Provision of an Asset Management Solution - Competitive Flexible Procedure

What the buyer is asking for

To provide an Asset Management Solution for the Authority’s Property Services department that is fit for purpose and which contributes towards the Authority’s objective of creating opportunity for more efficient and effective working and to reduce duplication. Management of the Council's Property Portfolio. Contract mobilisation expected to be 04 Jan 27 - 24 May 27. Please note that the start date is the expected 'Go Live' date, but the contract mobilisation is expected to begin 04 January 2027.

How this is scored

Published by the buyer. A winning response is written to these weightings, not to the question.

• 60%pricePrice
• 10%qualityMethod Statement 1 - Data Migration / Data UploadThe Supplier is required to lead the Data Migration and Data Cleansing element at the start of the contract, as well as being responsible for the initial data upload. Please describe in detail the support provided to the Authority for data migration, including scope (e.g. data mapping, cleansing, validation), responsibilities, tools used, and any assumptions or exclusions. Please outline in your response but not be limited to: - A clear mobilisation and implementation timeline showing the critical path - How data will be collated and migrated onto the database. - How data accuracy, consistency and completeness will be controlled and assured during migration. - Validation methods, quality assurance workflows and testing processes - Details of how data will be returned to the council at contract end, including format and secure transfer method, at no additional cost to the Authority - Evidence that the system supports integration with other software platforms through APIs and import/export functions - Initial Data upload is required during the migration phase, please set out further information on how you would manage and co-ordinate this, including details on volumes supported, formats accepted etc.
• 5%qualityMethod Statement 2 - Data Security The nature of the information held within the solution places a greater emphasis on data security. Please confirm how your solution addresses information security, including, but not limited to the points below: - Evidence of data protection controls, information on where the data is stored, and demonstration of compliance with ICO data residency and UK GDPR requirements if stored offsite. - Confirmation that the Council maintains 100% ownership of the data. - Confirmation that the system supports single sign on. - Does the system support Multi-Factor Authentication? - Evidence that the system provides tamper proof audit logs that detail who accessed, modified or deleted a record. - Information regarding the frequency of backups and any data encryption of these, as well as the storage of backups and if these are held in a separate geographic location than the server. - Confirmation of physical security controls for any onsite hosted hardware. - Detail explaining what your contractual guarantee for notifying us of a data breach is.
• 5%qualityMethod Statement 3 - User Engagement with the SystemThe solution will be used by a broad cross section of the Authority’s departments, each requiring different outputs from the system, this also emphasises the importance of ongoing technical support. Please address how the proposed solution meets the requirements within the specification, outlining where it may exceed the requirements and addressing the items below: • Evidence on an intuitive system interface, providing an easy to navigate platform where data is accessible and clearly laid out. This should be suitable for non-technical users. • Evidence that a detailed training programme will be provided at the start of the contract with further training documents available throughout the life of the contract. • A breakdown of your approach to database/solution support, your expected query/support response times, support hours and routes for escalation, and how this meets or exceeds our KPIs. • Evidence of customisable reporting and details on how this is achieved to meet the needs of different service areas. • Information on your approach to system maintenance, upgrades and future product development. • Details on how software upgrades take place and if they are conducted outside of standard business hours limiting any downtime. • Explanation on how the database handles Subject Access Requests (SAR’s) from tenants. • Information on the business continuity and disaster recovery arrangements, including Recovery Point Objective (RPO) and Recovery Time Objective (RTO). - A breakdown of the training provided to ensure the competency of users ahead of BAU.
• 20%qualityMethod Statement 4 - Demonstration Qualitative Assessment. Reserved for Stage Two of the Competitive Flexible Procedure• Please demonstrate via the demonstration, the meeting of all mandatory specification requirements that will be delivered within the core system offering. Please clearly identify: o any functionality requiring additional modules, integrations, or third-party solutions; o any associated additional costs (one-off or recurring) o details of the product/solution roadmap, including planned enhancements, release frequency, and approach to continuous improvement (10%). • Please demonstrate your processes and procedures for managing this project including how you will maintain effective communication with the Authority throughout the contract (5%). • Please demonstrate how the Property Management requirements will be met, including registration, property details, history, records, as well as hoe the system produces meaningful reports at no additional cost. (5%).

How contested is this?

Buyers publish how many bids they received. Across 61 comparable procurements we can tell you the typical field size, how often one of these goes uncontested, and whether the buyer awards on price or on quality.

Timeline

4 published dates · Europe/London

1. Tender notice publishedyesterday

   29 Sept 2026, 17:10 BST
2. Clarification questions byin 16 days

   16 Oct 2026, 14:00 BST
3. Submission deadlinein 27 days

   27 Oct 2026, 14:00 GMT
4. Award decision expected byin 80 days

   18 Dec 2026, 23:59 GMT

Commercial outcome and contract awards

Nothing awarded yet

Notice history

1 event · 1 release on Find a Tender

1. Tender notice29 Sept 2026, 17:10 BST092077-2026

Payment terms

The requirement can be set out as below: (1a) Payment for the Asset Management Solution will be made once the acceptance testing milestone has been signed off by the Authority and paid via PO. This is to be to be agreed by the Authority with successful supplier on contract acceptance however must be completed at the very latest by 24 May 2027 (or the Go Live date, if this commences earlier). (1b) Professional/Implementation services will be paid via PO and be considered as “one off” payments. This is to be to be agreed by the Authority with successful supplier on contract acceptance however must be completed at the very latest by 24 May 2027 (or the Go Live date, if this commences earlier). Asset Management Solution Integration/Configuration as detailed to meet our requirements will be paid once the acceptance testing milestone has been signed off by the Authority and paid via PO. This is to be agreed by the Authority with successful supplier on contract acceptance however must be completed at the very latest by 24 May 2027 (or the Go Live date, if this commences earlier). (c) Support, Maintenance and License requirements will commence after the acceptance testing milestone has been signed off by the Authority. This will start the S/M/L element of the contract for the Asset Management Solution. The term of the S/M/L contract will be 3 years from the date of the acceptance testing milestone signed off by the Authority, expected to be at the latest by 24 May 2027. Payment for this element will be paid annually in advance via PO.

Documents

• Tender notice on Find a Tender