Strategic File Management - Enterprise Asset Management Common Data Environment

Tender description

Procurement via (PA 2023) Competitive Flexible Procedure for a replacement COTS Enterprise Asset Management Common Data Environment (CDE) solution to manage the Environment Agency's (EA) Asset Management (AM) files. The Digital Asset Data Information (DADI) programme is a digital programme of work within the overarching Asset Management Improvement Portfolio, with a whole life focus on how the Environment Agency as an owner-operator will digitally create, maintain and operate its asset estate in the future.  As part of the DADI programme, the Strategic File Management (SFM) project underpins the Agency’s ambition to be recognised as a world-class Asset Management (AM) organisation. The SFM goal is to deliver a solution for the management of the Environment Agency’s AM files which will be based on standardised and governed processes and include the supporting technological capability to carry out these processes. The desired solution will ensure that documentation relevant to an asset’s entire lifecycle is effectively managed and can be retrieved and accessed by a wide range of users in a number of formats. The business objectives of this procurement are as follows: • Implement a compliant, centralised file management system. • Create a single source of truth supporting the entire asset lifecycle. • Enable accurate, trusted Business Intelligence. • Achieve ISO19650 and ISO55000 compliance. • Improve file accessibility, storage, sharing, and user experience. • Enhanced data governance and risk mitigation (e.g., reduced security and legal risks). • Reduced inefficiencies, such as duplication and process waste. • Ensure connectivity and interoperability with other Asset Management systems to support efficient sharing and consistency of asset information. • Support carbon reduction and improved sustainability through streamlined practices. Additional Information: The budget for the initial term (five (5) years) is at a total of £3.7m (ex VAT) with the total contract value expected to be up to a total cost of £6.5m (ex VAT) during the overall maximum 10-year term (5+2+2+1), which includes the cost of implementation, delivery of the Service, and Exit and Transition. The contract value is an estimate only. The contract value estimate will be dependent upon whether an extension (in part or in whole) is enacted, whether any optional services (in part or in whole) are enacted, the extent of any contract changes, and the indices used to index prices.