Facilities management software package

Tender description

The Houses of Parliament are considering options for replacing its current Facilities Management system with an Integrated Workspace Management Solution (IWMS) to deliver efficiencies by improving processes; introducing modern tools to allocate/schedule work, enabling remote/mobile working; improving management reporting, and consolidating a number of disparate specialist systems that manage: — Reactive, Planned Maintenance and Helpdesk — Space, Moves (staff/departments) and Furnishings — Accidents, Incidents and Risk Assessments — Fire and Risk Management — Environmental Compliance — Asset Surveys — Project Management It is critical that that our ICT systems in Parliament incorporate essential technologies to not only support our business processes across both Houses, but also contribute significantly in helping us meet our business critical priorities. We wish to investigate enhancements to existing capabilities and internal workflows in number of areas; our potential partners are encouraged to express an interest in this opportunity if their proposal is able to address all the essential areas identified below (please note that this is not an exhaustive list): 1. Workplace Management a. Moves Managements Create new moves Re-schedule moves Request office furnishing IT equipment and telephone relocation Self service capability with customer notifications b. Space Management Space planning Label floor plans Assign office spaces to a role Occupant Information View locker assignment View office space network/power ports 2. Reactive Maintenance c. Comprehensive Support Desk Log over 20,000 work requests via telephone or online Create and assign tasks via a virtual work scheduling system including the ability for customers to book specific time slots for work Match resources to skills required Define Service Level Agreements (SLA) with customers and contractors Provide Traffic Light dashboard reporting of all key SLA information Manage workflow processes including supporting mobile working technology to provide ‘live’ progress reports so users can monitor request progress 3. Planned Maintenance. d. Asset Management Allow assets to be created and managed through life cycle including use of bar codes Allow planned maintenance to be allocated against assets Provide full integration with the SFG20 suite of software to allow seamless transfer of data 4. Lease/Contract Management e. Lease Management View and update contract data for rental, lease and ground lease contracts Track contract expirations through automated alerts View Financial data such as Commercial value, book value and insurance value 5. Inventory f. Track and Manage Stock View current stock levels across items by value and location(s) Automatically update stock totals as part of maintenance tasks when required Allocate suppliers and prices to stock items Receipt incoming stock and record outgoing stock 6. Health and Safety g. Compliance Record accidents, incidents and near misses including subsequent investigations Record risk assessments Link accidents to risk assessments Link risk assessments to work tasks COSHH assessments Issue work permits We expect the proposed solution to support current and emerging Building Information Modelling (BIM) requirements, and our partner to provide a clear roadmap for their product development as well as demonstrate capability and leadership in the IWMS space. IWMS Platform Capabilities — The potential system will be used across key functions in the Houses of Parliament: Maintenance Accommodation and Logistics Property, Planning and Design Key stakeholders in Parliament will include, but are not limited to, Senior Managers, Contractors, Engineers, Maintenance Staff, Estate Project Managers, Technical and Project Management Resources. This is expected to be a long-term contract, with an initial 3-year term, and the estimated value of the contract is expected to exceed GBP 1 000 000 (exclusive of VAT). We expect the new system will be required from early to mid-2017. In line with Parliament's ICT cloud first policy, we will be considering a cloud-based solution, although other solutions will also be considered. Please note this is Prior Information Notice. Please submit your expressions of interest via our In-Tend procurement portal https://in-tendhost.co.uk/parliamentuk/aspx/Home. Please note there are no tender documents to download or submit at this stage, but there is a document displaying the IWMS Platform Capabilities which can be viewed on the portal. Please note that the deadline for expressions of interest is 9:30 hours UK time on Friday 16.9.2016.