Cambridge City Council - Comprehensive Housing Stock Management Software (PIN2)

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.
This PIN is released with the idea that those organisations that submit their information via this route will be given direct access to the tender once it is released. The opportunity will, of course, still be advertised in the normal manner, however, any company expressing an interest at this point will get an automatic email once it is live on the portal
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 Works 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.
Please see the
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.
4. Next Steps

Suppliers interested in this up coming opportunity are asked to
Complete Document 1
Provide a brief outline of how their solution would meet the Councils needs (no more than 500 words).
Complete System Assessment Questions, with any comments (no more than 100 words per comment box)
Supply at least two (2) references of, ideally, public sector installations where your system is fully working. Please use the form supplied, confirm that we would be able to contact these referees directly.
Please confirm you would be willing to demonstrate an outline of the capabilities of your system at a no more than 30 minute (online) demonstration of the system to a number of Council stakeholders.
Please download all documents provided complete and upload to the portal
Please complete and upload the information by Wednesday 27th March Wednesday 3rd April