Asset Management Software Birmingham

Asset Management Software Birmingham

The provision of an Asset Management and Component Accounting Solution.

UK-Birmingham: software package and information systems

2012/S 61-099039

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Midland Heart Limited
20 Bath Row
Contact point(s): Procurement
For the attention of: Tina Lewis
B15 1LZ Birmingham
UNITED KINGDOM
Telephone: +44 3456020540
E-mail: tina.lewis@midlandheart.org.uk

Internet address(es):

General address of the contracting authority: www.midlandheart.org.uk

Address of the buyer profile: Midlandheart.org.uk – Supplier Page
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

Body governed by public law
I.3)Main activity

Housing and community amenities
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

The provision of an Asset Management and Component Accounting Solution.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Birmingham, West Midlands, UK.
NUTS code
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Midland Heart is looking to procure a fully integrated end to end Asset Management and Component Accounting solution.
The end to end solution must provide the following core functionality:
— Asset register,
— Component accounting,
— Stock Condition survey,
— Decent homes, energy and HHSRS management,
— Asbestos register,
— What if’ options appraisal and modelling,
— Budget planning and control,
— Planned contract management,
— Service and cyclical contract management.
II.1.6)Common procurement vocabulary (CPV)

48000000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Midland Heart is looking to procure a fully integrated end to end asset management and component accounting solution.
A fundamental requirement is that the data flow within the solution must be seamless to an end user of the system. The solution must be a stream line, internally integrated end to end business system which avoids any duplication of stored data, any continual need for data reconciliation and any requirement for the manual creation or update of large quantities of data.
The end to end solution must provide the following core functionality:
— Asset register,
— Component accounting,
— Stock Condition survey,
— Decent homes, energy and HHSRS management,
— Asbestos register,
— “What if” options appraisal and modelling,
— Budget planning and control,
— Planned contract management,
— Service and cyclical contract management.
Supporting functionality for core functions must also include:
— Document and image management,
— Mobile working,
— Workflow,
— Comprehensive audit capabilities,
— Self Service portal for a non expert internal business user or customer access,
— Contractor portal for 3rd party contractor access,
— Business intelligence reporting,
— Web integration and interfaces capabilities,
— Integration for internal modules e.g. stock condition to component accounting.
Desirable functionality that is also of interest for subsequent implementation and future proofing is:
— Estate inspection management,
— Risk assessment,
— Reactive maintenance.
The purchase of the asset management and component accounting solution is seen by Midland Heart as a strategic investment. The expectation is that the system will be used for a minimum of 5 years before a major review.
Estimated value excluding VAT:
Range: between 350 000 and 500 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
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:

Minimum annual turnover from the past financial year should 120 000 GBP.
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
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Suppliers instructions how to express interest in this tender:
1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing portal: https://wmcoe.bravosolution.co.uk and click the link to register – accept the terms and conditions and click “continue” – enter your correct business and user details – Note the username you chose and click “Save” when complete – You will shortly receive an email with your unique password (please keep this secure);

