Services - 281263-2016

Display compact view

12/08/2016    S155

United Kingdom-London: Facilities management software package

2016/S 155-281263

Prior information notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Official name: The Corporate Officer of the House of Lords and The Corporate Officer of the House of Commons
Postal address: 1 Floor, 7 Millbank
Town: London
Postal code: SW1P 3JA
Country: United Kingdom
Contact person: https://in-tendhost.co.uk/parliamentuk/aspx/Home
For the attention of: Business Support Team
E-mail: ppcs@parliament.uk
Telephone: +44 2072191600
Fax: +44 2072191600

Internet address(es):

General address of the contracting authority: https://in-tendhost.co.uk/parliamentuk/aspx/Home

Address of the buyer profile: https://in-tendhost.co.uk/parliamentuk/aspx/Home

Further information can be obtained from:
The above mentioned contact point(s)

I.2)Type of the contracting authority
Other: Parliament UK
I.3)Main activity
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II.B: Object of the contract (Supplies or services)

II.1)Title attributed to the contract by the contracting authority:
PI1300609 — Integrated Workspace Management Solution (IWMS).
II.2)Type of contract and place of delivery or of performance
Service category No 27: Other services
Westminster.

NUTS code UKI LONDON

II.3)Information on framework agreement
II.4)Short description of nature and quantity or value of supplies or services:
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 and Logistics
Property, Planning and 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 GBP 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 9:30 hours UK time on Friday 16.9.2016.

Lots

This contract is divided into lots: no
II.5)Common procurement vocabulary (CPV)

48421000 Facilities management software package, 48420000 Facilities management software package and software package suite

II.6)Scheduled date for start of award procedures
II.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.8)Additional information:

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 9:30 hours UK time on Friday 16.9.2016.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.2)Conditions for participation
III.2.1)Information about reserved contracts

Section VI: Complementary information

VI.1)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.2)Additional information:
VI.3)Information on general regulatory framework
VI.4)Date of dispatch of this notice:
9.8.2016