Request to Participate - Qualification for Single Party Framework for the Design, Delivery and Support of IDA Ireland’s Property Management System on the Salesforce platform

The contract timeline includes an indicative procurement timeline and details on the duration of the framework agreement and initial call-off contract.

The anticipated procurement timeline is as follows:

• Issue Invitation to Participate: August 25th, 2026
• Closing Date for Queries: September 9th, 2026
• Closing Date for Submission (Qualification stage): September 25th, 2026
• Selection Decision: October 1st, 2026
• Issue ITT (Tender Stage): October 11th, 2026
• Closing Date for Queries (Tender stage): October 28th, 2026
• Closing Date for Submission (Tender stage): November 12th, 2026
• Negotiation stage (if required): November 2026
• Invitation to Submit Final Tenders (if required) issued: November 30th, 2026
• Award Decision: January 18th, 2027
• Framework Commencement: February 12th, 2027

The maximum duration of the Framework Agreement will be four (4) years with an option to extend by up to three (3) years, subject to satisfactory annual performance review, allowing for a total potential duration of 7 years. The Initial Call-Off Contract is expected to be awarded concurrently with the Framework Agreement and will have a duration of four (4) years with an option to extend by up to three (3) years, with the extension provision being exercised in Year 4 of the Framework Agreement.

Key milestones and phases include a significant upfront time investment by the successful supplier for further discovery, detailed solution design, data migration, configuration, testing, integration, and organisational change activities. Following implementation, there will be a "hyper care" period of approximately 1 year, after which ongoing support and maintenance will be required for the remainder of the contract.

The core scope of work for this tender involves the establishment of a single-party framework for the design, delivery, and support of IDA Ireland’s Property Management System (PMS) on the Salesforce platform.

The high-level scope of the Framework Agreement covers a full suite of services required to design, deliver, manage, and evolve a modern PMS. This system is intended to support the entire property lifecycle, enhance data integrity, strengthen governance and reporting, and manage transaction cases through caseload allocations, with the goal of reducing reliance on manual processes. The design must encompass all Property activities, including Acquisition, Property Development, Finance & Lease Management, Sales & Marketing, and Legal & Conveyancing.

The Initial Call-Off Contract specifically focuses on appointing a partner to design, deliver, and implement a new PMS to provide target functions and data architecture. This includes:

• Property record management across a hierarchical portfolio structure encompassing holdings, parks, buildings, units, and rental spaces.
• Acquisition initiation, approvals, legal handoff, transaction reporting, and completion to portfolio.
• Property development management, including project tracking, spend tracking, project phases, planning, supplier contracts, milestones, and capital project reporting.
• Finance and lease management, covering asset financial activation, lease setup, charge schedules, lease events, batch invoice request generation, and financial visibility.
• Sales and marketing support, which includes property catalogue search, third-party properties, transactions, prospect handling, commercial readiness, and transaction monitoring.
• Legal and conveyancing support, addressing legal cases, confidentiality controls, advice generation, mapping/conveyancing tasks, and correspondence management.
• Lightweight maintenance tracking for planned and reactive maintenance work, including regional ownership, FM contractor involvement, purchase order reference, and basic reporting.
• Transversal requirements such as document generation, email capture, security and access controls, integrations, and reporting.

The scope of the Initial Call-off Contract is also expected to include the design, configuration, and build of the Property Management System, integration of the current Financial Management System and GIS Mapping System, migration of existing data from the legacy PMS, ongoing support and maintenance (including platform updates), and training services. The PMS will be built on Salesforce, utilizing the client’s existing CRM platform. Docusign CLM is the confirmed platform for document generation, storage, versioning, and signature workflow, with Salesforce serving as the process and metadata layer. Centros API connection is the target integration pattern for finance visibility and billing requests, and ArcGIS integration will provide map and boundary visibility within the PMS. Talend will be used as middleware for orchestrating and securing integrations between Salesforce PMS and external systems like Centros and ArcGIS. Property maintenance will be a lightweight tracking process within the PMS.