Digitalisation of your FM Processes

To meet the increasing demands on real estate management, the digitalisation of operational procedures is indispensable for larger property portfolios. Alone the fulfilment of operator responsibilities & duties – including the seamless documentation of the inspection obligations – is hardly possible today without effective digitalisation.

A Computer-Aided Facility Management (CAFM) system provides the basis. As property specialists, we understand your requirements in the life cycle of a property and provide you with comprehensive advice in terms of concept development, selection, call for tenders and implementation of a CAFM system as a neutral party.

CAFM Consulting

The implementation of a CAFM system is a key step on the way to digitalising your real estate management. A CAFM system is much more than a database for providing building performance data. In fact, it is a modern tool for digitalising management processes. With our wealth of experience, we help you to find the best, most cost-efficient software for your purposes and support you from concept development to implementation as an independent software consultant.

As the implementation of CAFM software entails considerable monetary and personnel expenditures, a well-prepared concept and call for tenders are indispensable. With experience gained in a number of projects with municipalities, universities, industry and churches, we help our clients to formulate their requirements, use them to create a market- and regulation-compatible CAFM call for tenders, and then supervise the awarding of the contract up to the final negotiation phase and subsequent implementation.

Our Services – your Contact

  1. Establishing the Essentials of a Project

Together with our client, we determine the essentials for CAFM implementation. This includes specifying the project team, analysing the IT landscape, defining the preferred operating form and interfaces to the existing IT landscape, estimating personnel allocation and performing a pre-calculation as well as drawing up specifications for the process of awarding contracts and of course, a project schedule. Another part of this first phase is prioritising the requirements and the defining the various expansion phases.

  1. Preparing the Awarding of Contracts

In several workshops with the project group of the client, we define the requirements criteria for the software as the basis for the creation of a CAFM specification of services. We orient ourselves to the procedural model and wording of GEFMA 440. Depending on the process for awarding contracts, we define additional selection criteria, for example as part of competitive bidding. If desired, an additional profitability calculation for CAFM implementation can also be carried out.

  1. Supervising the Process for awarding Contracts

In the call for tenders and procurement phase, we support our client in carrying out the process for awarding contracts by specifying a contract award schedule, creating the necessary contract award document, communicating with bidders and evaluating the tenders, among other tasks. We are also pleased to develop a concept for the best bidder to demonstrate their system and to accompany the demonstration as the basis for the final bid evaluation.

  1. Recommendation for awarding the Contract

At the end of the process of awarding contracts, we create the final price and rating index, and formulate a procurement recommendation with suggested actions. If desired, we support our client during the final negotiations as well.

  1. Implementation Support

We are pleased to supervise the project in the implementation phase and support the project team and client during implementation. Additionally, we support you in data provision: for example, by collecting the building and facility data.

We assess your requirement for new software based on your current system and current processes. Subsequently, we demonstrate the possibilities of latest systems and define supplementary requirements for the new CAFM software together with you. Of course, we also support you during the data transfer process.

Are you uncertain of whether or not your software partner can fulfil your future requirement or if the contract conditions are still market-compatible? We would be pleased to analyse the situation and give you a qualified, solution-oriented recommendation.

Is your implementation project at a standstill and are battle lines drawn? We would be pleased to moderate your project and help you get back on track.

Dipl.-Ing. Jan Zak

CEO

T +49 (721) 61 90 65 30
M +49 (178) 66 00 356
jan.zak@ikl-gmbh.de

Related Services

Acquisition of technical building data     BIM2FM     ESG consulting

Our CAFM Team

Kateryna Krechmarovska, B.Sc.
Janine Schmidt, M.Sc.

BIM professional

Dipl.-Ing. Jan Zak

CEO
Lecturer at Karlsruhe University of Applied Sciences

Selected Project References

CAFM System Change

Establishing the essentials for a project and system concept development, interface clarification, drawing up the specification of services, tender supervision and contract award negotiations, contract award recommendation

CAFM Implementation

Establishing the essentials for a project and system concept development, interface clarification, drawing up the specification of services, tender supervision and contract award negotiations, contract award recommendation

CAFM Implementation

Establishing the essentials for a project and system concept development, interface clarification, drawing up the specification of services, tender supervision and contract award negotiations, contract award recommendation, implementation support

CAFM Implementation

Establishing the essentials for a project and system concept development, interface clarification, drawing up the specification of services, tender supervision and contract award negotiations, contract award recommendation, implementation support

CAFM Implementation and Control of the Collection of building-relevant Data

Establishing the essentials for a project and system concept development, interface clarification, drawing up the specification of services, tender supervision and contract award negotiations, contract award recommendation, implementation support. Controlling of the data collection for more than 5,200 buildings and subsequent data administration