Asset Compliance and Assurance Software
key details
| Value | £350,000 (£420,000 inc. VAT) |
|---|---|
| Status | planning |
| Category (CPV) | 48170000 |
| SME suitable | Yes |
| OCID | ocds-h6vhtk-069f8e |
description
Purpose of Engagement -
The Guinness Partnership is undertaking preliminary market engagement to explore available software solutions capable of reading, categorising, validating, and managing compliance certificates associated with gas, electrical, and water inspections.
This engagement is intended to: Understand the capabilities of the market
Inform future procurement strategy and specification
Identify innovative or emerging solutions
Assess delivery models, implementation approaches, and commercial options
Participation in this engagement does not constitute a commitment to commence a procurement or award a contract.
Background and Context -
The Guinness Partnership owns and manages over 70,000 homes and is responsible for ensuring ongoing compliance with statutory requirements relating to gas, electrical, and water safety.
Compliance evidence is typically provided in a range of certificate formats (e.g. PDF, scanned documents, digitally generated reports) produced by multiple contractors and inspection providers. Guinness is seeking to explore software solutions that can help automate and improve the accuracy, efficiency, and assurance of compliance certificate management.
Scope of the Requirement -
Interested suppliers are invited to provide information on solutions that can support some or all of the following capabilities:
- Certificate Ingestion and Reading
| · | Upload or automated ingestion of gas and electrical compliance certificates |
| · | Ability to read and extract data from: |
| · | Native digital certificates |
| · | Scanned documents |
| · | PDFs and image-based files |
| · | Use of technologies such as OCR, document intelligence, or Al-driven data extraction |
- Data Extraction and Categorisation
| · | Automatic identification and categorisation of certificate types (e.g. Gas Safety Record, EICR) |
| · | Extraction of key data fields, potentially including: |
| · | Property address / unique property reference |
| · | Inspection date |
| · | Expiry date / next due date |
| · | Engineer or contractor details |
| · | Inspection outcomes (e.g. pass, fail, remedial actions required) |
| · | Observations and codes |
| · | Smoke detection information (install date and location etc.) |
- Automated Coding Tool
A system that identifies and categorises:
| · | Cl - Danger present remedial work needed to gain a satisfactory certificate |
| · | C2 - Potentially dangerous remedial work needed to gain a satisfactory certificate |
| · | C3 - Improvement recommended |
| · | Fl - Further investigation required |
- Compliance Checker
Flags missing or incomplete sections such as:
| · | Schedule of inspections |
| · | Schedule of test results |
| · | Observations |
| · | Signatures |
| · | Outcome summary to support a RAG rating report |
| · | Workflows for follow on/corrective actions/audits |
| 5. | Workflow, Assurance, and Audit |
Exception reporting and task management for follow-up actions
Audit trail showing certificate receipt, validation, and review
Dashboards and reporting to support operational teams and compliance assurance
- Dashboard Interface
A web-based application that allows relevant staff members to review:
| · | Compliance reports open actions, closed actions, etc |
| · | Metrics - Pass/Fail |
| · | Extraction of C3 codes into a log |
| · | Reporting tools and capabilities |
| · | Exception reporting |
| · | Portal access to enable customers and TGP staff to be able to view and download certificates along with a streamlined method of uploading certificates via a bulk loading software |
| · | Auto generation of certificates to be sent to Local Authority when required. |
| 7. | Integration and Data Management |
Ability to integrate with housing management systems, asset systems, or document management platforms Secure storage and retrieval of compliance documentation
APIs or other integration options
- Security, Governance, and Accessibility
Compliance with UK data protection and information security standards
Role-based access controls
notice history
1 notice published against this procurement.
| Published | Type | Regime | Notice |
|---|---|---|---|
| 21 May 2026 | Preliminary market engagement (UK2) | Procurement Act 2023 | 047239-2026 |
more from The Guinness Partnership Limited
- Show Home & Marketing Suite Cleaning · 8 Jul 2026
- Rent & Service Charge Statements · 3 Jul 2026
- The Guinness Partnership Electricity Supply Contract via Inenco NTW NHS Trust DPS · 5 Dec 2024
all contracts from this buyer →
similar contracts awarded
Other awarded contracts in the same category. Useful for seeing who normally wins this kind of work, and at what value.
- NDA Group Intelligence Management System · NUCLEAR DECOMMISSIONING AUTHORITY · £57,400
- WSFT - Estates - SSD Instrument Tracking Systems (IT) · West Suffolk NHS Foundation Trust · £28,552
- ICS Credit Reporting Tool & Due Diligence Tool · ICS on behalf of DSIT and DESNZ · £25,790
- Parking Enforcement Software · Peterborough City Council · £505,615
- Provision of BNG Assessment Software for Biodiversity Duty · South Ribble Borough Council · £33,075
- DFU Digital Forensic Capability on behalf of NHS Counter Fraud Authority (NHSCFA) · N H S Shared Business Services · £93,109
- ITEP1027 - Information Rights Toolset · National Highways Limited · £120,294
- GDPR Compliance Technology · H M REVENUE & CUSTOMS · £201,182
source
Published on Find a Tender. Contact details for named individuals are not reproduced on this site.