Cambridge City Council - Consultancy services for Repairs and Maintenance Digital Management System - Review, Research Options and Tender Process for a New System

Cambridge City Council is looking for a consultant to review the City Council's Repairs and Maintenance AccuServ system with the objective of transitioning to a new system that comprehensively addresses key areas in housing stock management, enhancing efficiency, compliance, and resident satisfaction.

Requirements for the project:

• Conduct a comprehensive review of the existing Repairs and Maintenance AccuServ system.
• Identify any deficiencies in the system and perform a gap analysis. If the analysis indicates inadequacies, proceed with the following steps:

Market Research:

• Research the market to identify alternative operating systems and solutions. We have already undertaken a PIN to the open market supported with questions for the Council's key requirements.
• Assess each option based on its ability to address the identified challenges.

Option Appraisal:

• Provide an option appraisal report comparing the current system with the identified alternatives.
• Recommend the most suitable option based on cost-effectiveness, functionality, and alignment with the City Council's objectives.

Business Case Development:

• Design a comprehensive business case for the selected option, outlining any capital investment costs, expected benefits, and return on investment.
• Where applicable, present the business case to relevant stakeholders for approval.

Tender Process:

• Develop a comprehensive specification document reflecting the requirements for the new system.
• Manage the tender process with Cambridge City Council procurement team and support the Council in supplier selection and evaluation.

Communication

• Consultant to hold appropriate update meetings with client lead monthly/fortnightly/weekly dependent on the level of activity.