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.