Provision of a Corporate Asset Management Software System

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1 MERTHYR TYDFIL COUNTY BOROUGH COUNCIL Civic Centre, Castle Street, Merthyr Tydfil, CF47 8AN Main Tel: To: Chairman, Ladies and Gentlemen CABINET REPORT Date Written 7 th June 2011 Report Author Lisa Emerson Service Area Corporate Property and Physical Regeneration Committee Division Porfolio Committee Date 6 th July 2011 Provision of a Corporate Asset Management Software System PURPOSE OF THE REPORT: To obtain approval to proceed with the purchase and implementation of The Technology Forge Asset Management Software System. 1.0 INTRODUCTION AND BACKGROUND 1.1 Merthyr Tydfil County Borough Council requires a new Asset Management Software System, which will contribute towards the efficiency of the Council. Effective Asset Management relies on data, which is crucial for informing the development of strategies, evaluating and appraising options, decision-making and planning and performance management activities. 1.2 The Councils Asset Management Plan, adopted in April 2009, sets out the necessity to procure a reliable, fully integrated software system, which will provide central, comprehensive and accurate information to enable effective management of Council property assets. The Key Recommendations of this plan states: Implement an Asset Management Software Package and improve the quality and quantity of data for property assets. 1.3 This requirement has also been identified as a priority in a recent Wales Audit Office Report which states: The Council will need to be proactive in ensuring that all the necessary data is captured on a single buildings management system and then ensure it has

2 robust mechanisms in place to monitor and routinely test the data s quality this may take some time and will need to be adequately resourced. 1.4 At the moment information is held in a number of electronic and paper based formats, which are often not co-ordinated, it is inefficient and information is duplicated. 1.5 The implementation of a central software package will help to maintain a lean, well maintained portfolio which allows the Authority to live within it s means by managing property running costs effectively and efficiently and releasing capital and then recycling it in to Corporate Priorities. It will assist in maximising returns on leased property and allow the delivery of continuous improvement through performance management. It will also help to ensure that the all the Councils Statutory Compliance obligations are captured and managed effectively. 1.6 It will ensure that data is only entered once, that it is maintained consistently and automatically where duplications are necessary. It will enhance all aspects of property management by enabling all data to be held at a single point, to ensure accuracy, more efficient accessing and in-house reporting. 1.7 The Corporate Asset Management System will also have an integral role in the preparation of the Councils accounts. 1.8 The system will enable the Council to fulfil its reporting obligations to the Welsh Assembly Government and Consortium of Local Authorities in Wales. It will also be accessible by all premises responsible persons at various locations and provide for remote access by external contractors. 2.0 PROCUREMENT PROCESS 2.1 In August 2010, applications were invited via the Buy 4 Wales website, for inclusion in the shortlist to tender for the supply of an Asset Management Software System. The applications were required by 1:00pm on Thursday 16 th September A total of 13 Pre Qualification Questionnaires were received:-

3 Supplier A 164 Supplier B 171 Supplier C 155 Supplier D Supplier E 166 Supplier F Supplier G Supplier H 120 Supplier I Supplier J 88 Supplier K 130 Supplier L Supplier M 2.2 Following assessment of the PQQ stage, invitations to tender were provided to the five top scoring companies, with return of the tender documentation required by 4:00pm on Thursday 28 th October Three companies, submitted tenders and all were invited to provide a demonstration of their respective systems to the Asset Management Software System Working Group. All submissions and demonstrations have been assessed in accordance with the following criteria and weightings:- Price 20% Method Statement20% System Suitability 50% Work Programme 10% 2.3 The results of the assessment are as follows:- Criteria Supplier A Supplier C Supplier B Price Method Statement System Suitability Work Programme Total The assessments were weighted significantly in respect of system suitability to ensure that the chosen system fully accommodates the Councils requirements. Based on the information provided and the system demonstrations, Supplier B was assessed to be able to provide the most comprehensive and suitable system by a significant margin. On completion of the assessments, a preferred supplier, Supplier B, The Technology Forge, was identified to enable detailed discussions

4 and clarification of technical specifications and system requirements that were outlined in the original specification. 2.5 It became apparent during discussions that the costing of some modules required were not included in the initial quote. These, have been offered at no charge, but have an impact on the annual support and maintenance costs. The requirement to include CAD and GIS synchronisation and viewers was not included in the quotation, but from our discussions have been identified as necessary to facilitate our original specification. Also, it is necessary to link the system with existing IT systems as outlined in the specification and as such interfacing to these is required, including interface/integration connectors and integration toolkit. 2.6 These discussions have required an amendment to the original price quotation from a total of 100,926 to a total of 132,846 over the fiveyear contract period. The following schedule outlines the financial commitment required: First Year Investment Software 41,850 Annual Support and Maintenance 10,255 Project Management 7,650 Installation and Training 13,850 Data Analysis 4,250 Data Migration 10,800 88,655 Second year investment 10,563 Third year investment 10,880 Fourth year investment 11,206 Fifth year investment 11,542 Total Investment 132, The timescale for implementation of the system is estimated at six months for the core system, including the helpdesk and maintenance ordering system. The implementation of all modules is anticipated to be completed within 12 months of project start up. 3.0 FINANCIAL IMPLICATION(S) 3.1 The total financial investment required over a five-year contract period is 132,846, to be financed from the Council s existing Asset Management Earmarked Reserve.

5 4.0 EQUALITIES IMPACT ASSESSMENT 4.1 An Equalities Impact Assessment has been undertaken and identifies that there is a potential negative impact on the Welsh Language as the system is available in English only. Whilst this system is to be used by internal staff and it s consultants and not the public, this potential negative impact is considered small. The action plan indicates that post implementation consultation should be undertaken with users of the web page facility to determine the demand for provision in Welsh. At that point, the financial implications of providing the web page bilingually can be considered. 5.0 RECOMMENDATION(S) that 5.1 Authority is given to proceed with the purchase and implementation of The Technology Forge Asset Management Software System. GARY THOMAS DIRECTOR OF CUSTOMER SERVICES BACKGROUND PAPERS Title of Document(s) Document(s) Date Document Location Consultation has been undertaken with Executive Board in respect of each proposal(s) and recommendation(s) set out in this report.

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