Supply Housing Asset Management System
Berneslai Homes is looking to implement an Asset Management System which can be used to efficiently and effectively manage their 18 800 housing stock.
United Kingdom-Barnsley: Software package and information systems
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Barnsley Metropolitan Borough Council
Contact point(s): Via the YorTender E-Procurement Portal www.yortender.co.uk
S70 2TA Barnsley
General address of the contracting authority: http://www.barnsley.gov.uk
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
I.2)Type of the contracting authority
Housing and community amenities
I.4)Contract award on behalf of other contracting authorities
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: 10th Floor, Gateway Plaza, Off Sackville St, Barnsley, South Yorkshire, S70 2RD.
NUTS code UKE31
II.1.5)Short description of the contract or purchase(s)
II.1.6)Common procurement vocabulary (CPV)
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.9)Information about variants
II.2.1)Total quantity or scope:
Berneslai Homes is looking to implement an Asset Management System which can be used to efficiently and effectively manage their 18 800 housing stock. As well as being capable of managing the assets, the solution needs to be provided with a mobile working solution which can continue to operate when there is no data signal (in offline mode). The Asset Management System and / or mobile solution needs to have the ability to enable Berneslai Homes staff to both customise any of the existing forms and create new forms which are used by the mobile workers.
The system should:
Provide staff with increased confidence in data.
Improve the efficiency of the staff.
Reduce the cost of providing the service.
Comply with all current & future legislation and impacted changes arising from legislative changes to other interfacing systems.
Enable services to be delivered electronically, including via the internet.
Provide comprehensive management and performance information.
Improve business functionality and features.
Show the flexibility to respond to changes in legislation, policies and procedures.
The system will need to be integrated to the IT Systems Berneslai Homes use e.g. Northgate Housing, SAP system (which is used for Financial Management, Reactive Repairs and mobile working for Repair Operatives). NOTE: These systems are owned by Barnsley Metropolitan Borough Council (‘BMBC’).
Summary of Requirements.
Full details of the requirements are provided in the specification. In summary the requirements cover the following:
Asset Management Core.
Investment Cost Forecasting.
Decent Homes / Quality Standards.
Energy Assessments & Energy Management.
Auditing and Reporting.
Contractor Management — Programme of Works and Budgets.
Servicing and Inspection.
The Asset Management solution should provide workflow facilities that support the definition, modelling, implementation and execution of key business processes and business rules.
Workflow coupled with service request functionality will maintain visibility of customers’ (internal staff) requirements, facilitate the link between Asset Management and back office staff and, where appropriate, result in more efficient and effective business process execution.
Workflow will enable staff to become more proactive in the activities that they are expected to undertake through the use of personal and correspondence notes and auto-alerts arising from diary and task entries.
Workflow is a core requirement. To work, the workflow requirement needs to be integrated fully with Berneslai Homes Housing Management System (Northgate) and, Electronic Document Management System (will be Microsoft SharePoint).
Full implementation, training and ongoing support for the solution is required.
The contract is up to 10 years, the initial term is 4 years with two potential extensions of 3 years each.
II.2.2)Information about options
II.2.3)Information about renewals
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 36 (from the award of the contract)
II.3)Duration of the contract or time limit for completion
Section III: Legal, economic, financial and technical information
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
Description of particular conditions: Suppliers will need to comply with Barnsley Metropolitan Borough Council’s Standard Terms and Conditions of Contracts. Barnsley Metropolitan Borough Council is not bound to accept any or all of the suppliers response. Further conditions have been detailed in the specification of requirements.
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
Minimum level(s) of standards possibly required: This is detailed in the specification of requirements.
This is detailed in the specification of requirements.
Minimum level(s) of standards possibly required:
This is detailed in the specification of requirements.
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: Procedure
IV.1.1)Type of procedure
IV.2.2)Information about electronic auction
IV.3.2)Previous publication(s) concerning the same contract
Prior information notice
Notice number in the OJEU: 2015/S 174-316699 of 9.9.2015
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders
Date: 18.1.2016 – 9:00
Berneslai Homes Office in Barnsley.
Persons authorised to be present at the opening of tenders: no
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.5)Date of dispatch of this notice: