Surrey County Council

Property Asset Management System Replacement - Market Assessment and Recommendations

4
Incomplete applications
3 SME, 1 large
5
Completed applications
5 SME, 0 large
Published Friday 15 November 2019
Deadline for asking questions Friday 22 November 2019 at 11:59pm GMT
Closing date for applications Friday 29 November 2019 at 11:59pm GMT

Overview

Summary of the work We are looking for an independent consultant with an in-depth knowledge and understanding of EAM/CAFM/IWMS suppliers and their strengths and weaknesses. The supplier will need to carry out a market assessment, create an assessment model/framework and provide recommendations of up to 4 suppliers.
Latest start date Monday 2 December 2019
Expected contract length Report to be delivered by Friday, 10th January 2020
Location London
Organisation the work is for Surrey County Council
Budget range The budget for this short piece of work will be in the range of £5,000 to £10,000.

About the work

Why the work is being done Surrey County Council's Land and Property Assets service is looking to replace its existing asset management system (EAM/CAFM/IWMS). So we are looking to have an independent market assessment of various suppliers in the EAM, CAFM or IWMS market, design & develop a model to assess the suppliers and provide a recommendation of top 2-3 suppliers.

We are looking to start implementing the system from 2020/21.
Problem to be solved We are looking to replace our existing property asset management system with an improved CAFM/IWMS system to manage the entire property life-cycle (acquisition to disposal). The key features of the new system needs to be improved user experience, in-built reports & dashboards, open API for real time access to data and two way integration with ERP and contractor systems. We are also looking for in-built and configurable business workflows and email notifications based on key triggers and activities (e.g. lease expiry, rent review, vacant property, disposal or project milestone/progress update).
Who the users are and what they need to do As a maintenance manager, I need to be able to manage, monitor and report on reactive, planned and cyclical (PPM) maintenance, so that I know the estate is compliant and maintained to a high standard.

As an estates manager, I need to be able to manage tenancies and vacancies so that I can optimise the estate income and space utilisation.

As a project manager, I need to be able to manage, monitor and report on programmes and projects (all sizes and value - e.g. £10,000 refurbishment project to £5,000,000 new school project), so that I can deliver the projects on time, on budget, within scope and quality.

As a facility manager, I need to manage Soft FM contracts to ensure buildings are run efficiently, so that the building users are satisfied and have the appropriate workplace environment.

As an asset strategy manager, I need to have an easily accessible overview of property performance through dashboards and other performance reporting, so that I can build strategic investment plans and deliver financial savings.
Early market engagement We have conducted an informal market assessment to assess capabilities offered by various EAM/CAFM/IWMS suppliers. We have reviewed industry benchmarks and reports such as Gartner and Verdantix Green Quadrant.

We have found that there are various suppliers in the EAM/CAFM/IWMS market with varied range of size, capabilities and pricing models. We have found it to be difficult to assess the key differences between them. We are looking for the whole breadth and depth of property management in terms of capabilities offered.
Any work that’s already been done During our on going discovery phase, we have identified a shortlist of approximately 8 suppliers which meets most of our criteria and requirements.
Existing team Systems Development Team and wider Land and Property Assets Team
Current phase Discovery

Work setup

Address where the work will take place Surrey County Council, County Hall, Kingston upon Thames
Working arrangements Required on site for face-to-face team meetings and workspace will be available as required. We are not expecting a full-time commitment to this assignment, however, the final report is required by the 10th January 2020 at the latest.
Security clearance

Additional information

Additional terms and conditions

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Essential skills and experience
  • knowledge of property asset management in a local government enviornment
  • have experience of EAM/CAFM/IWMS software systems and market
  • have expeirence of EAM/CAFM/IWMS software procurement using different models such as Software-as-Service (SaaS)
Nice-to-have skills and experience
  • have expeirence of of EAM/CAFM/IWMS software implementation and integration
  • have experience of working with local government
  • have experience of working with a EAM/CAFM/IWMS supplier as an implementation partner

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.
How many suppliers to evaluate 5
Proposal criteria
  • Approach and methodology
  • How the approach or solution meets user needs
  • How the approach or solution meets our organisation’s policy or goal
  • Value for money
  • Technical solution
Cultural fit criteria
  • Be transparent and collaborative when making decisions
  • Take responsibility for their work
  • Share knowledge and experience with other team members
Payment approach Capped time and materials
Additional assessment methods
  • Case study
  • Work history
  • Presentation
Evaluation weighting

Technical competence

75%

Cultural fit

5%

Price

20%

Questions asked by suppliers

No questions have been answered yet