Discovery and Alpha of a building maintenance /management system

Tender description

Why the Work is Being Done The Council has a number of Grade 1 and 2 Listed buildings and other managed operational buildings. The Repairs and Asset Management Team are responsible for the maintenance, Planned Preventative Maintenance (PPM) and asset review of these buildings. The current system used by the team is outdated and no longer meets user needs. The objectives we are seeking to achieve are: - to create an asset management/PPM that repairs operatives across the council sites can log/report a repair or maintenance issue on the move. - to enable back office staff to classify and escalate the issues including procurement and financial management; - for contractors to incorporate the service and system into their ways of working with minimal effort Problem to Be Solved As part of the discovery we want to understand: - clearly identified requirements - how we can support excellent performance and reliability of the system - the skills we would need to have to support the solution - which technology is sufficiently easy for operatives to use - where data needs to be stored and the main data flows between systems - how all repairs are logged and end to end monitoring undertaken on the new system - how the Council and contractors have a single view of the status of defects - how to have clear relationship between all Council properties - how existing products could be further developed to meet the user needs Who Are the Users As a Head of Service, I need an overview of multiple buildings of different nature to understand and join up data across different schemas As a Manager I need to be able to hold/manage and monitor the Asset Register and Life Cycle Cost details and other Capital related works. As an operative, I need to use handheld devices so that I can take pictures, record sufficient level of data and update records while on the move to enable maintenance team to respond quickly. As an admin officer I need to classify damages, record all costs, work types/classifications and costcodes for budgetary and financial management As an admin officer I to have interface with LBH Cedar system to report on various financial levels As a repairs team we need to have an LBH Client side dashboard for the Client team, FM Team and Contractors As an super user, I want to have Administrator/Access rights for making amendments classification and other drop down lists so that I can save time waiting for a developer to make minor changes Early Market Engagement Work Already Done Existing Team Head of service (Project sponsor) Product owner Frontline staff as required Current Phase Not started Work Location Initially at Hackney Council offices, Mare Street, E8 1DY (due to Covid restrictions we are currently working remotely but we plan to have some office based working over the next few months) Working Arrangments We would prefer co-location onsite for 3 days a week (as soon as Covid-19 allows), most weeks in order to engage with the current ICT team, building broader engagement with the style of working (eg through show and tells), and capability building activity through activities such as pair programming/design review. However we also know that remote working is both possible and will also be necessary over the next few months Security Clearance Additional T&Cs Skills & Experience Provide a multi-disciplinary team, including user research, service design, front-end and back-end developers Demonstrate a track-record of user-centred design and Agile approaches Have delivered a service that’s been assessed against a government service standard Demonstrate experience designing services for a wide range of digital skills and confidence Be able to build or design a tool that’s so good, people prefer to use it Have experience of working to the GDS service design manual Consume from and present to Hackney’s emerging API layer Experience of developing design patterns that can be re-used for other services Agnostic of any existing software Nice to Haves Promote user-centred design and Agile across the Council Work with a Hackney based apprentice No. of Suppliers to Evaluate 3 Proposal Criteria Understanding of user needs from the service How the approach or solution meets user needs How the approach or solution meets our goal Clarity of the approach Experience from a similar project Team structure, including skills, experiences and relevance of individuals Identification of risks and plan to mitigate them Cultural Fit Criteria Work as a team with our organisation and other suppliers Be transparent and collaborative when making decisions Have a no-blame culture and encourage people to learn from their mistakes Take responsibility for their work Share knowledge and experience with team members and the wider service Work openly Hackney Council is a diverse organisation, reflecting the diversity of our borough. Describe how you would work as a team with our organisation and other suppliers in a diverse environment Payment Approach Fixed price Assessment Method Presentation Evaluation Weighting Technical competence 60% Cultural fit 5% Price 35% Questions from Suppliers No questions have been answered yet Budget range up to £80,000 exc vat we want to spend no more than £35,000 on the discovery phase and will then review the business case and opportunities for the mvp and alpha system, on which we'd expect to spend a further £45,000.