Section one: Contracting authority
one.1) Name and addresses
Northern Ireland Housing Executive
2 Adelaide Street
Belfast
BT2 8BP
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
https://etendersni.gov.uk/epps
Buyer's address
https://etendersni.gov.uk/epps
one.3) Communication
Additional information can be obtained from the above-mentioned address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
Housing and community amenities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Market Engagement – Workforce Management Solution
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
The Northern Ireland Housing Executive (NIHE) requires a COTS Workforce Management IT system to support the delivery of its response maintenance service to 30,000 of its 85,000 homes throughout Northern Ireland. This system will need to facilitate the planning, monitoring, control and co-ordination of the tasks and activities required to provide a response maintenance service, and will be used by 300+ NIHE operatives and staff. At this time, we are considering the following options for the system landscape: 1) One system - providing all of the functionality listed below or 2) A core system providing the core requirements integrated with separate systems for the additional requirements.
*Please note the NIHE are not seeking to develop a product
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48332000 - Scheduling software package
- 48330000 - Scheduling and productivity software package
- 72212330 - Scheduling and productivity software development services
- 48430000 - Inventory management software package
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKN - Northern Ireland
two.2.4) Description of the procurement
The NIHE seeks to engage with suppliers who can offer a Workforce Management IT system to provide all of the following core requirements:
•a range of technology options to integrate with the NIHE IT Systems including Web Services , Application API’s, file exchange options including secure FTP , XML and CSV
•Work order management and tracking (to be used on mobile devices) to include:
-Capture of work risk assessments
-Recording of stock/ materials used per work order
-Record before and after photographs of work order
-Schedule of Rate management
•Resource Planning and Management to include:
-Dynamic scheduling engine
-Workforce planning
-Task allocation
-Staff profiles/ competencies
-The ability to record task completion times
-Text messaging to customers
- Confirmation and evidence of text messaging to tenants to confirm appointments
•Mobile Working:
-Full workload/diary and detailed work tasks available on and updated directly from secure mobile device
-Point of Work Risk Assessments and Safe Systems of Work
-Direct capture of task events/stages (e.g. task assigned time/date, arrived time/date, task complete time/date) and task status aligned with KPIs.
-Automatic notification of task variation
•Fleet Management, tracking the key information about vehicles and equipment
•Full dashboard reporting facility to support reporting against task KPI’s, cost reporting against budget, resource availability and efficiency, resource workload, resource timesheets.
•Document Management
•Electronic survey templates
•Asset Management
NIHE also has the following additional requirement which could be provided by either the core system or via integration with separate IT systems. This includes:
•Stock Management:
-The ability for NIHE vans to hold and manage stock for response repairs and record stock history, availability, pricing and distribution.
two.2.14) Additional information
If you would like to register your interest, please e-mail patrice.mcmahon@nihe.gov.uk no later than 23rd February 2022 at 15.00 giving your contact details i.e. name,. job title, email address and contact telephone number. Any requests to register interest after this time and date will not be accepted. Please ensure only one representative from your organisation registers interest. NIHE may wish to follow up with a questionnaire and subsequently hold interviews on submitted questionnaires and/or hold demonstrations of products to seek further information. Please note that information associated with this Expression of Interest is subject to change.
two.3) Estimated date of publication of contract notice
2 September 2022
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section six. Complementary information
six.3) Additional information
This notice is for information only and the publication of this notice does not oblige NIHE to commence any competitive tender process.The information contained in this notice, including (but not limited to) the description and classification of the requirements, CPV codes and the estimated date of publication of the contract notice, is indicative only and NIHE reserves the right to amend it at any time without notice. NIHE shall not be liable for any costs, expenses or liabilities incurred by those participating in this notice in any way.