1. What software solutions does the council currently use for CAFM (Computer-Aided Facilities Management) or IWMS (Integrated Workplace Management Systems)? If there are multiple solutions, please list all of them, including niche or secondary systems.
Civica Property Management (CPM).

2. What are the contractual terms for each solution? Please specify start and end dates. If on an annual/rolling contract, indicate this and provide renewal terms.
CAFM (Civica Property Management) Currently 1 year licence, we are in negotiations to move to an extended licence agreement (3 years). Contract renewal date 1st September 2025

3. What are the council’s plans at the end of each contract?
a) Will you renew, extend, replace, or re-evaluate the software solution?
CPM has been subject to an independent review and CPM was deemed fit for purpose. Extend

4. What are the total contract values for each solution?
Please provide annual, monthly, or total lifetime costs, as applicable.
CPM £33,155.11

5. Who is responsible for managing the CAFM/IWMS system(s)? Please provide their name, job title, and department.
Mr David Pinnell
Contracts Technical Support
Property Management

6. Which of the following functionalities does the organisation use? Are these integrated into the core system, or managed separately? Please specify.
o Planned & Reactive Maintenance: YES
o Asset Management: YES
o Property Management: YES
o Lease Agreements: YES
o Health & Safety: YES - Limited scope
o Project Management: NO - Separate module in our finance system
o Condition Surveys: YES

7. Are there any known limitations or challenges with the current system(s)?
Please elaborate on any pain points, inefficiencies, or unmet requirements.
Based on an independent review we have no identified business critical issues.

8. Are there any upcoming plans for the adoption of new technologies or solutions? This includes both CAFM/IWMS-specific upgrades and broader facility management technologies. Please elaborate on potential timelines and goals.
Based on an independent review we have no identified business critical issues.

9. Are there any specific factors or features that would influence the decision to switch or upgrade systems? For example, cost savings, functionality, ease of use, or integration with other systems.
Based on an independent review we have no identified business critical issues.

10. Has the council conducted or planned a review, audit, or tender process for its CAFM/IWMS solutions? If so, when, and what are the key evaluation criteria?
Cost of ownership and capabilities.

11. Are there any preferred vendors or frameworks for procurement? Please specify if the council uses certain frameworks like G-Cloud or regional consortia agreements.
G-Cloud

12. What level of integration does your current system(s) have with other council software (e.g., finance, HR, procurement)?
a) Are there gaps or areas for improvement?
Integration with our Finance system and GIS system

13. What data and reporting capabilities are critical for your facilities management needs? Are these fully supported by the current system(s)?
CPM is currently being developed using “Dashboard” reporting capability in-built. CPM has excellent integration with Microsoft products and an in-built dataload capability to import data using pre-defined templates.