Compliance and Assurance Software

Concepts

• compliance software
• derby
• software package

Location

Derby

Description

Derby Homes Limited intends to contract for The Compliance Workbook (TCW) software, for the ongoing provision of a specialist, unique Compliance and Assurance software package. Derby Homes has published this notice and intends to award a contract to The Compliance Workbook Ltd.

Total Quantity or Scope

Derby Homes Limited currently uses a specialist Compliance and Assurance software package. The contract will allow annual license purchases, support and maintenance. A change of product would have had a major impact on operational activities, and create significant costs of change. We do not believe a suitable alternative exists at this time. Each month the organisation receives up to 1,800 documents across multiples compliance areas with essential information that could drive the direction of the organisation. Software capturing information from this provides evidence of compliance, asset information, improved data interpretation, supports remedial actions and output tracking, automated engineering and regulatory validation with reduced risk of human error. The Building Safety Bill and the Golden Thread of Information puts an onus on the organisation to see and do more with data. TCW technology is a unique Compliance and Assurance software package, and we are using it to review documents electronically in a manner to extract all essential data needed to validate safety. TCW performs extensive regulatory and best practice calculations to compliance documents to ensure all fields have been complete with accurate and valued information. The product then extracts any further actions or remedial works and provides a process for managing the assets compliance to ensure all outstanding tasks are remedied in a timely manner. Research carrying out due diligence on other compliance packages suggest it is reasonable to believe TCW is the only product that meets all our requirements. Derby Homes have for some time been inputting data into the software and configured it to our requirements. We believe a change of software at this time, if any suitable alternative is available despite our research thus far, would carry significant costs of change and pose risks to our compliance and assurance activities.

Award Detail

Renewal Options

36 month initial contract period with option to extend by up to a further 36 months subject to performance, costs being within value stated above, and any suitable alternatives to the software that may emerge during this time.

Award Criteria

CPV Codes

• 48170000 - Compliance software package

Indicators

• Options are available.
• Award on basis of price.

Legal Justification

Only one possible provider to meet all requirements has been identified. Derby Homes Ltd posted the VEAT notice to confirm no other options existed following our due diligence or if a tender is required in the future, to be transparent about action taken and why. The contract term will be for 36 months initially with option to extend by up to a further 36 months to allow a competitive process in the future if alternatives exist which we have otherwise been unable to identify.

Other Information

We intend to continue using the software for another 36 months and, if no suitable alternatives are notified to us in that time, potentially up to a further 36 months.