Modern technology and more data-driven working methods are creating new opportunities for more efficient property management, better resource utilisation and increased transparency. This poses several procurement challenges for you as a specifier or property manager, for example in a municipality, on the way to a future-proof choice of property system.
1. Limited knowledge of the market and alternatives
One of the biggest challenges is the lack of overview of market options. Many organisations spend too little time surveying the market and have too narrow a view of what suppliers and solutions are available. As a result, procurement is based on a limited selection, which can lead to missing out on modern and more up-to-date and innovative solutions that could be a better choice for the organisation.
To avoid this, organisations should set aside more time to explore the market, hold multi-vendor dialogues and gather insights even before the formal procurement process starts. This will provide a better understanding of available technologies and help to set more relevant requirements.
2. Unclear or outdated requirements
Another common problem is a requirements specification that is either too broad, too narrow or based on older, or only current, ways of working. If the needs are only linked to the shortcomings of the existing solution, the requirements specification tends to focus too much on individual functionality rather than desired, more efficient ways of working. By not taking sufficient account of future needs and opportunities with new technology, there is a risk that the new building management system will not live up to the expectations of a long-term sustainable solution.
To avoid this, the organisation should carefully analyse its processes and identify which functions and integration capabilities are really needed. Translating business needs into concrete, clear and future-proof requirements is crucial for a successful procurement. It is important to ask the right questions and ensure that suppliers can demonstrate how their solutions meet the needs both operationally and strategically.
3. difficulties in evaluating and comparing different options
Once the procurement process is underway, it is often challenging to objectively evaluate and compare the different solutions. Suppliers present their systems in different ways. Without a clear evaluation model, it can be difficult to determine which solution is best suited to your organisation and needs, and what can be expected in the short and long term.
A well-thought-out evaluation model should take into account both short-term and long-term aspects, including ease of use, functionality, integrations, total cost of ownership and the vendor’s ability to further develop the system over time. It is also important to involve both operational staff and management in the evaluation process to ensure that the system works for the whole organisation.
By addressing these challenges in a structured way, the organisation can create better conditions for choosing a building management system that not only meets today’s requirements, but also enables future development and efficiency gains.
4. Lack of anchoring and wrong expectations
A successful system change always involves new and different ways of working. It is important for the organisation to understand at an early stage what the change means in practice – what is expected of them and what they can expect from ‘the new’.
Involving those who work in the field and at different stages of the management process at an early stage in the procurement process is crucial in order to be able to formulate a set of requirements and objectives that reflect the real needs of the organisation.
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Our guide ‘How to ensure a quality procurement of building systems – best practice for public procurement’ provides more advice and guidance for your next procurement.
På Pythagoras har vi lång erfarenhet av att hjälpa kommuner to ensure efficient and coordinated property management. Our property management system is based on the insights and experience of municipalities across the country. Kontakta oss gärna om du vill du veta mer om Pythagoras fastighetssystem för kommuner.
