Assets and Facilities Management Software

Reading Borough Council is seeking market engagement with suppliers capable of delivering a single, integrated, cloud-hosted Software-as-a-Service (SaaS) solution for Property, Asset, Estates and Facilities Management.

The Council is seeking to replace and consolidate multiple existing systems into a unified platform that will support the management of its property portfolio, assets, facilities, maintenance activities and compliance obligations through a single integrated solution.

The Council is interested in solutions that can support:

• Management of property and estate records, including land and buildings, leases, tenancies, valuations, acquisitions and disposals, estate portfolios, property hierarchies and associated property information.
• Asset management activities across the asset lifecycle, including asset registers, condition information, surveys, performance monitoring, lifecycle planning, replacement forecasting and associated asset documentation.
• Facilities management (CAFM) functions, including helpdesk operations, service requests, work order management, contractor management, planned preventative maintenance, reactive maintenance, inspections, scheduling, performance monitoring and service delivery management.
• Compliance and health and safety management activities, including statutory inspections, certifications, risk assessments, compliance monitoring, audit requirements, reporting and management of compliance-related information.
• Management of planned works, capital projects and programme activities, including budgets, milestones, resources, documentation, progress monitoring and governance requirements.
• Property inspections, condition surveys and field-based activities, including the capture, management and reporting of inspection information, defects, actions, photographs and supporting records.
• Financial and purchasing processes associated with property, asset and facilities management activities, including expenditure monitoring, purchasing workflows, budget management and management reporting.
• Customer, user, supplier and contractor engagement through self-service and portal capabilities, supporting service requests, enquiries, collaboration and status tracking.
• Workflow management and automation capabilities that improve operational efficiency through configurable business processes, approvals, notifications, escalations and audit trails.
• Document and records management capabilities supporting the storage, retrieval, management and control of property, asset, project, maintenance and compliance-related information.
• Reporting, business intelligence and dashboard functionality that supports operational management, performance monitoring, compliance reporting and strategic decision-making.
• Integration capabilities that support connectivity with existing and future corporate systems, enabling improved data sharing, reduced duplication and a more connected operating environment.

The Council expects the proposed solution to support the creation of a single source of truth for property, asset, estates and facilities management information, improving visibility, governance, operational effectiveness and data quality across the organisation.

A significant element of the requirement will involve the migration and consolidation of data currently held within multiple existing systems. The Council is therefore seeking to understand supplier approaches to discovery, implementation, transition planning, data mapping, migration, validation, testing, user adoption and ongoing support arrangements, together with approaches to maintaining data integrity and business continuity throughout the implementation process.

The solution must be delivered as a fully hosted SaaS service within the UK and be compliant with UK GDPR and applicable information governance requirements. Suppliers are invited to provide information regarding security, resilience, access controls, auditability, business continuity and disaster recovery capabilities.

Market Engagement Objectives

The Council wishes to use this engagement exercise to better understand:

• Current market capabilities and available solutions.
• Approaches to delivering an integrated Property, Asset, Estates and Facilities Management platform.
• Implementation methodologies and typical delivery timescales.
• Data migration, transition and change management approaches.

Integration capabilities and API functionality.

• Licensing, subscription and commercial models.
• Support, maintenance and customer success arrangements.
• Product development roadmaps and future innovation.
• Opportunities to improve operational efficiency, reporting, compliance management and service delivery.
• Indicative implementation and ongoing operational costs.

Indicative Pricing Information

Suppliers are invited to provide high-level indicative ("thumb-rule") pricing information covering:

• Implementation and mobilisation.
• Configuration and solution setup.
• Data migration and transition activities.
• Integration services.
• Training and user adoption support.
• Annual licensing or subscription fees.
• Support and maintenance services.
• Optional modules, functionality and value-added services.
• Use of Information Provided

Information received through this market engagement exercise may be used by the Council to review, refine and strengthen its requirements, specification, procurement strategy, commercial approach, evaluation methodology, budget assumptions and business case.

The Council may also use information provided by suppliers, including indicative pricing, commercial models, implementation approaches, market intelligence and lessons learned, for benchmarking, affordability assessments, cost modelling, budget planning and procurement preparation activities.

Suppliers should clearly identify any information that is considered proprietary, commercially confidential or subject to intellectual property rights. Whilst the Council may utilise non-confidential market feedback, pricing information and industry insights to inform future procurement documentation, the Council does not intend to reproduce supplier-specific intellectual property, proprietary methodologies, copyrighted material or confidential solution designs without appropriate permission.

Any future specification will be developed independently by the Council based on its business requirements, market feedback and procurement objectives and will be designed to ensure transparency, fairness and equal treatment of all suppliers.