The Brief
Our client needed to replace its outdated asset management system. The legacy platform lacked integration, offered limited reporting capabilities, and hindered effective planning for repairs, compliance, and investment. The objective was to run a full procurement process to assess the market, define requirements, and select a future-ready, value-for-money solution aligned with their digital strategy.
Our Approach
We led a structured, end-to-end procurement process across five key stages:
Requirements Gathering
- Engaged key stakeholders (asset, compliance, finance, IT, and frontline staff) to define current pain points and future needs.
- Developed a comprehensive requirements specification, including integration, mobile access, reporting, lifecycle planning, and regulatory compliance
Market Engagement
- Conducted a soft market test and supplier briefings to refine procurement strategy.
- Hosted product demonstrations with all stakeholders across the top 5 solutions.
Tender Process
- Engaged with suppliers and managed usual RFI and RFP activities.
- Managed scoring criteria, demos, site visits, and supplier clarifications.
Evaluation and Selection
- Facilitated a multi-disciplinary evaluation approach.
- Delivered weighted scoring across functionality, cost, usability, and implementation approach.
Contract Award and Planning
- Developed recommendations and shared with the Executive Team.
Outcomes
The process enabled a comprehensive analysis to be completed and a clear understanding of the organisational requirements. The recommendations were well received and were included into the wider IT strategy. The approach we’d taken was requested to also be completed across the housing management solution before a final decision was made to ensure the entire technology ecosystem was future proof.
Client Feedback
“Given the system’s critical importance to the business and its wide-ranging impact across multiple stakeholder groups, we wanted a consultant who could help us surface diverse perspectives, clarify our requirements, and guide us toward a clear way forward. The Incito team were a pleasure to work with – insightful, collaborative, and supportive in helping us progress this important piece of work.”
Executive Direction of Business Change