Procurement of a Single Highways Asset Management ICT System

Description

Dorset Council manages over 2,400 miles of roads and 2,800 miles of countryside rights of way, as well as being responsible for everything associated with them such as bridges & structures, cycleways, footways, drainage, street lighting, road signs & markings, traffic lights, car parks, trees and verges. Within its services it improves road safety, manages the networks, implements improvements, models future demands, facilitates new developments, supports customers, develops sustainable opportunities, and provides winter maintenance. The aim of this procurement is to introduce a Single Highways Asset Management ICT system, that will support better-quality data, a joined-up approach to service delivery and the early identification of operational efficiencies. Lot 1: The tender documentation details the requirements for a Single Highways Asset Management ICT System aimed at efficiently managing and maintaining a diverse range of 'Place' assets. These assets include, but are not limited to, roads, structures, parks, and trees. The system is required to be scalable and adaptable to future needs, and capable of integrating with other systems for comprehensive asset management. The requirements are organised into key functional areas and prioritised as either Essential or Desirable, providing a clear structure for implementation and feature development. Additionally, the system is expected to: - Support real-time updates and data synchronisation for asset management and operational decision-making. - Incorporate mobile functionality to allow for remote asset tracking, inspections, and updates. - Ensure compliance with relevant standards, regulations, and data governance frameworks. - Provide robust analytics and reporting tools for data-driven decision-making, forecasting, and planning. - Include integration capabilities with third-party systems and telematics data for enhanced vehicle and equipment management. - Facilitate user access control with secure authentication, role-based permissions, and audit trails. - Enable environmental and sustainability tracking, such as carbon footprint monitoring and green initiatives related to 'Place' assets Additional information: The awarded supplier/system is expected to adapt to evolving technological and public sector requirements in delivering this outcome e.g. (but not limited to) new requirements stemming from Procurement Policy Notes, National Procurement Policy Statement and best practice along with how the operating model of Dorset Council changes. As part of the requirements, the contract must allow for the expansion of the project scope, budget, or duration if additional resources or efforts are needed to achieve the desired outcomes. This might be due to successful initial phases or increased demand for the project's services. As part of the requirements, the contract must provide the ability to reduce the project scope, budget, or duration if circumstances change, such as reduced funding, lower-than-expected demand, or strategic shifts. This ensures that resources are not wasted and the project remains aligned with current priorities. Once the initial contract period of 5 years (60 months) expires, there will be an option to extend the contract by up to a further 48 months. This is split into 2 x 24 month extension periods. The value advertised for this requirement includes any potential extension periods covering this additional 48 months.