Computer Aided Facilities Management (CAFM) System / IWFMS

1. Introduction and Purpose

This Pre-Market Engagement (PME) document has been prepared by Blackpool Council to support early engagement with suppliers as part of its early planning for a potential procurement of a Computer Aided Facilities Management (CAFM) system / IWFMS

The purpose of this PME is to:

• Test and refine Blackpool Council's functional and commercial requirements
• Understand current market capability, and innovation relevant to local authorities

Participation in this PME is entirely voluntary. Engagement will not form part of any future evaluation process and will not provide any supplier with a competitive advantage.

2. Authority Context

Blackpool Council is a unitary local authority with responsibility for a highly diverse and publicly facing estate across the Fylde Coast, supporting a wide range of statutory services, frontline operations, and regeneration activity.

The Council's estate comprises approximately 2000 sites and includes, but is not limited to:

• Corporate offices and administrative buildings
• Leisure centres, cultural venues, and tourism-related assets
• Libraries, community hubs, and neighbourhood facilities
• Coastal, seafront, and public realm assets
• Depots and operational service facilities
• Temporary accommodation and housing-related properties

Blackpool Council operates as a Corporate landlord, manages over 900 lease agreements and plays a key role in supporting residents, visitors, and the local economy.

Blackpool Council operates within a regulated public-sector environment and must demonstrate strong governance, transparency, data security, and value for money in all procurement activity.

The Council is therefore assessing a CAFM/IWFMS solution that can support both strategic asset management, estate planning and effective day-to-day service delivery.

3. Anticipated Scope of Requirement

The anticipated requirement is for the provision, implementation, support, and ongoing maintenance of a system suitable for Blackpool Council's estate and operating model.

Indicative functional areas include:

• Asset, property, and building register with integrated documents management.
• Reactive repairs and service request management
• Planned, cyclical, and statutory maintenance
• Compliance management (including health & safety, fire safety, gas, electrical testing, asbestos, and water hygiene)
• Contractor and supply chain management
• Helpdesk and service request portals for Council staff and potentially third parties
• Management of land and building occupations and ownership with links to corporate GIS system
• Stock, materials, and stores management
• Financial controls, cost tracking, and reporting (including integration with corporate finance systems, where possible)
• Project management for capital, planned works, and minor works programmes
• Case Management, Reporting, dashboards, and performance monitoring
• System configuration, data migration, and user training

4. Objectives of the Pre-Market Engagement

Through this PME, Blackpool Council is seeking market insight to:

• Assess which CAFM system functions are available as standard, configurable, and/or optional
• Assess integration options with common local authority systems (for example finance, GIS, and document management systems)
• Assess the product deployment platforms i.e. hosted / non hosted
• Understand typical data migration approaches and associated risks
• Understand commercial models, pricing structures, and total cost of ownership
• Identify opportunities to improve statutory compliance, operational efficiency, and service outcomes for residents and visitors
• Ensure the future procurement approach is proportionate and accessible, including to SMEs and specialist suppliers

5. Next Steps and Indicative Timescales

Indicative next steps include:

• Completion of PME engagement activities
• Internal review and approval of the final procurement approach
• Publication of a future tender opportunity through a compliant procurement route (if progressed)

All dates and timescales are indicative and may be subject to change.

6. Contact and Participation Information

While we are happy to review standard marketing materials, by carrying out this PME we are looking to gain a more in-depth understanding of products that are available that would meet our current requirements and potentially offer additional functionality that may help us develop and streamline the way we do business.

Therefore, interested parties are invited to provide a detailed brief to e-tendering portal Proactis ref: DN820386, of no more than 1000 words, in your response please include the following:

• Provide information as to how your product(s) can deliver the functional areas outlined in section 3 above.
• Provide information about what other functions your product has that you feel may help us improve the way we deliver our services
• Explain your licensing model and provide indicative costs
• Indicate whether, if required, your product(s) could be expanded to encompass multiple authority areas, should your product be the system of choice post LGR (Local Government Reorganisation).
• Indicate if you would be open to us contacting you again for clarification of any points in your submission.

Responses should be received by 4pm on Friday 24th July 2026.