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Contracts and procurement for CAFM (Computer-Aided Facilities Management) or IWMS (Integrated Workplace Management Systems)

RFI-2024-1554
Tuesday, 24 December 2024

Request

Q1: What software solutions does the council currently use for CAFM (Computer-Aided Facilities Management) or IWMS (Integrated Workplace Management Systems)?
If there are multiple solutions, please list all of them, including niche or secondary systems.

Q2: What are the contractual terms for each solution?
Please specify start and end dates. If on an annual/rolling contract, indicate this and provide renewal terms.

Q3: What are the council’s plans at the end of each contract?
Will you renew, extend, replace, or re-evaluate the software solution?

Q4: What are the total contract values for each solution?
Please provide annual, monthly, or total lifetime costs, as applicable.

Q5: Who is responsible for managing the CAFM/IWMS system(s)?
Please provide their name, job title, and department.

Q6. Which of the following functionalities does the organisation use? Are these integrated into the core system, or managed separately? Please specify.
o Planned & Reactive Maintenance
o Asset Management
o Property Management
o Lease Agreements
o Health & Safety
o Project Management
o Condition Surveys

Q7: Are there any known limitations or challenges with the current system(s)?
Please elaborate on any pain points, inefficiencies, or unmet requirements.

Q8. Are there any upcoming plans for the adoption of new technologies or solutions? This includes both CAFM/IWMS-specific upgrades and broader facility management technologies. Please elaborate on potential timelines and goals.

Q9: Are there any specific factors or features that would influence the decision to switch or upgrade systems?
For example, cost savings, functionality, ease of use, or integration with other systems.

Q10: Has the council conducted or planned a review, audit, or tender process for its CAFM/IWMS solutions?
If so, when, and what are the key evaluation criteria?

Q11: Are there any preferred vendors or frameworks for procurement?
Please specify if the council uses certain frameworks like G-Cloud or regional consortia agreements.

Q12: What level of integration does your current system(s) have with other council software (e.g., finance, HR, procurement)?
Are there gaps or areas for improvement?

Q13: What data and reporting capabilities are critical for your facilities management needs?
Are these fully supported by the current system(s)?

Response

1/ Concerto.

2/ 01/08/23 - 31/07/26. 3 + 1 year extension option.

3/ The Council will re-evaluate.

4/ £45,000 p.a.

5/ Corporate Property business unit.

6/ 

Planned & Reactive Maintenance - Use, integrated
Asset Management - Use, integrated
Property Management - Use, integrated
Lease Agreements - Use, integrated
Health & Safety – managed separately
Project Management - managed separately
Condition Surveys - Use, integrated

7/ None.

8/ None.

9/ Cost savings.

10/ Review January 2025.

11/ Welland Procurement and the G Cloud framework. 

12/ Limited and not applicable.

13/ Bespoke report writing and this is supported.