twice the annual value).
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula. Turnover is an indicative market norm (≈2× annual value), not a published condition.
Competition analysis · published record, not a forecast of who will bid
How Isle of Wight NHS Trust buys Software package and information systems (CPV 48), and who usually turns up
Isle of Wight NHS Trust’s published record next to the market for the same work. Frameworks and DPS are left out: they draw different bid counts. Whole-market view: Software package and information systems (CPV 48) →
How the contest usually goes
Winner shares use published awards; bid and price charts use contested lots.
i
How often small and medium firms win.
Share of awards where the winner’s size is known.
The counts under this question show how many awards have a known supplier size.
Small firms have won here. Neither number says whether you qualify; it describes who has been winning.
i
How often local firms win similar work.
Winners with a registered address in the delivery region, out of awards with a known address.
Local means the winner is registered in the region where that award was delivered. The market figure counts awards delivered in South East England.
A local branch does not count if the registered address is elsewhere.
Most of this buyer’s recorded winners were registered outside the region where that award was delivered.
i
How long buyers here take to decide after bids close.
Middle value in days from the bid deadline to the award date, on competitions that published both.
Only decided tenders count, so slow ones still waiting are not in.
Half of these awards have an award date within 59 days of the bid deadline.
i
How often work is awarded with no recorded rival.
Direct awards and tenders where every published lot count shows one bid.
Both shares are minimums: some awards have no bid count.
Thin markets produce this too; it is not proof of a tailored specification.
Direct awards or one recorded bid are common here. Check the route before spending time on a bid.
How many bids did past lots attract?
i
How many bids past lots received.
Each colour is a bid-count range. Only competed lots with a published count are included.
Past bids do not predict this tender.
1 bid56% / 10%
2–322% / 26%
4–617% / 41%
7+6% / 23%
How did awards compare with estimates?
i
Where winning prices landed against estimates.
Each colour shows awards below, close to or above the published estimate, one lot at a time.
Past prices are a guide, not a bid price.
Below estimate36% / 57%
Within ±2%32% / 21%
Above estimate32% / 21%
Assess each lot i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
Open a lot for its forecast, this buyer’s previous supplier and possible competitors, from published award history, not a bid list
Lot #1CPV 48Published estimate£201k
This lot lists more than one class in CPV 48. The comparison uses that group.
i
How many bids this lot may attract.
The forecast uses similar past competitions. The bar shows either that forecast or past bid counts; the line below says which.
Each lot shows its own forecast based on its own category; forecasts for different lots of the same notice are not comparative.
A forecast, not a list of bidders.
1 bid20%
2–331%
4–642%
7+7%
i
Where the award price may land.
The forecast uses similar awards and the buyer’s estimate. The band covers the middle half of likely prices.
Based on 36 comparable awards. Each lot reflects its own category; forecasts for different lots of the same notice are not comparative.
A statistical guide from past awards, not a price to bid.
Middle 50%£161k–£201k
Estimate£201k
Who has supplied this buyer on similar work? i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
No earlier contract of this buyer matches this lot on the published record.
Who could compete for this lot? i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
| Supplier | Won in this category | Live contracts | Award vs estimate |
|---|---|---|---|
CIVICA UK LIMITEDLarge | £47m158 awards in 36m · last this month | 63 live · £163m iPublic contracts this supplier still holds. Its awards whose published end date is still in the future, with their values. Many contracts publish no end date, so this is a floor, not the whole book. Unexpired says nothing about spare capacity. | 7% below n=19 |
IDOX SOFTWARE LTDLarge | £14m70 awards in 36m · last this month | 22 live · £3.6m iPublic contracts this supplier still holds. Its awards whose published end date is still in the future, with their values. Many contracts publish no end date, so this is a floor, not the whole book. Unexpired says nothing about spare capacity. | 17% below n=6 |
| £37m70 awards in 36m · last 2 months ago | 17 live · £6.2m iPublic contracts this supplier still holds. Its awards whose published end date is still in the future, with their values. Many contracts publish no end date, so this is a floor, not the whole book. Unexpired says nothing about spare capacity. | at estimate n=9 | |
| £10m20 awards in 36m · last 2 months ago | 8 live · £3.4m iPublic contracts this supplier still holds. Its awards whose published end date is still in the future, with their values. Many contracts publish no end date, so this is a floor, not the whole book. Unexpired says nothing about spare capacity. | at estimate n=7 | |
| £3.4m7 awards in 36m · last 6 months ago | 2 live · £40k iPublic contracts this supplier still holds. Its awards whose published end date is still in the future, with their values. Many contracts publish no end date, so this is a floor, not the whole book. Unexpired says nothing about spare capacity. | 8% below n=3 |
About this data
- Source. Official UK public procurement notices (Find a Tender), reused under the Open Government Licence v3.0. New notices arrive through the day; the figures are rebuilt nightly.
- Two views, kept apart. The authority’s own track record and the wider market for the same kind of work sit side by side and are never mixed. Where the local picture is too thin, a figure widens to a broader market and says which one it used.
- Forecasts are labelled. The price forecast and its range, possible competitors and the earlier-work matches are our estimates from past awards: not published facts, not win chances and not price advice. Official notices do not say who is bidding.
