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
Request office furnishing
IT equipment and telephone relocation
Self service capability with customer notifications
b. Space Management
Label floor plans
Assign office spaces to a role
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
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
Record accidents, incidents and near misses including subsequent investigations
Record risk assessments
Link accidents to risk assessments
Link risk assessments to work tasks
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:
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.