Germany - 1.1 Initial situation The Office for Building Construction and Building Management of the City of Karlsruhe

Description

1.1 Initial situation
The Office for Building Construction and Building Management of the City of Karlsruhe - the client (hereinafter referred to as AG for short) - manages the inventory of around 1,200 properties of the City of Karlsruhe, of which 900 properties are under the building maintenance of AG.
For the remaining 300 properties, other departments, such as the Fire Department or the Zoological Garden, are responsible for building maintenance, which they generally manage with their own systems.
The gross floor area of the AG's 900 properties is approximately 1.4 million square meters.
The properties are managed using two systems, both of which were created by companies for the AG in accordance with the AG's specifications and are administered by the AG itself.
The systems are an Access database, known as the "building database", and a Lotus Notes application, known as "incident and order management (SAM)".
The building database was created by the AG in 2011 and continuously adapted to the needs of the AG. In this database, the properties are managed down to room level with various attributes as well as all technical systems with maintenance and inspection cycles.
Since 2013, the orders required for the building maintenance of the properties - around 16,000 reports are received each year from the users of the properties - have been sent digitally via SAM to the companies that are to be commissioned. In addition, over 3,000 contracts (e.g. maintenance, cleaning or rental contracts) are managed in SAM.
The two systems have no interface to each other. There is also no interface to SAP, the AG's financial system. The S/4HANA version is to be used at AG from 2028.
There are numerous links from the building database to the Enaio document management system and the directory structure in Windows Explorer. Emails can also be generated using Outlook.
Since 2020, all relevant construction projects of the AG's project teams have been managed in extensive Excel lists (so-called "project lists") with integrated mapping of the project process. These contain Visual Basic-supported functionalities, calculations and links to data tables. In addition, regular, standardized reports are output with the aid of Power Query and Visual Basic programming. This application is to be replaced by a "project management" module in the future.
A complete overview of the property portfolio and its structure of the AG is provided in the "Building Condition Report 2022" attached in Annex I.1.1 of the tender documents.

1.2 Objective
The client would like to replace the two systems with a new system, a CAFM software, so that duplicate data storage is no longer necessary and further functionalities can be implemented. The client therefore invites tenders for the purchase of new CAFM software which must fulfill the requirements described in these specifications. Preference should be given to a product solution that is customizable or expandable according to the requirements.

1.3 General conditions
The AG will administer the future CAFM software itself. Other offices of the City of Karlsruhe should also be able to use it for the administration of their properties and the orders required for building maintenance. This requires a client structure with differentiated authorization management. The aim is therefore to obtain a company license that can be used throughout the city.

All further information can be found in the tender documents.
Please note that due to the large amount of data, the information provided as part of the market exploration is available as mp4 files in a cloud under the link: https://kacloud.karlsruhe.de/index.php/s/a6fWYaPqodxx2es.

Opportunity closing date

16 December 2024

Value of contract

to be confirmed