Software package and information systems

Tender description

The purpose of this PIN is to alert the market to the intended Contract Notice publication for RM3817 NPM PMAC. This procurement will use the Open Procedure. The New Property Model Programme (NPM) is a Government Property Unit (GPU) and Cabinet Office initiative which will establish an Executive Agency to centrally plan and manage Departmental Assets. The assets, largely general purpose offices and warehouses will be transferred to the Agency over a three to four year period. Eventually it is expected that the Agency will have up to 5 000 assets under management. Assets will be freehold or subject to leases from external landlords and the Agency will let the space in these assets to Departments and their associated bodies as well as let externally to third party tenants. The Agency will plan the use of the assets to maximise efficiency and utilisation, manage the assets on behalf of Departments and provide a range of related services including soft and hard facilities management as required by Departments. It is intended that FM delivery will be through external contracts. The NPM programme requires a Property Management and Accounting (PMAC) System delivered as software as a service (SaaS) to support the running of the Agency as a property business. The following key user activities will be required: — Property administration functions, such as portfolio planning, asset management, including disposals and acquisitions and project cost monitoring; — FM administration functions, such as contract management; — Financial administration of in-scope portfolios including charging Departmental tenants and paying external landlords and service suppliers; and — Financial reporting and accounting for the Executive Agency with appropriate interfaces back into the Cabinet Office and its' supporting financial systems A market assessment has shown that the requirements mirror those for which solutions are in place in other commercial property companies, and that suitable packaged software solutions are available ‘off the shelf’. Overview of the Requirement (Subject to ongoing refinement): General Project Requirements for Implementation and Ongoing Support. This includes working arrangements both during implementation, transition to full functionality and ongoing maintenance of the relationship. 1. Project activities around implementation and post implementation. 2. Living with the system including service levels, licensing, security and future changes. 3. Potential for wider use of the system or contract by other Central Government Departments continuing to manage their own more specialised assets. Functional Requirements The PMAC System will be required to support an end to end process for the strategic planning, management and delivery of the General Purpose Asset portfolio. Functional Requirements are divided into five sections: 1. General functional requirements for workflow and task management, data and reporting. 2. Portfolio and Asset Management (including project set up and cost management). 3. Building and Facilities Management 4. Property Finance 5. Corporate Finance Non Functional Requirements The following are the non-functional requirements i.e. technical constraints or context in which an application has to perform the function: 1. Infrastructure 2. Integration 3. Security 4. Data Protection 5. Reporting 6. Product Development 7. Performance 8. Access 9. Audit Contract Notice is expected to be published in October 2016 with a tender deadline set for November 2016 (timescales expected to follow Regulation (27) (4)). Potential Providers will be required to provide details of two or three contracts from either, or both, the public and private sectors that are relevant to the NPM PMAC System's requirement(s), along with customer contact details in order to validate the accuracy of information provided. Potential Providers will be required to confirm their tendered software meets each requirement or provide explanation of work around. Potential Providers will be expected to provide access to their tendered software for the purpose of testing to validate the software does meet requirements that it is claimed to meet in submitted tender response. Details of process for responding to tender and system test exercise will be provided as part of the document pack with the OJEU Contract Notice. A guide to expected contract value is displayed in the relevant section of this PIN. The value is based on an expected 8 year term (consisting of an initial 5 year term with a rolling break point coming into effect from the end of year 3. After the initial 5 year term there will be a potential 3 year extension with the rolling break point preserved during that 3 year extension). The contract will have a single operator Details of the contract value will be specified within the OJEU notice that will be published at the commencement of the award procedure. The Procurement is being run by Crown Commercial Service on behalf of Cabinet Office.