Prior Information Notice - Property Management Services Function

This is a Prior Information Notice (PIN) to inform the supply market of one of 31 forthcoming Infrastructure Maintenance Service Tenders across HIAL Airports/

Provision of a Property Management Function and CAFM system to ensure ongoing infrastructure compliance and term contract management, including provision and management of a CAFM System for HIAL staff and Contractors to utilise.

HIAL requires the provision of a Property Management Function and Computer Aided Facilities Management (CAFM) system to support the management of the Maintenance Contractors and Facilities Management supply chain to all 11 HIAL airports, largely consisting of a multitude of SME contractors with contracts of a varied size and nature.

The overall purpose of the contract is to achieve high levels of performance and customer satisfaction, whilst ensuring compliance with relevant statutory and mandatory legislation.

The service provider shall manage and coordinate HIAL’s maintenance requirements and third party contractors, and engagement with internal stakeholders through the provision of the following services:

• Programming and managing routine planned, remedial and reactive works provided by HIAL third party contractors;
• Review direct instructions from the airport manager for reactive maintenance and issue instruction to third party contractors;
• Provision of helpdesk function and CAFM system;
• Transfer of HIAL asset data (in xls format) into the CAFM system;
• Managing asset data input from contractors to populate the CAFM system;
• Manage contractors work and report to HIAL (through CAFM);
• Prepare scope for minor project tasks, get quotations from HIAL contractors, issue task order and manage contractor;
• Data information management including reporting, auditing, trend analysis on supply chain performance;
• Contract management support including production of performance reports and supporting supply chain review meetings where requested;
• Provide asset inspection and reporting services to support HIAL in managing the maintenance and renewal regime of its buildings;
• Reporting on supply chain performance to help ensure that all planned maintenance is done correctly and on time, reactive works are prioritised accordingly and completed timeously;
• Reporting on asset performance to ensure compliance with all statutory and legal obligations (including Health & Safety);
• Coordination of all maintenance activities.

See attached PIN Document for more information on the background to requirement, scope, programme and next steps.