2. Express an interest in the tender – login to the portal with the username/password – click the “PQQs / ITTs Open To All Suppliers” link. (These are pre-qualification questionnaires or invitations to tender open to any registered supplier) – click on the relevant PQQ/ ITT to access the content. – click the “Express Interest” button at the top of the page. – this will move the PQQ /ITT into your “My PQQs/ My ITTs” page. (This is a secure area reserved for your projects only) – You can now access any attachments by clicking “Buyer Attachments” in the “PQQ/ ITT Details” box;
3. Responding to the tender – click “My Response” under “PQQ/ ITT Details”, you can choose to “Create Response” or to “Decline to Respond” (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – there may be a mixture of online & offline actions for you to perform (there is detailed online help available). You must then submit your reply using the “Submit Response” button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Midland Heart will provide detail of technical requirements along with the ITT for this tender.
Minimum level(s) of standards possibly required: Midland Heart will provide detail of technical requirements along with ITT for this tender.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Midland Heart will provide detail of technical requirements along with ITT for this tender.
Minimum level(s) of standards possibly required:
Midland Heart is looking to procure a fully integrated end to end Asset Management and Component Accounting solution.
A fundamental requirement is that the data flow within the solution must be seamless to an end user of the system. The solution must be a stream line, internally integrated end to end business system which avoids any duplication of stored data, any continual need for data reconciliation and any requirement for the manual creation or update of large quantities of data.
The end to end solution must provide the following core functionality:
— Asset register,
— Component accounting,
— Stock Condition survey,
— Decent Homes, Energy and HHSRS management,
— Asbestos register,
— “What if” options appraisal and modelling,
— Budget planning and control,
— Planned contract management,
— Service and cyclical contract management.
Supporting functionality for core functions must also include:
— Document and image management,
— Mobile working,
— Workflow,
— Comprehensive audit capabilities,
— Self Service portal for a non expert internal business user or customer access,
— Contractor portal for 3rd party contractor access,
— Business intelligence reporting,
— Web integration and interfaces capabilities,
— Integration for internal modules e.g. Stock Condition to Component Accounting.
Desirable functionality that is also of interest for subsequent implementation and future proofing is:
— Estate inspection management,
— Risk assessment,
— Reactive maintenance.
Our preferred method of procurement is from a sole supplier with a product that can meet all of our requirements or.
If the above is not possible, procurement should be from a sole supplier that will take responsibility for assembling and delivering a solution in partnership with other suppliers.
Core Functionality – The core functionality requirements relate to all of the solutions component modules:
— All modules must be integral to core asset data and other internal system modules E.g. data reconciliation, duplication and double input should not be required,
— There must be streamline internal integration for update between internal modules. E.g. a system user sees seamless output from Stock Condition to the Planned Maintenance or the Component Accounting modules.
Asset Register:
— Store a structured set of user-defined core asset data that drives all other modules,
— Record data for multiple asset types,
— Ability to record the status of an asset.
E.g. Under construction, owned, service charge only, void, off charge.
— Maintain a summary asset register,
— Ability to clearly identify which assets are subject to component accounting,
— Ability to create, assign and report using an unlimited number of user-defined asset classifications.
E.g. existing Northgate asset hierarchy, Cost Centre code, asset status.
— Ability to store electronic documents – see image & document management storage,
— Ability to interface and synchronise asset data with external business systems using web services.
e.g. Northgate Housing & GIS systems
— Ability to manually record and update asset data directly in the asset register,
— Ability to audit and reconcile asset register data with external business systems,
— Ability to restrict the type of update allowed for an asset in the asset register.
E.g. Manual only, synchronised only.
— Ability to highlight and flag asset data to be visible within other modules. E.g. this property has been approved for sale in the Stock Condition Survey and Planned Contract Management modules.
Stock Condition:
— Ability to configure one or more survey design(s),
— Ability to record data against multiple asset types,
— Ability to record an unlimited number of components and component attributes against each asset and survey,
— Ability to upload and associate documents and photographs with an asset,
— Ability to effectively schedule stock condition surveys based on user-defined criteria E.g. Last survey date, geographical location,
— Ability to record appointments including the ability to record a failed access attempt and manage or escalate accordingly,
— Ability to perform data validation – e.g. gas is power source and gas boiler is heating, date format is correct, component install date is not a future date,
— Ability to record multiple component lifecycles and multiple associated component costs,
— Provision for full Decent Homes capability -current and future proof,
— Ability to create multiple Midland Heart housing standards using user defined rules,
— Ability to configure, execute and report for user-defined calculations measuring user-defined defined standards,
— Ability to complete a “year end” and for this to recalculate Decent Homes. E.g. reduce component remaining life by 1 year and update link to Decent Homes functionality,
— Ability to flag or add user-defined markers to allow multiple groupings of assets,
— Ability to configure and view on screen reporting dashboard drill down with ability to define flags and highlights,
— Ability to record and manage component referrals,
— Ability to provide ease of access to asset data for non expert – internal business user or external customer or contractor,
— Ability to allow feedback on asset data for non expert – internal business user or external customer or contractor,
