Peaks & Plains - Asset Management System Replacement

Procurement Description

1. Scope of Works and Services Required

Peaks & Plains Housing Trust is seeking a modern, cloud-hosted Asset Management System (AMS) to replace its incumbent platform (Keystone), which has reached technical obsolescence. This procurement covers the supply of software-as-a-service (SaaS) core licenses, implementation services, data migration, technical integrations, and ongoing software support and maintenance over a contract term of 10 years.

The implementation will be delivered in a phased approach:

• Phase 1 (Core Implementation & Go-Live): Supply and deployment of the core asset platform, including the asset register and hierarchy, property characteristics, component attributes and lifecycles, a fully operational stock condition surveying service with a native mobile offline application (iOS/Android), 30-year investment planning, Net Present Value (NPV) option appraisal, an energy and retrofit module, capital completed works processing, standard reporting, and core API data integrations.

• Phase 2 (Future Operational Scope): While excluded from the immediate day-one go-live, the procurement will evaluate and test supplier capabilities and product roadmaps to later absorb responsive repairs, works management, operational compliance servicing (gas, electrical, fire, water), asbestos management, and full statutory case management under Awaab’s Law.

2. Quantity and Volume of Assets (The Amount)

The system will be utilized to manage and model the Trust's entire asset portfolio, consisting of approximately:

• 5,200 residential dwellings (social rent, affordable rent, shared ownership, leasehold, and freehold).

• Associated communal blocks, shared areas, garages, car parks, community buildings, commercial units, and land parcels.

• An estimated volume of 1,000 stock condition surveys, 1,500 property condition inspections, and 1,000 diagnostic inspections per annum.

3. Supply, Integration, and Delivery Methodology (How they must be supplied)

The solution must be supplied as a cloud-native or cloud-hosted service, with all data held securely within the United Kingdom under recognized information security accreditations (e.g., ISO 27001 / Cyber Essentials).

The supplier will be required to deliver the system through a structured implementation methodology:

• Data Migration: Executing full data extraction, transformation, cleansing, validation, and reconciliation of all historic data from the incumbent Keystone platform into the new AMS.

• System Integration: Delivering fully documented, bi-directional, and transactional CRUD APIs to seamlessly embed the AMS within the Trust's existing application estate. This includes mandatory integrations with Open Housing (Housing Management System), Documotive (Document Management System), Elmhurst (EPC API), Intelligent Energy (Sava API), and automated bulk/incremental data extractions into the Trust's internal SQL Server data warehouse (Fusion).

• Training & Acceptance: Delivering comprehensive training (personnel, remote, and self-service) for system administrators, surveyors, and power users, followed by a formal acceptance testing process against the Trust’s essential criteria prior to go-live.

• Support & SLAs: Providing ongoing technical support under strict contractual service level agreements (SLAs), separating responses and resolutions by severity (Critical, High, Medium, Low).

The contract will be awarded to the most economically advantageous tender (MEAT), assessed on a split of 70% Quality and 30% Price