Computer Aided Facilities Management & Senior Estates Staff

Reference: 25-26035

Date response sent: 07/05/2025

Details of enquiry

1. Please confirm the current CAFM Solution used by the Estates Team to manage Reactive and Planned Maintenance tasks and the name of the provider?
2. Please confirm the current system used by the Estates Team to manage CAD floor plans of the Trust estate buildings?
3. When is the current CAFM solutions support and maintenance contract due for renewal?
4. How much is paid per annum for support and maintenance of the CAFM system?
5. How many main system user licences and mobile licences does the CAFM solution utilise?
6. Please provide a list of modules used by estates within the current CAFM system?
7. When was the last time the current system was reviewed by procurement for functionality/fit for purpose and value for money?
8. Please confirm contact details for the below positions with name, email address and telephone number:

a. Director of Estates:

b. Director of Facilities:

c. Estates Manager:

d. Facilities Manager:

e. Director of Soft Services:

f. Soft Services Manager:

g. EBME Manager:

h. Property Asset Manager:

i. Procurement Manager Estates:

j. Director of Procurement

Response sent

1. Please confirm the current CAFM Solution used by the Estates Team to manage Reactive and Planned Maintenance tasks and the name of the provider?

FSI Concept, supplied by MRI Real Estate Software

2. Please confirm the current system used by the Estates Team to manage CAD floor plans of the Trust estate buildings?

No system is used, but drawings are updated when works are undertaken as part of the contract works in a dwg format that is shared when required.

3. When is the current CAFM solutions support and maintenance contract due for renewal?

1^st March 2026

4. How much is paid per annum for support and maintenance of the CAFM system?

£18,600 excl VAT

5. How many main system user licences and mobile licences does the CAFM solution utilise?

Full user licence for main CAFM system plus for mobile user

6. Please provide a list of modules used by estates within the current CAFM system?

Task Management, Facilities management

7. When was the last time the current system was reviewed by procurement for functionality/fit for purpose and value for money?

At contract procurement stage – May 2023

8. Please confirm contact details for the below positions with name, email address and telephone number:

The Tavistock and Portman NHS Foundation Trust is a small specialist NHS mental health trust with a focus on training and education, as well as providing a full range of mental health services and therapies for children and their families, young people and adults.  We provide outpatient, and mainly psychological services via talking therapies. We do not provide acute services, nor inpatient patient services, nor detention facilities, and do not have an A&E department

We have withheld post holders names and contact details as our Trust’s policy is not to release into the public domain, the names of staff who are below Director level. This is explained in more detail in the attached annex to our FOI Procure.

This data is also exempt under Section 40(2) of the FOIA, Personal information about third parties, where complying with the request would contravene the UK General Protection Regulation or the Data Protection Act 2018. This is an absolute exemption that does not require the authority to carry out the public interest test.

As advised above, we are a small Trust (circa 700 staff), we do not hold any the posts you have requested.  Below, we have listed below the names and contact details for the Senior staff positions best matched to those you listed .

a. Director of Estates: – N/A

b. Director of Facilities: – N/A

c. Estates Manager: – N/A

d. Facilities Manager: – N/A

e. Director of Soft Services: – N/A

f. Soft Services Manager: – N/A

g. EBME Manager:  – N/A

h. Property Asset Manager: – N/A

i. Procurement Manager Estates: – N/A

j. Director of Procurement: – N/A