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Assets and Facilities Management Software

Reading Borough Council

This public procurement record has 1 release in its history.

Planning

27 Jul 2026 at 11:46

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Reading Borough Council is exploring a single, integrated, cloud-hosted Software-as-a-Service platform for property, asset, estates and facilities management. The system would replace and consolidate multiple existing systems, creating a shared source of information for land and buildings, leases, tenancies, valuations, assets, maintenance, facilities, compliance, planned works and capital projects. Expected functionality includes CAFM helpdesk and work orders, contractor management, inspections, health and safety records, workflows, document management, reporting, dashboards, purchasing and financial controls, customer and supplier portals, and integration with corporate systems. A substantial element will involve discovering, mapping, migrating, validating and consolidating existing data while maintaining business continuity. Delivery must be hosted in the UK and comply with UK GDPR and information governance requirements. The work would be delivered for the Council’s property and facilities operations in Reading.

This procurement is at the planning stage and is currently a preliminary market engagement exercise, rather than an invitation to tender. The Council intends to use supplier feedback to refine its requirements, procurement strategy, commercial approach, evaluation methodology, budget assumptions and business case. Suppliers are asked to provide information on market capability, implementation, migration, integration, licensing, support and indicative costs. Expressions of interest or clarification questions are expected by 12 August 2026. The planned contract is a single lot, with an indicative term from 1 January 2027 to 31 December 2031 and a possible extension to 31 December 2032. The procurement is above the applicable threshold. No contract value or expected procurement procedure is stated at this stage.

The engagement will suit established software vendors and specialist implementation partners able to provide an integrated property, asset, estates and facilities management platform rather than isolated tools. Strong candidates are likely to have demonstrable capability in SaaS delivery, UK hosting, UK GDPR, information security, resilience, access controls, audit trails, business continuity and disaster recovery. Relevant experience includes complex data discovery and migration, system integration and API delivery, configuration, testing, transition planning, training, change management, user adoption and ongoing customer support. Suppliers should be able to explain how their platform handles compliance, maintenance, contractors, inspections, projects, financial workflows, reporting and self-service portals. The Council is also seeking product roadmaps, commercial models, implementation approaches and high-level pricing across mobilisation, migration, integration, subscriptions, support and optional functionality.

How relevant is this notice?

Notice Information

Notice Title

Assets and Facilities Management Software

Notice Description

Reading Borough Council is seeking market engagement with suppliers capable of delivering a single, integrated, cloud-hosted Software-as-a-Service (SaaS) solution for Property, Asset, Estates and Facilities Management. The Council is seeking to replace and consolidate multiple existing systems into a unified platform that will support the management of its property portfolio, assets, facilities, maintenance activities and compliance obligations through a single integrated solution. The Council is interested in solutions that can support: - Management of property and estate records, including land and buildings, leases, tenancies, valuations, acquisitions and disposals, estate portfolios, property hierarchies and associated property information. - Asset management activities across the asset lifecycle, including asset registers, condition information, surveys, performance monitoring, lifecycle planning, replacement forecasting and associated asset documentation. - Facilities management (CAFM) functions, including helpdesk operations, service requests, work order management, contractor management, planned preventative maintenance, reactive maintenance, inspections, scheduling, performance monitoring and service delivery management. - Compliance and health and safety management activities, including statutory inspections, certifications, risk assessments, compliance monitoring, audit requirements, reporting and management of compliance-related information. - Management of planned works, capital projects and programme activities, including budgets, milestones, resources, documentation, progress monitoring and governance requirements. - Property inspections, condition surveys and field-based activities, including the capture, management and reporting of inspection information, defects, actions, photographs and supporting records. - Financial and purchasing processes associated with property, asset and facilities management activities, including expenditure monitoring, purchasing workflows, budget management and management reporting. - Customer, user, supplier and contractor engagement through self-service and portal capabilities, supporting service requests, enquiries, collaboration and status tracking. - Workflow management and automation capabilities that improve operational efficiency through configurable business processes, approvals, notifications, escalations and audit trails. - Document and records management capabilities supporting the storage, retrieval, management and control of property, asset, project, maintenance and compliance-related information. - Reporting, business intelligence and dashboard functionality that supports operational management, performance monitoring, compliance reporting and strategic decision-making. - Integration capabilities that support connectivity with existing and future corporate systems, enabling improved data sharing, reduced duplication and a more connected operating environment. The Council expects the proposed solution to support the creation of a single source of truth for property, asset, estates and facilities management information, improving visibility, governance, operational effectiveness and data quality across the organisation. A significant element of the requirement will involve the migration and consolidation of data currently held within multiple existing systems. The Council is therefore seeking to understand supplier approaches to discovery, implementation, transition planning, data mapping, migration, validation, testing, user adoption and ongoing support arrangements, together with approaches to maintaining data integrity and business continuity throughout the implementation process. The solution must be delivered as a fully hosted SaaS service within the UK and be compliant with UK GDPR and applicable information governance requirements. Suppliers are invited to provide information regarding security, resilience, access controls, auditability, business continuity and disaster recovery capabilities. Market Engagement Objectives The Council wishes to use this engagement exercise to better understand: - Current market capabilities and available solutions. - Approaches to delivering an integrated Property, Asset, Estates and Facilities Management platform. - Implementation methodologies and typical delivery timescales. - Data migration, transition and change management approaches. Integration capabilities and API functionality. - Licensing, subscription and commercial models. - Support, maintenance and customer success arrangements. - Product development roadmaps and future innovation. - Opportunities to improve operational efficiency, reporting, compliance management and service delivery. - Indicative implementation and ongoing operational costs. Indicative Pricing Information Suppliers are invited to provide high-level indicative ("thumb-rule") pricing information covering: - Implementation and mobilisation. - Configuration and solution setup. - Data migration and transition activities. - Integration services. - Training and user adoption support. - Annual licensing or subscription fees. - Support and maintenance services. - Optional modules, functionality and value-added services. - Use of Information Provided Information received through this market engagement exercise may be used by the Council to review, refine and strengthen its requirements, specification, procurement strategy, commercial approach, evaluation methodology, budget assumptions and business case. The Council may also use information provided by suppliers, including indicative pricing, commercial models, implementation approaches, market intelligence and lessons learned, for benchmarking, affordability assessments, cost modelling, budget planning and procurement preparation activities. Suppliers should clearly identify any information that is considered proprietary, commercially confidential or subject to intellectual property rights. Whilst the Council may utilise non-confidential market feedback, pricing information and industry insights to inform future procurement documentation, the Council does not intend to reproduce supplier-specific intellectual property, proprietary methodologies, copyrighted material or confidential solution designs without appropriate permission. Any future specification will be developed independently by the Council based on its business requirements, market feedback and procurement objectives and will be designed to ensure transparency, fairness and equal treatment of all suppliers.

Planning Information

For expressions of interest or any clarification questions, please contact james.glenister@reading.gov.uk

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06d424
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/070721-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48420000 - Facilities management software package and software package suite

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
27 Jul 20262 months ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Jan 2027 - 31 Dec 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Reading Borough Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
READING
Postcode
RG1 2LU
Postcode Area
Reading
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ1 Berkshire, Buckinghamshire and Oxfordshire
Small Region (ITL 3)
TLJ16 Berkshire West
Delivery Location
Not specified
Local Authority
Reading
Electoral Ward
Abbey
Westminster Constituency
Reading Central

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

JSON Markdown

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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