- Every figure shows what it rests on. Not every notice publishes a bid count, a value or a delivery region, so each figure carries the number of records behind it, and one built on few records is marked as such. The on a figure explains it; the counting rules are in the methodology. Spotted something wrong? Tell us.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- Notice status
- Open for tender
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 29 Sept 2026, 17:10 BST
- Last source update
- 20 Oct 2026, 09:54 BST
- Award evaluation window
- Submission end – 18 Dec 2026
- Authority reference
DN830991- FTS notice number
2026/S 000-092077- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-077cf0Find a Tender- Contract terms summary
The requirement can be set out as below:
(1a) Payment for the Asset Management Solution will be made once the acceptance testing milestone has been signed off by the Authority and paid via PO. This is to be to be agreed by the Authority with successful supplier on contract acceptance however must be completed at the very latest by 24 May 2027 (or the Go Live date, if this commences earlier).
(1b) Professional/Implementation services will be paid via PO and be considered as “one off” payments. This is to be to be agreed by the Authority with successful supplier on contract acceptance however must be completed at the very latest by 24 May 2027 (or the Go Live date, if this commences earlier).
Asset Management Solution Integration/Configuration as detailed to meet our requirements will be paid once the acceptance testing milestone has been signed off by the Authority and paid via PO. This is to be agreed by the Authority with successful supplier on contract acceptance however must be completed at the very latest by 24 May 2027 (or the Go Live date, if this commences earlier).
(c) Support, Maintenance and License requirements will commence after the acceptance testing milestone has been signed off by the Authority. This will start the S/M/L element of the contract for the Asset Management Solution. The term of the S/M/L contract will be 3 years from the date of the acceptance testing milestone signed off by the Authority, expected to be at the latest by 24 May 2027. Payment for this element will be paid annually in advance via PO.
- How it runs
Please refer to the Tender Pack for full details.
This Procurement is being conducted in accordance with the Procurement Act 2023 using the Competitive Flexible Procedure.
This Competitive Flexible Procedure will be conducted in two stages and will include presentations.
- The Procurement does not require negotiations with the Suppliers, for example in connection with the draft Contract.
- Tender Stage 1 – Invitation to submit a tender (shortlist will be maximum of 4 suppliers)
- Tender Stage 2 (presentations from those shortlisted)
- Award Stage
How to participate & submission route
Official notice Submit via ProContract (Due North)- Requests to participate (first stage)
- —
- Tender submission deadline
- 10 Nov 2026, 14:00 GMT
- Clarification deadline
- 27 Oct 2026, 14:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Please refer to Pro Contract eTendering portal - procontract.due-north.com ↗
This will be used for the following purposes:
(a) Issuing of ITT, any associated documents and / or further instructions.
(b) Uploading and sharing of related documents to the ITT.
(c) Messaging suppliers, either globally in relation to updates or individually where applicable.
(d) Issuing updates, clarifications or information related to the ITT.
The Supplier shall ensure via the Portal that:
(a) All communications with the Authority, including clarifications, are directed via the messaging facility and they monitor the messaging facility for any updates related to the ITT.
(b) Messaging queries including discrepancies, omissions or concerns about the Tender Pack are raised.
(c) The submission of the Tender response document related to this procurement.
(d) Suppliers are advised not to make any direct contact with the Authority or their representatives concerning any aspects of this ITT process other than by the Authority’s Portal, except in exceptional circumstances.
(e) In the event of any operational issues in using the Portal Suppliers should contact procontractsuppliers@proactis.com
Documents must be uploaded in an “Open Document” format, and all attachments will ideally be Zipped into one file. (Use PDF documents where possible to reduce file sizes).
Suppliers can upload / amend their Tender response via the Portal at any time prior to the submission deadline. The Tender response is secure and only visible to the Supplier up until the close deadline date / time at which point the system is locked to the Supplier and contents become visible to the Authority.
Tenders received after the return date will not be considered, unless there is a justifiable and evidenced reason beyond the control of the Supplier.
Tenders must be completed in English and unit rates and prices must be quoted in pounds sterling. Prices submitted are to be exclusive of VAT.
The Authority is not bound to accept the lowest or any Tender and may accept the whole or part of any Tender.
Information provided by the Supplier in the Tender shall constitute an irrevocable offer to the Authority that shall form part of any subsequent contract between the parties.
All information related to the Authority and supplied in connection with this procurement shall be kept by the Supplier in strictest confidence.
Timeline
29 Sept 2026 → 24 May 2027 · 6 dates- Tender notice published27 days ago29 Sept 2026, 17:10 BST
- Latest notice published7 days ago20 Oct 2026, 09:54 BST
- Today26 Oct 2026
- Clarification questions byin 1 day27 Oct 2026, 14:00 GMT
- Submission deadlinein 15 days10 Nov 2026, 14:00 GMT
- Award decision expected byin 53 days18 Dec 2026, 23:59 GMT
- Contract startsin 209 days24 May 2027, 00:00 BST
Notice history
3 events · 2 releases on Find a Tender · since 29 Sept 2026- Tender notice published29 Sept 2026, 17:10 BSTUK4
- Tender notice published20 Oct 2026, 09:54 BSTUK4
- Deadline moved to 10 Nov 2026, 14:00 GMT20 Oct 2026, 09:54 BST+14 days · was 27 Oct 2026, 14:00 GMT
Published amendments (1)
Tender deadline extension and associated extensions for supplier clarification and Council response deadline. Original: Deadline for Supplier clarification questions 14:00 hrs 16 October 2026 Authority responses to Supplier clarification questions 14:00 hrs 20 October 2026 Return of Tender Stage 1 at 14:00 hrs (min. 25 days) 27 October 2026 Tender Stage 1 Assessment period By 10 November 2026 Sho…
Commercial outcome & contract awards
Nothing awarded yet- Awards (0)
- No award published
- Contracts (0)
- No contract published
- Bid statistics
- No aggregate bid statistics published
Contracting authority & participating public bodies
Official documents & specifications (2)
Official links; attachments are not copiedNotices published for this procedure
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender