Notting Hill Housing — Asset Management Data Solution

NOTE: This notice was updated on 19 February 2016 for the following reason: Other additional information: Following a thorough evaluation process in line with the criteria set out within the Invitation to Tender (ITT) document, the Contracting Authority has decided not to award this contract. This decision has been reached following an insufficient response from the market and NHH's needs having moved on since the tender was published. NHH cannot, with any certainty, be clear whether accepting one of the tender submissions received will provide NHH with value for money or whether the proposed solution will be suitable for NHH's future needs or the possible innovation available in the sector.

The contracting authority, Notting Hill Housing Trust (NHHT) wishes to procure an asset data and facilities management solution which will enable Notting Hill Housing’s (NHH) to effectively manage the organisation’s housing portfolio.

The proposed solution, referred to as ADMS, will support the management of its estates from both an Facilities and Asset Management viewpoint, using one solution.

It will be a central repository for all assets and component information and the single resource for recording and tracking all work history, costs and documents against all components. The ADMS solution will enable PAM to efficiently and effectively manage these functions and ensure that contractors are provided with the information they require to optimise their operations.

There are 3 core functionalities the new system must provide:

• 24/7 reactive maintenance
• Programmed maintenance services covering all trades
• Investment modelling.

This must support four categories of processes:

• Asset Data Record – capture, input requirements, document management
• Programmed Maintenance – cycles, costs, surveys, programme, variations, mobile working
• Responsive Repairs
• Contract Management – Procurement, payments, performance management
• Bidders should note that NHH have used the terminology ‘Asset and Facilities Management’ as an all encompassing term that includes Estate, Building Services, Compliance and Safety, which the Property Asset Management (PAM) team performs the functions of both to support NHH’s Housing stock.