— Ability to use Stock Condition survey data to create planned contracts,
— Ability to export key data back to main housing system.
E.g. EPC RRN number, SAP rating, flag identified as Decent Homes failure.
— Provision of an effective audit trail – ability to view a full history,
— A mobile survey solution should be available,
— A facility to generate customer communications should be available,
— Ability to link to GIS or Google maps.
E.g. set component attribute within Stock Condition as a url hyperlink.
Energy – RDSAP, EPC’s:
— Energy module should be integral to core asset data and other internal system modules.E.g. data duplication and double input should not be required,
— Ability to store and calculate energy ratings for each individual asset to SAP standards – current and future proof,
— Ability to perform data validation – e.g. room sizes logical, gas is power source and gas boiler is heating,
— Ability to generate EPC’s and RRN number output required,
— Ability to retrieve third party EPC’s and survey data,
— Ability to take RRN and link or provide “shortcut” to EPC website to allow for printing certificate,
— Ability for a non expert – internal business user to display RRN and print EPC certificate,
— Provision of an effective audit trail – ability to view a full history of previous ratings,
— A mobile survey solution should be available.
HHSRS:
— Ability to record and carry out an efficient assessment of all identified hazards as required by current legislation,
— Provision of an effective audit trail – ability to view a full history,
— Ability to fully report and demonstrate compliance,
— A mobile survey solution should be available.
Asbestos register:
— Ability to record, maintain and alert to the location of identified and potential risk of asbestos enabling compliance with the standards in asbestos risk management – current and future proof,
— A mobile survey solution should be available,
— Provision of an effective audit trail – ability to view a full history,
— Access to data should be available to a 3rd Party via a Contractor Portal or through contractor data interfaces or through a combination of the 2 methods.
Options appraisal, programme creation & modelling.
— Ability to extrapolate costs from partial, representative stock condition data,
— Ability to carry out intelligent cloning,
— Ability to carry out stratified sampling,
— Ability to forecast future costs, over user-defined timelines E.g. 1, 5, 10, 30 years,
— Ability to create “what if” scenarios by emulating changes to stock condition data,
— Ability to assess, save and compare the impact of making ‘what if’ changes, on future costs, quality standards, energy ratings etc without making any actual changes to stock condition data,
— Ability to “cost smooth” calculations,
— Ability to use core asset data in the sustainability model,
— Ability to use data from internal modules in the sustainability model. E.g. Stock Condition survey, Component Accounting depreciation calculation,
— Ability to use sustainability model data to create planned contracts,
— Ability to highlight and flag asset sustainability to be visible within the core asset data.
E.g. make visible within Asset Register, Stock Condition Survey and Planned Contract Management modules.
— Ability to create and apply a consistent user-defined financial sustainability model to include assessment criteria and weighted calculations,
— Ability to link to and use data from outside the Asset Management and Component Accounting solution in the sustainability model. E.g. rental income, allocations and voids data,
— Ability to define and perform discounted cash flow calculations,
— Ability to identify minimum and maximum spend required to meet sustainability assessment criteria. E.g. Gold, Silver and Bronze criteria,
— Ability to provide ease of access to asset data for non expert – internal business user.
Budget planning and control.
— Ability to define a budget hierarchy.
E.g. programmes, projects and contracts
— Ability to maintain a budget record(s) for the hierarchy created,
— Ability to use core asset data and data from internal modules in the budget structure model. E.g. Existing Northgate asset hierarchy,
— Ability to assign financial cost account codes against each budget,
— Ability to record, monitor and track committed and actual spend against budget throughout the lifecycle of a project,
— Ability to display summary information with clear highlighted comparison against target dates and budgets.
E.g. display budget hierarchy levels: programmes, projects and contracts. Highlight variance against budget: overspend or under spend.
— Ability to drill down from above summary information to detail asset level if required,
— Ability to interface commitments, accruals and actual spend to Oracle Financial systems,
— Ability to reconcile work in progress with commitments, completed work with accruals and invoiced work with actual spend in Oracle Financial systems,
— Ability to highlight potential budget under or overspend at contract build stage. E.g. Establish how many components can be replaced for the budget available.
Planned Contract management:
— Integral internal system ability to use Stock Condition Survey data and budget model data to create planned contracts. E.g. there should be no duplication of data and minimum user input should be required to create a planned contract,
— Ability to define a work management hierarchy. E.g. programmes, projects and contracts,
— Ability to link to the budget record(s) for the hierarchy created,
— Ability to assign a contract to a contractor and to store associated contract information. E.g. contract manager, contact details, other interested parties,
— Ability to configure and use a user-defined schedule of rates,
— Ability to control the type of work and/or schedule or rates that may be assigned to a particular contractor with audit functionality for any override or waiver,
— Ability to effectively schedule assets on contracts based on user-defined criteria. E.g. management structure, geographical location,
— Ability to schedule multiple instances of an asset and component on a contract. E.g. A water hygiene service for a component would need to be scheduled for all the following frequencies i.e. monthly, quarterly, six monthly, annually,
— Ability to issue a work list with multiple assets and multiple SOR,
— Ability to issue a work list that contains associated asset data. E.g. Tenant names, tenant contact details, risk alerts,
— Ability to issue a task list for each asset on a contract which can be managed and used for exception reporting. E.g. List all documents required from contractor prior to valuation,
