Facilities and Asset Management System for Multi-School Trust

Westcountry Schools Trust (WeST) operates 31 schools across 23 primary and 8 secondary institutions, serving approximately 15,000 pupils and 2,300 staff. The organisation requires a comprehensive Computerised Facilities Management (CAFM) system to consolidate operations across a diverse property portfolio with mixed-age buildings and conditions. The solution must provide a single integrated platform or demonstrably linked systems covering: compliance management (fire, water hygiene, legionella, asbestos, electrical, gas, radon, emergency lighting, lifts, playground equipment) with audit trails and remediation tracking; asset management including hierarchical registers, condition data, planned and reactive maintenance, work orders, and mobile contractor workflows; financial management with budget attribution, expenditure reporting, forecasting, and DfE data integration; and comprehensive reporting with trust, school and asset-level dashboards. The successful solution must deliver 99.5% monthly availability, ensure secure data management and portability, support mobile working, enable self-service reporting, and demonstrate scalability across the entire estate. WeST seeks suppliers to confirm proportionality of requirements, alignment with market practice, and suitability of proposed service levels and implementation approaches.