II.2.3) Man cyflawni

Cod NUTS:

UKH12

II.2.4) Disgrifiad o’r caffaeliad

The solution proposed should implement a single data source asset register to support the management of property (urban & rural), plant, estate management, valuations & capital accounting (IFRS), projects, surveying (condition, asbestos, legionella, trees, fire), help desk, planned maintenance, statutory compliance, grounds, structures, utilities & energy, insurance, risk assessments, CAD, GIS, suitability & sufficiency (DfE requirement).

It needs to be capable of implementation in an incremental, modular way to reflect the Council’s priorities. The system is expected to hold a full record of the Council’s ownership including leased-in assets and will be used for the management of the Council’s operational and commercial property portfolios. The Council’s aim is for an asset management service which is effective at a strategic, operational and technical level that can ensure the Council’s portfolio is statutory compliant, fit for purpose, cost efficient and in the context of the operational property portfolio contributing to the Council’s revenue budget by maximising income from its property holdings.

As some of these assets are not on the public highway, the Council is looking to explore the market for a system that accommodates not only its Local Street Gazetteer but that also gives the Council the ability to include parks, schools, playgrounds, farms etc. The system is not required to support or manage Highways’ assets.

It should support:

• The full functional requirements covering the broad scope of property activities the Council undertakes.

• Integration with other key specialist software the Council uses for Finance, Corporate GIS & capital accounting.

• Comprehensive recording of data across all the statutory compliance requirements relating to properties.

• The ability to ‘publish’ data to meet the Council’s requirement under the Transparency Code.

• Improved performance reporting, particularly for the commercial portfolio.

• Effective coordination of all property activities through use of diary alerts to ensure timely and effective actions on property matters including estate management actions.

In addition to enabling us to manage our infrastructure assets and coordinate our activities around this (e.g., maintenance and scheduling) the system will also help us to manage stakeholder communications, enable mobile working and enable the development of processes related to carbon reduction and energy efficiency.

Features

• Single data source asset register

• Property and asset management, including Schools (maintained and academies)

• Estates management

• Statutory compliance

• Facilities management (CAFM)

• Mobile access from any device (Android, Apple, Windows) by officers and contractors

• Project management

• Help Desk (reactive maintenance)

• Surveying - condition, asbestos, fire, DAA, legionella

• Third party portal access - contractors, schools, surveyors etc

• System integration to third party products

• Supported deployment & training

• Supported upgrade packages

Benefits

• Manage property from any location

• Share real time information with internal staff and third parties

• Drive cost savings

• Cost effective and configurable system with customisable workflow

• Rapid deployment

• Access via PCs, laptops, tablets and smartphones

• No software installation (browser based)

• Mobile access from any device including offline access

• Interfaces to third party systems to drive efficiencies

• Powerful reporting and KPIs

Description of the procurement

All solutions must support integration with the Council’s key line of business systems using standard APIs.

The solution should have the following functionality:

• Asset Register, recording a wide range of property attributes including stock condition/energy data, and enabling assessment against standards

• Forecasting, Investment Planning and Programme Development particularly future investments, acquisitions and disposals

• Asset performance and sustainability modelling

• Asset Compliance Management and Inspections, including but not restricted to: Asbestos, Water Hygiene (Legionella), Gas, Energy, Electrical, Fire Safety and compliance

• Contracts, and Contracts Performance Management

• Planned Maintenance Projects (scheme) Management and Delivery

• Capability to manage a range of Projects/Schemes/Contract types, costs, change controls

• Mobile working capability (e.g., property surveys, work inspections)

• Financial Planning, Management and Forecasting

• Component Accounting

• Data Analysis and Reporting. The system is also expected to provide extensive reporting facilities that allow the creation of customised reports and dashboards as well as analytic tools to help better plan the management and maintenance of the assets and be more financially efficient.

• Interface capabilities with Key Line of Business systems such as MapInfo (GIS) and our managed Finance System (ERP Gold)

• External and in-house contractor access to system and/or contractor interfaces

The Council is interested in engaging with suppliers of solution/s which address the above functionality through one of the options below:

• One system providing ALL functionality

• One system providing MAJORITY functionality + other systems (from same supplier) to deliver all required functionality

• One system providing MAJORITY functionality + working in partnership with supplier partner/s to deliver all required functionality.

II.2.14) Gwybodaeth ychwanegol

If you would like to contact the Council to discuss these requirements please email emu@cambridgeshire.gov.uk and adding in the subject line - 'Property Asset Management Software Requirement' by no later than Wednesday 9th November 2022.

It is envisaged that the procurement process will be commencing by the end of 2022.

Please note that information associated with this PIN notice is subject to change.