G&R/CEN/Property Asset IT Software Soft Market Testing - Demonstration Request

Demonstrating improvements We would like to be able to offer the User Group the opportunity to access a test/ demo system, with example data, for the following purpose:

1. To enable staff in a variety of roles in the Corporate Landlord service to experience the interface of a single IT solution for property and facilities management - this will help us prompt questions internally about how ways of working may change using a shared platform for working, rather than individual separate approaches; 2. To demonstrate what a single view of property means in practice - to help users identify and champion benefits to their service; 3. To demonstrate how dashboards can be used in day to day running of property and facilities management services; 4. To show how documents and files can interface with data held directly in the solution; 5. To show how property level costs can be modelled and managed in a property asset management solution (linked to a finance system); 6. To show how contractor data can appear in the solution and how contractor performance can be viewed and analysed; 7. To show how a helpdesk function can be used by external parties - such as tenants and council services;

Timescales Respond to Kate Mann by 29th October if interested to provide a test system . The business case was approved in September 2024 and the project is now moving in to the procurement stage, with the intention of launching an open tender for a Property Asset Management solution in December 2024.

Impact on procurement The Council intends to launch a formal procurement process in due course. This exercise is part of its early market engagement work, designed to help the council shape it's requirements prior to tender.

Participating, or not participating, in this element of the early engagement process will have no bearing on your ability to participate in the subsequent tender process. The ultimate evaluation of tender submissions will be undertaken strictly on the basis set out in the published Invitation to Tender (ITT) documents and based only on information submitted formally for evaluation as part of that process.

Additional information: Bristol City Council's corporate landlord service requires IT to deliver the following functions: Delivering the following activities:

1. Strategic Asset Management a. Asset Ownership b. Asset Strategy & Planning c. Customer Needs d. Budgeting & Forecasting e. Net Zero f. Corporate Objectives Delivery g. Investment Decisions

2. Estate Management a. Valuations b. Disposals & Acquisitions c. Environmental Management d. Rent Reviews and tenant management e. Lease Renewals

3. Development estate a. Development project tracking & financial modelling

4. Intelligent Client & Commissioning a. Project & Programme Management# b. Technical Design c. Social Value d. Commissioning of Strategic Delivery Partners

5. Hard FM a. Reactive Maintenance b. Planned Maintenance c. Minor Works d. Building Inspections/Compliance inc condition survey data capture

6. Soft FM a. Cleaning b. Receptionists c. Mail & Courier d. Security e. Office Moves f. Porters g. Events, Conferencing & Catering h. Voids i. Furniture & Fittings j. Caretaking

7. Energy Management a. Tracking & Optimising Consumptions

8. Building Information Management & Data a. Compliance Management b. Health & Safety c. Arranging Planned Maintenance d. Helpdesk e. Capturing & Scheduling Unplanned Maintenance f. Maintenance of Asset Management System, CAFM, GIS & Terriers g. Business Management Info, forecasting & Budgeting h. Reporting on KPIs and contract management