✓Tender information last checkedLast checked 20 Oct 2026, 11:23.
Opportunity overview
To 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.
Classification
CPV48000000 — Software package and information systems
CPV72000000 — IT services: consulting, software development, Internet and support
Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.
Scope, procedure and submissions
Id
DN830991
Status
active
Procurement Method
open
Procurement Method Details
Competitive flexible procedure
Main Procurement Category
goods
Above Threshold
Yes
How to submit
Please refer to Pro Contract eTendering portal - https://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.
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
Covered By
GPA
Submission terms
Electronic Submission Policy
allowed
Languages
en
Tender Period
Ends
10 Nov 2026, 14:00
Enquiry period
Ends
27 Oct 2026, 14:00
Expected award period
Ends
18 Dec 2026, 23:59
Lot Details
No Lots Division Rationale
One solution required only, therefore lots are not appropriate.
Contract terms
Financial Terms
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.
Amendments
Entry 1
Description
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
Shortlist identified suppliers and notification of outcome of this stage communicated to all suppliers 11 November 2026
Presentations expected to be w/c 30 November 2026
Revised:
Deadline for Supplier clarification questions 14:00 hrs Re-opened 20 October 2026 and new deadline of 27 October 2026
Authority responses to Supplier clarification questions 14:00 hrs 03 November 2026
Return of Tender Stage 1 at 14:00 hrs (min. 25 days) 10 November 2026
Tender Stage 1 Assessment period By 24 November 2026
Shortlist identified suppliers and notification of outcome of this stage communicated to all suppliers 25 November 2026
Presentations expected to be w/c 07 December 2026
Id
098781-2026
Lots and requirements
Entry 1
Id
1
Status
active
Value
Including VAT
241,560
Amount
201,300
Currency
GBP
Award criteria
Criteria
Criterion 1
Type
price
Name
Price
Description
Price
Numbers
Entry 1
Number
60
Weight
percentageExact
Criterion 2
Type
quality
Name
Method Statement 1 - Data Migration / Data Upload
Description
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.
Numbers
Entry 1
Number
10
Weight
percentageExact
Criterion 3
Type
quality
Name
Method Statement 2 - Data Security
Description
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.
Numbers
Entry 1
Number
5
Weight
percentageExact
Criterion 4
Type
quality
Name
Method Statement 3 - User Engagement with the System
Description
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.
Numbers
Entry 1
Number
5
Weight
percentageExact
Criterion 5
Type
quality
Name
Method Statement 4 - Demonstration Qualitative Assessment. Reserved for Stage Two of the Competitive Flexible Procedure
Description
• 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%).
Numbers
Entry 1
Number
20
Weight
percentageExact
Suitability
Sme
Yes
Contract period
Starts
24 May 2027, 00:00
Ends
23 May 2030, 23:59
Items and delivery
Item 1
Id
1
Related Lot
1
Additional Classifications
Entry 1
Scheme
CPV
Id
48000000
Description
Software package and information systems
Entry 2
Scheme
CPV
Id
72000000
Description
IT services: consulting, software development, Internet and support
2 published notice versions reviewed by ProcuraAxis.
2 VERSIONS
1
092077-2026Tender notice on Find a Tender ·
2
098781-2026Tender notice on Find a Tender ·
PROCURAAXIS ANALYSIS
ProcuraAxis Analysis
Our approved analysis of the opportunity appears below the official tender information.
ANALYSIS PREVIEW
Opportunity intelligence at a glance
Isle of Wight Council is seeking an asset management solution for its Property Services department to support management of the Council’s property portfolio, improve efficiency and reduce duplication. The stated go-live date is not supplied; mobilisation is expected from 4 January 2027 to 24 May 2027.
Who this may suit
Potential fit for suppliers offering asset-management software or information systems for property portfolios. The supplied notice does not state detailed functional, technical, accreditation or eligibility requirements.
Key points identified
Asset management solutionProvide an asset management solution for the Authority's Property Services department.Evidence: "To provide an Asset Management Solution for the Authority’s Property Services department"
Property portfolio managementThe solution is for management of the Council's property portfolio.Evidence: "Management of the Council's Property Portfolio."
