Document management software package

Tender description

The Highland Council intends to procure an Integrated Workplace Management System (IWMS) to replace various systems currently in use for property-related functions, including property management, document management, surveys and audits, project management, and facilities and premises management. The Highland Council has recently undertaken an internal redesign exercise. The formation of the Property and Facilities Management section in the Development and Infrastructure Service has created an opportunity to create efficiencies in the way that the council operates and utilises its property assets in terms of estate strategy, maintenance, operation and facilities management. In order to maximise the potential benefits of this change it must be properly supported by the systems, processes and procedures utilised by the service. The Council currently operates various systems that relate to property management but these are not easily interlinked or reconciled, and data is not consistent across the different systems. The current solutions do not meet the growing business requirements of the Property and Facilities Management section, or the larger property management requirements of the Council, and are lacking the functionality now required by the business. The council currently manages a property estate consisting of about 3 000 operational and non-operational assets. Operationally, approximately 11 000 orders for reactive, cyclical and planned maintenance works are placed with contractors on an annual basis. The Council intends to procure an Integrated Workplace Management System (IWMS) to replace various systems currently in use for property-related functions, including property management, document management, surveys and audits, project management, and facilities and premises management. The IWMS should be a cloud hosted solution, accessible securely over the internet, with a web-based front end which is accessible on all major supported/current web browsers and on any modern mobile device. It must support offline working on mobile devices such as smartphones or tablets.