Cambridge City Council - Comprehensive Housing Stock Management Software (PIN)

Prior Information Notice (PIN): Procurement of Comprehensive Housing Stock Management Software

1. Introduction: Cambridge City Council a public sector entity, is looking to engage with the market prior to a strategic procurement initiative that it may conduct to acquire a software solution for housing stock management. We are issuing this Prior Information Notice (PIN) to notify potential suppliers in the market about our broad requirements.
2. Scope of Requirements: We are seeking to engage with suppliers of a unified platform that comprehensively addresses the following key areas in housing stock management and its wider property portfolio: 2.1 Work Order Management: • Efficient handling of work orders from initiation to completion. • Streamlined collaboration among stakeholders, both internal and external. • Single channel experience for residents beyond self-service, including requesting repairs and scheduling appointments. • Dynamic Resource Scheduling facilitating fully mobile workforce. • Suitable reporting to support the above, including employee productivity reporting – inc Voids 2.2 Voids Management: • Streamlining key-to-key voids processes to minimise turnaround time. • Implementation of strategies to reduce rent loss during void periods. 2.3 Compliance Management: • Ensuring adherence to current and future regulatory requirements and compliance standards. • Retaining control over property and assets data to maintain compliance with tracking systems. Facilitate requirements of the Building Safety Act to enable safe building management, particularly in relationship to multi-contractor works 2.4 Inspections: • Simplifying property inspections through an intuitive app-based system. • Flagging and resolving issues promptly during inspections. • Post-works inspection management 2.5 Resident Engagement: • Offering an omni-channel experience that exceeds self-service expectations. • Providing residents with tools for diagnostics, repairs, and appointment scheduling. • Embedded into the customer journey an independent customer satisfaction portal that is in alignment with housing regulation requirements • Clear resident management in relation to safeguarding, alerts and virtual training for supply chain to ensure corporate policy alignment 2.6 Supply Chain Management: • Integrating supply chain management functionalities for seamless operations. • Integrating live supply chain performance and compliance • Flexible supply chain management 2.7. Diagnostics Tool: • Implementation of a diagnostics tool to enhance troubleshooting and issue resolution efficiency. • Ability for future API integration to enable proactive management of certain repairs processes and requirements. 2.8. Collaboration and Stakeholder Engagement: • Streamlining work order delivery through improved collaboration, both within your internal team and with external stakeholders.
3. Objectives: Our primary objectives with this procurement are to: • Improve resident satisfaction through enhanced engagement channels. • Minimise turnaround time for work orders and voids processes. • Ensure compliance with regulatory standards and tracking systems. • Streamline property inspections and issue resolution. • Implement a robust supply chain management component • Reporting and analytics to support optimised operational efficiency and delivery.