DWP Estates Integrator Services

Concepts

• dwp
• property management
• dwp estates integrator services
• strategic dwp estates management
• real estate
• management of the services
• dwp estates supply chain
• dwp end-users
• asset management services
• integration

Location

London

Description

The Services required are: • System provision and integration: across supply chain systems, the Integrator shall support operational and strategic DWP Estates management by providing the required IT system, application hosting, implementation, training support and security for the management of the Services. • Helpdesk and Work Order management: the Integrator shall provide a Helpdesk facility, which shall be the single point of contact for all DWP end-users in relation to all workplace, property and FM related service requests. This shall include the end-to-end management of planned, condition based, reactive, statutory, periodic or billable ad hoc works, maintenance projects including scheduling and any other work orders relating to the occupation of property. To facilitate this, the Integrator shall be responsible for maintaining a master asset register and master PPM schedule (together the Asset Management Services). The Integrator shall manage the asset change request process providing a holistic view and intelligence across the DWP Estate and DWP Estates supply chain. • Data, analytics and MI reporting: the Integrator shall provide a comprehensive and flexible reporting solution to cover the functional, operational and strategic aspects of managing DWP’s Estate and its Supply Chain. • Finance & Cost management: the Integrator shall provide the Authority with management information, including cost and financial reporting, through the integration, aggregation and verification (cost audit automation and cross sectional data checks) of the Authority supply chain data. • Supply Chain Transition: the Integrator shall support the Authority in the design, tender, mobilisation and exit of new supply chain members as required, specific to the systems interfaces and the Integrator’s services.

Total Quantity or Scope

DWP will be conducting this procurement in accordance with the Public Contracts Regulations 2015 (as amended). More specifically DWP will be utilising the "Competitive Procedure with Negotiation" (CPN) procurement procedure. The full suite of tender documentation, including specification and specific details of the "Competitive Procedure with Negotiation" relating to this procurement exercise can be found at the following link: https://dwp.bravosolution.co.uk/web/login.shtml Please note that in accordance with the "Competitive Procedure with Negotiation" procedure that DWP reserves the right to award to the contact at ITT stage. This is in accordance with Regulation 29 of the Public Contracts Regulations 2015. The minimum requirements for this procurement are as follows: Under regulation 29 of the 2015 Regulations, the Authority is required to specify which elements of its requirements in relation to the Services constitute the "minimum requirements" to be met by all Initial Tenders. For these purposes, the "minimum requirements " are set out below:- INDEPENDENCE (a) The successful Potential Supplier shall provide an independent, impartial and transparent view of performance from each of the Authority’s Supply Chain Members; including adherence and compliance to statutory and contractual obligations, operational quality and standards, customer experience/satisfaction and overall cost efficiency. In particular, the successful Potential Supplier will be required to meet the requirements set out in clauses 5.13-5.17 (Independence, Conflicts of Interest and Proscribed Conduct) of the Integrator Agreement. (b) Notwithstanding sub-paragraph (a) above, the Authority is prepared to remove some or all of the restrictions imposed under clause 5.15 of the Integrator Agreement to allow the successful Potential Supplier to become the Authority Supply Chain Member responsible for the provision of the Estates Programme Management services. HELPDESK AND WORK ORDER MANAGEMENT (a) As detailed in Schedule 2.1C of the Statement of Requirements (Helpdesk and Work Order Management) the Supplier shall provide a “Helpdesk Solution” that will (i) play a key role in the management and maintenance of all services across the Authority Estate by acting as an interface for all building users to request reactive maintenance or support and raise any workplace, property, security and FM-related issues and queries; and (ii) operate as both strategic management and quality monitoring tool and be the focus and key interface for all day-to-day operational activities across all aspects of Estates services. (b) The Supplier shall also provide a proactive and efficient Work Order Management service that provides integration between building users, the Authority and the Authority Supply Chain Members to support the management of the Authority Estate and Authority Estate services. SYSTEMS and DATA (a) The Supplier shall provide a System(s) Solution with configuration, suitable for recording comprehensively, accurately, and securely all Authority Estate, Asset- and Site-specific condition data and the generation, allocation, planning, implementation, and completion of all services required to operate the Authority Estate effectively. (b) The System(s) Solution should provide three core components: (i) a helpdesk, work order management and cost/finance component (ii) a Data & Reporting component allowing a single view of the Authority Estate to the Authority and End Users (iii) an Integration component to ensure seamless, timely and accurate data transfer between the Supplier, the Authority and the Authority Supply Chain Members’ systems.

Renewal Options

DWP reserves the right to extend the contract by two further years from the initial 5 year period. The form of the two further years shall be 1 year plus 1 year.

CPV Codes

• 70330000 - Property management services of real estate on a fee or contract basis
• 48000000 - Software package and information systems
• 79410000 - Business and management consultancy services

Indicators

• Bids should cover the whole contract.
• This is a recurring contract.
• Options are available.
• Renewals are not available.
• Performance considerations apply.
• Professional qualifications are sought.
• Staff qualifications are relevant.
• Award on basis of price and quality.

Other Information

Suppliers Instructions: How to Express Interest in this Tender: 1. Register on the eSourcing portal (this is only required once): https://dwp.bravosolution.co.uk & click the link to register - Accept the terms & conditions & click 'continue' - Enter your correct business & user details - Note your chosen username & click 'Save'. You will receive an email with your password (keep this secure) 2. Express an Interest in the tender - Login to the portal with the username/password - Click the 'SQ's / ITTs Open To All Suppliers' link. (These are Selection Questionnaires or Invitations to Tender open to any registered supplier) - Click on the relevant exercise to access the content. - Click the 'Express Interest' button at the top of the page. - This will move the SQ /ITT into your 'My SQs/ My ITTs' page. (A secure area reserved for your projects only) -You can now access any attachments by clicking 'Buyer Attachments' in the 'SQ/ ITT Details' box 3. Responding to the tender - Click 'My Response' under 'SQ/ 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. Follow the onscreen instructions to complete the SQ/ ITT - There may be a mixture of online & offline actions to complete (detailed online help available). To submit your reply use the 'Submit Response' button (top of the page). For further assistance please consult the online help, or the eTendering help desk. DWP expressly reserves the rights(i)to use a reverse auction; (ii)to cancel this procurement at any stage; (iii)to not award any contract as a result of the procurement process commenced by publication of this notice; (iv)and in no circumstances will DWP be liable for any costs incurred by potential suppliers.