— Ability to configure user-defined workflow with associated tasks and target timescales and escalation controls. E.g. To track progress where a process has more than one component and more than one party is involved,
— A selection of options to view, create and update data and should be available to a 3rd Party Contractor. E.g. Contractor Portal, contractor data interfaces, appropriate direct system access,
— Ability for the 3rd party or contractor to upload and associate documents and photographs with a contract or asset,
— Ability to record appointments including the ability to record a failed access attempt and manage or escalate accordingly,
— Ability to record customer consultations including details of involved parties, details discussed and the consultation outcome,
— Ability to record and manage customer refusal of work,
— Ability to record and manage work variation requests,
— Ability to record and manage inspections including the ability to record and manage any corrective action required or escalate accordingly,
— Ability to handle follow on work requests for additional planned works or reactive repairs,
— Ability to create and issue both debit and credit valuations,
— Ability to record and manage invoices and credit notes,
— Ability to record, track and manage the work on a contract throughout its lifecycle clearly identifying and categorising work at typical contract stages. E.g. programme definition, work in progress, variation requested, work complete, work invoiced, work credited,
— Ability to automate the reschedule of servicing work components,
— Ability to actively manage component warranties and defects,
— Ability to define and link contract data that will automatically update the Stock Condition Survey when planned contract work is complete. E.g. Component Asset, replacement date, expected life.
Component accounting.
— Ability to configure a user-defined list of assets for component accounting and map to the equivalent assets within the asset register,
— Ability to configure a user-defined list of components for component accounting and map to the equivalent components and attributes within the stock condition survey data structure,
— Ability to configure a user-defined list of component expected life(s) and map to the equivalent component expected life(s) within the stock condition survey data structure,
— Ability to manually re-life assets with the facility to ‘preserve’. E.g. exclude leasehold properties from automatic system update,
— Ability to clearly identify and flag component accounting costs within the Planned Contract Management module,
— Ability to use final invoiced value for flagged components in conjunction with component expected life to calculate appropriate the Component Accounting depreciation,
— Provide internal system functionality that meets audit requirement to reconcile Asset Management and Component Accounting data records. E.g. removes need for manual reconciliation and maintains an identical view of asset components, costs and lives,
— Ability to periodically calculate and record depreciation for an asset at each component level,
— Ability to support the recording of all subsidies and grants and to exclude these from the depreciation calculation,
— Ability to track subsidy and grant repayments,
— Ability to record and process grant recycling and grant abatement,
— Ability to record component additions and automatically generate and process the disposal of the previous component. E.g. record addition and write off current outstanding depreciation value,
— Ability to process asset disposals. E.g. all values held on the asset register should be disposed of; components, depreciation, structure, grants. Disposal transactions should be recorded at component level,
— Ability to manually override component depreciation start and end date. E.g. Leasehold properties,
— Provide an effective audit trail with the ability to view a full depreciation history at component level,
— Ability to support impairment reviews and record review outcomes against individual assets,
— Ability to allow multiple grouping of assets to reflect financial accounting structure E.g. schemes, operating company,
— Ability to define and create the journal transactions that can be posted to the Oracle Financial system at a summary level. E.g. create standard format output file,
— Ability to drill down from the summary journal to view transaction detail,
— Ability to interface journals produced directly into Oracle Financial systems,
— Ability to produce appropriate Management and exception reports using any data field stored in the Component Accounting and Asset Register solution,
— Ability to reverse a journal,
— Ability to create and review a journal prior to final processing,
— Ability to re set a created journal with the option to amend source data and re create journal as required,
— Ability to create additional manual sundry charges for a system generated journal,
— Ability to run reports ‘as at’ any given past date. E.g. produce a Component Accounting report that matches the statutory accounting statement for a previous year,
— Ability to operate Component Accounting functionality for multiple companies. E.g. produce a statutory accounting statement for each company.
Other Fixed Asset Depreciation accounting:
— Ability to account for the financial depreciation of other assets. E.g. vehicles, office equipment, computer equipment.
Please be advised transfer of data between any core system modules (see list below) where the use of export and import functionality is required will fail to meet our requirement for streamline internal integration:
— Asset register,
— Component accounting,
— Stock Condition survey,
— Decent Homes, Energy and HHSRS management,
— Asbestos register,
— “What if” options appraisal and modelling,
— Budget planning and control,
— Planned contract management,
— Service and cyclical contract management.
E.g. Stock Condition data that can be exported (saved) into a spreadsheet as a csv or xls file and then formatted into a data load file(s) for contract creation.
The requirement to set up and maintain multiple instances of data structures in any core modules and map data between these structures will also fail to meet our requirement for streamline internal integration.
E.g. an asset register is maintained for Stock Condition data and another for Component Accounting data and the end user must continually maintain and/or reconcile the two registers.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

MH109
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

2.4.2012
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:22.3.2012