Efficiency objectiveThe solution should contribute to more efficient and effective working and reduce duplication.Evidence: "contributes towards the Authority’s objective of creating opportunity for more efficient and effective working and to reduce duplication"
89% approved-analysis confidence7 supplier criteria identified4 risks or unknowns
ProcuraAxis structures information found in published procurement records, checks the result for consistency and publishes only approved analysis. Confidence describes the completeness and consistency of the available source information; it is not a guarantee of eligibility or contract award.
Isle of Wight Council is seeking an asset management solution for its Property Services department to support management of the Council’s property portfolio, improve efficiency and reduce duplication. The stated go-live date is not supplied; mobilisation is expected from 4 January 2027 to 24 May 2027.
Who this may suit
Potential fit for suppliers offering asset-management software or information systems for property portfolios. The supplied notice does not state detailed functional, technical, accreditation or eligibility requirements.
Key deliverables
Asset management solution for the Property Services department
Support for management of the Council's property portfolio
Contract mobilisation expected from 4 January 2027 to 24 May 2027
SUPPLIER REQUIREMENTS
7 criteria identified
Asset management solution
98% confidence
Provide an asset management solution for the Authority's Property Services department.
View supporting evidence
"To provide an Asset Management Solution for the Authority’s Property Services department"
Property portfolio management
96% confidence
The solution is for management of the Council's property portfolio.
View supporting evidence
"Management of the Council's Property Portfolio."
Efficiency objective
94% confidence
The solution should contribute to more efficient and effective working and reduce duplication.
View supporting evidence
"contributes towards the Authority’s objective of creating opportunity for more efficient and effective working and to reduce duplication"
Detailed technical and functional requirements
99% confidence
Unknown.
View supporting evidence
No detailed specification is supplied.
Supplier eligibility requirements
99% confidence
Unknown.
View supporting evidence
No eligibility criteria are supplied.
SME suitability
99% confidence
Unknown.
View supporting evidence
suitable_for_sme is null.
VCSE suitability
99% confidence
Unknown.
View supporting evidence
suitable_for_vcse is null.
COMMERCIAL AND DELIVERY
Contract intelligence
Commercial
Estimated contract value
95% confidence
£201,300.
View supporting evidence
Lot 1 value_amount: 201300 GBP; process value_max: 201300 GBP.
Value basis and term
99% confidence
Unknown.
View supporting evidence
No contract term or value basis is supplied.
Delivery
Delivery area
91% confidence
UKJ34, United Kingdom.
View supporting evidence
Delivery location: region "UKJ34", country "United Kingdom".
Mobilisation period
97% confidence
Expected 4 January 2027 to 24 May 2027.
View supporting evidence
"Contract mobilisation expected to be 04 Jan 27 - 24 May 27."
Go-live date
96% confidence
Unknown.
View supporting evidence
The notice says the start date is the expected go-live date, but no start date is supplied.
PROCEDURE
How to respond
Opportunity status
99% confidence
Open tender.
View supporting evidence
display_status: "open"; notice type: "Tender notice on Find a Tender".
The notice categorises the procurement as goods, while the supplied CPV classifications cover software/information systems and IT services. The supplied evidence does not clarify whether implementation, support, or other services are within scope.
View supporting evidence
main_category: "goods"; CPV 48000000 "Software package and information systems"; CPV 72000000 "IT services: consulting, software development, Internet and support".
Procedure metadata ambiguity
98% confidence
The process procurement method is recorded as open, while the procedure detail is competitive flexible procedure. The supplied data does not explain their relationship.
No functional specification, technical requirements, integration requirements, implementation scope, support requirements, contract term, or evaluation criteria are supplied.
View supporting evidence
Only the high-level description and CPV classifications are supplied.
Lot detail limitation
99% confidence
Lot 1 is active and valued, but has no title or description.
View supporting evidence
Lot 1 title and description are null.
ProcuraAxis analysis supplements, but does not replace, the original notice and tender documents. Always verify eligibility, deadlines and commercial terms with the issuing authority.
Continue in your ProcuraAxis workspaceFree account · Full approved analysis