Public procurement notice: Prior Information Notice Without Call For Competition
Published: 2016-09-20
Buyer: The Minister for the Cabinet Office acting through Crown Commercial Service
Country: UK
Region: UNITED KINGDOM
Contract type: Supplies
CPV classification: 48000000 | 48610000: Database systems | 48900000 | 70300000 | 70332000
Estimated value: 4000000 GBP

Technical requirements: New Property Model Property Management and Accounting Computer System (NPM PMAC) (earlier PIN published as: Property asset and rental management products and services to support the ‘New Property Model’ (NPM) for the management of the public estate).
The purpose of this PIN is to alert the market to the intended Contract Notice publication for RM3817 NPM PMAC.
The New Property Model Programme (NPM) is a Government Property Unit (GPU) and Cabinet Office initiative which will establish an Executive Agency to centrally plan and manage Departmental Assets. The assets, largely general purpose offices and warehouses will be transferred to the Agency over a three to four year period. Eventually it is expected that the Agency will have up to 5 000 assets under management. Assets will be freehold or subject to leases from external landlords and the Agency will let the space in these assets to Departments and their associated bodies as well as let externally to third party tenants. The Agency will plan the use of the assets to maximise efficiency and utilisation, manage the assets on behalf of Departments and provide a range of related services including soft and hard facilities management as required by Departments. It is intended that FM delivery will be through external contracts.
The NPM programme requires a Property Management and Accounting (PMAC) System delivered as software as a service (SaaS) to support the running of the Agency as a property business. The following key user activities will be required:
— Property administration functions, such as portfolio planning, asset management, including disposals and acquisitions and project cost monitoring;
— Financial administration of in-scope portfolios including charging Departmental tenants and paying external landlords and service suppliers; and
— Financial reporting and accounting for the Executive Agency with appropriate interfaces back into the Cabinet Office and its' supporting financial systems
A market assessment has shown that the requirements mirror those for which solutions are in place in other commercial property companies, and that suitable packaged software solutions are available ‘off the shelf’.
This includes working arrangements both during implementation, transition to full functionality and ongoing maintenance of the relationship.
3. Potential for wider use of the system or contract by other Central Government Departments continuing to manage their own more specialised assets.
The PMAC System will be required to support an end to end process for the strategic planning, management and delivery of the General Purpose Asset portfolio.
The following are the non-functional requirements i.e. technical constraints or context in which an application has to perform the function:
Contract Notice is expected to be published in October 2016 with a tender deadline set for November 2016 (timescales expected to follow Regulation (27) (4)).
Potential Providers will be required to provide details of two or three contracts from either, or both, the public and private sectors that are relevant to the NPM PMAC System's requirement(s), along with customer contact details in order to validate the accuracy of information provided.
Potential Providers will be required to confirm their tendered software meets each requirement or provide explanation of work around.