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Integrated Workspace Management Solution (IWMS)

   United Kingdom — Digital Service
Published August 10, 2016 — Deadline September 15, 2016 (3 years ago)
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Notice type
Contract notice
Buyer category
Joint_authorities
The Houses of Parliament are considering options for replacing its current Facilities Management system with an Integrated Workspace Management Solution (IWMS) to deliver efficiencies by improving processes; introducing modern tools to allocate/schedule work, enabling remote/mobile working; improving management reporting, and consolidating a number of disparate specialist systems that manage:

- Reactive, Planned Maintenance and Helpdesk
- Space, Moves (staff/departments) and Furnishings
- Accidents, Incidents and Risk Assessments
- Fire and Risk Management
- Environmental Compliance
- Asset Surveys
- Project Management

It is critical that that our ICT systems in Parliament incorporate essential technologies to not only support our business processes across both Houses, but also contribute significantly in helping us meet our business critical priorities.

We wish to investigate enhancements to existing capabilities and internal workflows in number of areas; our potential partners are encouraged to express an interest in this opportunity if their proposal is able to address all the essential areas identified below (please note that this is NOT an exhaustive list):

1. Workplace Management
a. Moves Managements
Create new moves
Re-schedule moves
Request office furnishing
IT equipment and telephone relocation
Self service capability with customer notifications

b. Space Management
Space planning
Label floor plans
Assign office spaces to a role
Occupant Information
View locker assignment
View office space network/power ports

2. Reactive Maintenance
c. Comprehensive Support Desk
Log over 20,000 work requests via telephone or online
Create and assign tasks via a virtual work scheduling system including the ability for customers to book specific time slots for work
Match resources to skills required
Define Service Level Agreements (SLA) with customers and contractors
Provide Traffic Light dashboard reporting of all key SLA information
Manage workflow processes including supporting mobile working technology to provide “live” progress reports so users can monitor request progress

3. Planned Maintenance.
d. Asset Management
Allow assets to be created and managed through life cycle including use of bar codes
Allow planned maintenance to be allocated against assets
Provide full integration with the SFG20 suite of software to allow seamless transfer of data

4. Lease/Contract Management
e. Lease Management
View and update contract data for rental, lease and ground lease contracts
Track contract expirations through automated alerts
View Financial data such as Commercial value, book value and insurance value

5. Inventory
f. Track and Manage Stock
View current stock levels across items by value and location(s)
Automatically update stock totals as part of maintenance tasks when required
Allocate suppliers and prices to stock items
Receipt incoming stock and record outgoing stock

6. Health and Safety
g. Compliance
Record accidents, incidents and near misses including subsequent investigations
Record risk assessments
Link accidents to risk assessments
Link risk assessments to work tasks
COSHH assessments
Issue work permits

We expect the proposed solution to support current and emerging Building Information Modelling (BIM) requirements, and our partner to provide a clear roadmap for their product development as well as demonstrate capability and leadership in the IWMS space.

IWMS Platform Capabilities - The potential system will be used across key functions in the Houses of Parliament:

Maintenance
Accommodation & Logistics
Property, Planning & Design

Key stakeholders in Parliament will include, but are not limited to, Senior Managers, Contractors, Engineers, Maintenance Staff, Estate Project Managers, Technical and Project Management Resources.

This is expected to be a long-term contract, with an initial 3-year term, and the estimated value of the contract is expected to exceed £1,000,000 (exclusive of VAT).

We expect the new system will be required from early to mid-2017. In line with Parliament’s ICT cloud first policy, we will be considering a cloud-based solution, although other solutions will also be considered.

Please note this is Prior Information Notice. Please submit your expressions of interest via our In-Tend procurement portal https://in-tendhost.co.uk/parliamentuk/aspx/Home. Please note there are no tender documents to download or submit at this stage, but there is a document displaying the IWMS Platform Capabilities which can be viewed on the portal. Please note that the deadline for expressions of interest is 09:30 hours UK time on Friday 16th of September 2016.



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Fact Sheet

Allow EOI
Yes
Allow Tender Management
Yes
Category
Non-OJEU
Close Date
1 April 2024
Contact
Mariana Apostol-Jonathan McWilliams
Customer
Digital Service
Documents Available Until
15 September 2016
Estimated Start Date
8 August 2016
Is Extension Possible
No
Is Framework Agreement Type
No
Is Nationwide
No
Is Recurrent Procurement Type
No
Is SME Friendly
Yes
Is Suitable For Vco
No
Main Contact User ID
Parliamentary Procurement & Commercial Service
OJEU Award Visible
No
OJEU Contract Visible
No
OJEU New Award Visible
No
OJEU New Contract Visible
No
Open Date
2 April 2017
Original Documents Available Until
15 September 2016
Process
Services
Project ID
1620
Reference
PI1300609
Sole Source
No
Supplier Message
Please note this is Prior Information Notice. Please submit your expressions of interest via our In-Tend procurement portal https://in-tendhost.co.uk/parliamentuk/aspx/Home. Please note there are no tender documents to download or submit at this stage, but there is a document displaying the IWMS Platform Capabilities which can be viewed on the portal. Please note that the deadline for expressions of interest is 09:30 hours UK time on Friday 16th of September 2016.
Title
PI1300609 - Integrated Workspace Management Solution (IWMS)
Type
Other
UNGM Country ID
United Kingdom
Unique ID
1594

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