Property Asset Management System Replacement - Market Assessment and Recommendations
Incomplete applications
4
Incomplete applications
3 SME, 1 large
Completed applications
5
Completed applications
5 SME, 0 large
Opportunity attribute name | Opportunity attribute value |
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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
Opportunity attribute name | Opportunity attribute value |
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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
Opportunity attribute name | Opportunity attribute value |
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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
Opportunity attribute name | Opportunity attribute value |
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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
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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.
Opportunity attribute name | Opportunity attribute value |
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Essential skills and experience |
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Nice-to-have skills and experience |
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How suppliers will be evaluated
All suppliers will be asked to provide a written proposal.
Opportunity attribute name | Opportunity attribute value |
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How many suppliers to evaluate | 5 |
Proposal criteria |
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Cultural fit criteria |
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Payment approach | Capped time and materials |
Additional assessment methods |
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Evaluation weighting |
Technical competence 75%
Cultural fit 5%
Price 20%
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Questions asked by suppliers
No questions have been answered yet