Scope
Description
Belfast City Council require a cloud based (SaaS) Integrated Workplace Management System (IWMS) to support the full life cycle management of corporate property assets.
The Core functionality of the system includes:
• Property (Real Estate) Asset management
• Capital project management
• Maintenance management
• Sustainability and energy management
• Compliance management and monitoring
• Identity and Access Management (IDAM)
• Document management capabilities
• Data, Analytics & Reporting
• System Implementation and Transition Support Services
• Service Desk and Operational Support Services
It is anticipated the IWMS will play a central role in modernising the Council asset management processes by:
• Streamlining data entry to reduce manual effort and improve data accuracy.
• Automating key processes to enhance operational efficiency and consistency.
• Enabling greater use of mobile devices to capture and enable access to asset related data and information.
• Improving asset related Performance Indicators monitoring and reporting.
• Enhancing analytical and reporting capabilities to enable data-driven decision-making across the asset portfolio and individual asset lifecycles.
It is anticipated the IWMS will deliver the the folloiwng objectives:
• Deliver a best-in-class IWMS solution;
• Streamline data entry and improve data quality;
• Automate core business processes;
• Provide mobile access and Work Allocation for Field-Based Users;
• Enhance performance monitoring and reporting;
• Enable data-driven decision-making;
• Ensure seamless integration with existing systems;
• Provide a secure, scalable, and resilient SaaS environment;
• Support accessibility and user experience;
• Enable business continuity and futureproofing;
Contract dates (estimated)
- 4 May 2026 to 3 May 2031
- Possible extension to 3 May 2036
- 10 years
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48331000 - Project management software package
- 48430000 - Inventory management software package
- 48332000 - Scheduling software package
- 72500000 - Computer-related services
Contract locations
- UKN06 - Belfast
Engagement
Engagement deadline
23 September 2025
Engagement process description
Pre Market Engagement for the supply and delivery of an Intergrated Work Management System (IWMS). The Council is carrying out the PME to engage with the marketplace to understand current offering, supplier capacity and capability, generate competition and manage expectations.
To register your interest to particpate in the PME and obtain a Questionnaire to complete, please send an email to cps@belfastcity.gov.uk at the latest by 3pm on 23rd September 2025.
Suppliers are asked to express their interest on or before 3:00pm on Tuesday 23rd September 2025.
Please submit your expression of interest to cps@belfastcity.gov.uk by 3:00pm on Tuesday 23rd September 2025 informing the Council of your intention to participate in this exercise and to receive a questionnaire.
The pre market engagement exercise will take the form of an initial questionnaire and will help the Council better understand the levels of competition, capability and capacity within the market to plan and deliver the rqeuirement.
It is anticipated that online follow up meetings, demonstrations, presentatiosn etc will be offered to discuss the responses.
If you have any questions about this requirement, please send them to cps@belfastcity.gov.uk. We will endeavour to respond as quickly as possible.
All information returned as part of this PME exercise will assist in the procurement route selection, development of the specification; evaluation criteria, pricing model; and contract award options to ensure this tender opportunity delivers a high quality service and best value for money for the ratepayesr of Belfast.
The Council reserves the right to contact any or all organisations who responds to this PME engagement to further discuss the next steps to follow. The Council cannot guarantee that all organisations will be contacted who submit interest.
The intention would then be to either advertise the tender opportunity to the market or vai an appropriate framework. The Council uses eSourcing NI as its etendering platform. If you are not yet registered with eSourcing NI we would suggest you do so without delay.
Whilst the Council will endeavour to keep any respondents to this PME exercise informed on developments of the tender process, the Council cannot guarantee this. Organisations are advised to register with eSourcing NI in order to see any advertised tender opportunities as well as regularly checking the Council's website for opportunities.
The Council reserves the right to discontinue any discussions or tender procedures at any time and are not liable for any costs incurred by suppliers associated with participating in this PME exercise.
Contracting authority
Belfast City Council
- Public Procurement Organisation Number: PQXY-5321-CGZM
9-21 Adelaide Street
Belfast
BT2 8DJ
United Kingdom
Contact name: Emma Morrison
Email: cps@belfastcity.gov.uk
Region: UKN06 - Belfast
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Northern Ireland