Pre-Tender Market Engagement Notice: Integrated Maintenance and Workplace Services (IMWS) System

Introduction

Bournemouth University (“BU” or the “University”) are seeking to engage with the market to inform the development of a future procurement for an Integrated Maintenance and Workplace Services (IMWS) system. This system will support a wide range of estates and facilities management functions, including helpdesk operations, asset and space management, planned maintenance, compliance, and contractor coordination.

The purpose of this engagement is to gather insights from suppliers on the feasibility, innovation, and delivery models available in the market. We invite responses from experienced providers with proven capabilities in delivering integrated digital solutions for complex estates, ideally within the UK Higher Education or similar sectors.

This Preliminary Market Engagement Notice outlines the high-level functional and technical requirements to help suppliers assess alignment with their offerings and provide informed feedback.

Key Functional Requirements

• Helpdesk Management

Back-End (Technician Interface) – Must Have

• Multi-technician job sign-off capability
• Advanced search and filtering
• Real-time chat functionality
• Fully configurable work request tiles, dropdowns, and workflows
• SLA configuration and monitoring
• Tile-specific guidance and instructions
• Mobile device compatibility

Back-End – Should/Nice to Have

• Notice board for alerts and updates
• Flexible, user-defined forms
• On Job / Off Job status toggling

Front-End (User Interface) – Must Have

• Search functionality for job history and status
• Alerts for duplicate job submissions in the same area
• Chat function for real-time updates
• Email notifications on job progress
• Interactive maps for issue location
• Mobile access for users on the move
• Asset Management

Must Have

• Barcode/QR code scanning for asset tracking
• Integration with SFG20 and Facilities iQ
• Uniclass classification support
• Full asset lifecycle management
• Interactive asset-linked drawings
• Condition Monitoring

Nice to Have

• IoT sensor integration for real-time condition monitoring
• Space Management

Must Have

• EMR (Estate Management Record) data collection and reporting
• Flexible hierarchical structure for buildings and spaces
• CAD integration
• Interactive space drawings
• Data on space allocation and usage
• Planned Preventative Maintenance (PPM)

Must Have

• SFG20 integration for standardised maintenance schedules
• Ability to create and manage custom PPMs
• Lease and Risk Management

Lease Management – Must Have

• Automated alerts for key lease events (e.g., renewals)

Risk Assessments – Must Have

• Accessible from within work requests
• Support for multiple staff assignments per RA
• Resource and Stock Management

Resource Scheduling – Must Have

• Multi-team scheduling and coordination

Stock Control – Must Have

• Barcode/QR code-based inventory management
• Contractor and Permit Management

Must Have

• Interactive drawings showing asset and space data
• Location-based risk register
• Permit-to-work request and authorization workflows
• Accessibility and User Interaction
• Accessible via desktop, mobile, and tablet
• Document and image upload support
• Access for staff, students, and external contractors
• Automated email notifications
• In-job chat functionality
• Integration and Data Management
• API connectivity with Finance, HR, CAD, and Space Management systems
• Integration with access control systems (e.g., Salto)
• Data export in Excel, CSV, PDF formats
• Comprehensive audit logs
• System Features and Support
• Access to a test environment
• Admin-configurable permissions and authorizations
• Customizable work request views by user/team/department
• Estates-only tiles for restricted access
• 24/7 support (minimum UK office hours)
• Training materials and live job tracking
• Dedicated implementation team and business analysts
• Experience with UK Higher Education institutions
• Advanced Data and Environmental Monitoring
• BIM integration
• Energy and IoT data management
• Predictive analytics and space utilization insights
• Optional: Sensors for wellness and environmental monitoring
• Compliance and Security
• Document storage for compliance certificates
• Event-based alerts
• Multi-factor authentication
• Process, Reporting, and Broader Management
• Merge and manage similar user submissions
• GPS/GIS tracking and carbon footprint reporting
• Car parking and visitor management
• Room and desk booking
• Integration with Power BI and other systems
• Project and move management
• Hazard and cleaning management system integration