Property Services - IT Solution - SMT

Property Services at Kingston is responsible for all the management of a wide ranging portfolio of assets within the Borough. The team manages all new leases, lease renewals, rental income and the asset portfolio.

Current Challenges; - Lease data and information are held on spreadsheets and in paper folders. - Lease renewal dates are managed manually. - Rent review process is managed using spreadsheets and all communications are held on shared 'google' drives. - Rent payments are managed manually using reports from Agresso, there is a need to integrate with the financial solution to enable the team to manage the arrears process. - No ability to hold case notes for specific addresses. - All Lease information is in a PDF document which are not that user friendly.

Currently, all the legislative compliance and repairs are managed by a external contract, but there may be additional properties that the team will need to manage going forward for the entire process including compliance and the repairs processes.

The SMT questionnaire will help inform Kingston on the next steps, the questionnaire will focus on features, indicative costs and the implementation approach. 1) How your software is licensed, per user, concurrent or enterprise. 2) What an 'out the box' solution cost will look like with an idea of implementation effort and costs. 3) Key functionality and modules offered with the understanding of flexibility to change the model quickly.

The Council would like to understand from key providers how these requirements might best be met and is therefore carrying out a soft market testing exercise to engage in early informal dialogue prior to any formal procurement taking place.

Organisations that are interested in participating in this exercise are asked to complete this questionnaire to no later than 15 June 2018, via the following link: https://goo.gl/urZkYj You may need to copy and paste this into the address bar of your internet browser.

All information provided in the questionnaire responses and the subsequent discussions will be strictly confidential and will assist the Council in shaping and scoping requirements and provide insight into the most suitable delivery model for this programme. The Council does not have a firm intention to award contract(s) at this stage.

Where possible please answer all questions in the 'google form', please submit it electronically, if you are unable to do this please send as an attachment to a message on the portal.

Additional information: FREEDOM OF INFORMATION ACT 2000

Any information supplied in this questionnaire may be made available on demand in accordance with the Freedom of Information Act 2000.

Providers should state if any of the information supplied by them is confidential or commercially sensitive or should not be disclosed in response to a request for information under the Act. Providers should state why they consider the information to be confidential or commercially sensitive.

This will not guarantee that the information will not be disclosed but will be examined in the light of the exemptions provided in the Act.