RFP: Asset Document Management System (ADMS) - Buildings and Property

⁠⁠⁠The Buildings and Property Division (BPD) at Monash University(MU) is the custodian of the University Estate, we are committed to creating inspiring campuses that support Monash's vision as a world-class teaching, learning and research destination.

BPD manages building assets and equipment. Offering an end-to-end service, which includes strategic asset planning, management of both new construction and refurbishment projects along with service and maintenance of assets in operation and the management of Occupational Health and Safety.

Building documentation derived from projects provides the University with an increasingly valuable source of information that is vital to the long-term management of our estates.

With four campuses across Victoria, and a number of international sites, Monash University (MU) estimates its Building documentation to number in the tens of thousands. BPD continually experiences a number of challenges affecting the management of Building documentation and Data. The implementation of a suitable asset document management system (ADMS) is to provide value by enabling effective and efficient management of asset related documents and data.

Monash University seeks to identify and procure the optimum Asset Document Management System (ADMS) suited to enable BPD to enhance its management of Asset documentation.

For the purpose of this Tender, Asset Documents are defined as documents related to buildings, systems and infrastructure.

It should be noted that in addition to record management the system shall be capable of managing and displaying complex building asset documentation such as as-built drawings.

ADMS procurement Objectives:

•  Provide BPD with a cutting-edge solution that underpins the core objective of becoming customer focused organisation
•  Improve tracking, storing, controlling, editing and retrieval of asset documents
•  Enable better collaboration among internal and external stakeholders, increasing efficiency of planning, operations, and maintenance of the university assets
•  Improve regulatory compliance
•  Enable efficient identification and retrieval of stored documents including floor plans and campus maps.
•  Comply with MU's technical, functional, and performance requirements
•  Asset document management will be sustainable and centralised, simply accessed by all its users and highly valued in the delivery of customer services.

It is expected that effectively managing asset documents will lead to the following benefits:

•  Our customers will experience a more efficient and less disruptive service, as our contractors are better informed of asset details.
•  Our processes will be enhanced and less time will be spent searching for information, double handling and rework.
•  Our asset knowledge will be better-managed, and our stewardship offering will be advanced.
•  Our customers will experience a more open and transparent service offering, as key asset documents become shared, controlled and maintained resources.

The University will consider the proposed costs of the following, where applicable to the offering, and in addition to the acquisition and licences costs of the solution itself, to determine the full 3-5-year project costs in all cases:

•  Implementation Services.
•  Software Maintenance and Support.
•  System Administration / Management Services.
•  Data Migration Services.