Integrated Workplace Management System (IWMS)

Tender description

This Voluntary ex ante transparency (VEAT) notice acknowledges that Trinity College Dublin proposes to renew a contract with Planon Software. This continuation in licencing, maintenance and support is for the Integrated Workplace Management System (IWMS) The existing solution was implemented following an EU level competitive tender process. OJEU ref: 2017/S 090-176435. The IWMS solution delivers an integrated solution for all aspects of workplace management including but not limited to: • 1.1 Spatial Data • 1.2 Service Desk • 1.3 Maintenance • 1.4 Time Recording • 1.5 Reporting • 1.6 Asset Register • 1.7 Stock Control • 1.8 Facilities Management • 1.9 Mobile Solution • 1.10 User Apps • 1.11 Asbestos Register Lot 1: This Voluntary ex ante transparency (VEAT) notice acknowledges that Trinity College Dublin proposes to renew a contract with Planon Software with reference to Article 32(2)b(ii) of Directive 2014/24/EU. Specifically, competition is absent for technical reasons. The original contract, tender reference OJEU: 2017/S 090-176435, conducted in 2017, resulted in a customised implementation with multiple bespoke information technology integrations. The software has interfaces to other internal and external systems including: - Customised integration with Oracle Financials. This is a complex interface with more than 15 touchpoints between the two systems, which has taken a number of years to achieve optimal integration. - Bespoke functionality to support financial accounting in Planon and Oracle Financials - Customised integration with Trinity timetabling system (CMIS) - Customised integration with Trinity Events Management System (KX) - Customised integration with Trinity Chemical Safety Management System (Labcup) - Customised integration with Trinity Web Assets Portal. This delivers effective Asset Management and reports feeding into broader University strategy with regard to insurance and sustainability. - Single source of truth in relation to space data across the University - Microsoft Active Directory authentication A formal technical development partnership agreement is integrated in the existing contract between Trinity College Dublin and Planon Software. Based on the extensive technical integrations and functionality outlined above, and the bespoke development and implementation arising from OJEU ref: 2017/S 090-176435, the contracting authority proposes that any alternative or substitute presents sufficient technical challenges to constitute a disproportionate risk to the operation of the university. Specifically, the implementation of an alternative that addresses the complexity and number of integrations reliant on the spatial data, presents a technical resourcing challenge that would require partial or complete disintegration of the IWMS. The IWMS operates as a coherent, real-time solution for the attributes specified above in relation to workplace management.