CAFM Systems within Council's
Case reference FOI2026/00351
Received 2 March 2026
Published 26 March 2026
Request
Q1. What software solutions does the Council currently use for CAFM (Computer-Aided Facilities Management) or IWMS (Integrated Workplace Management Systems)? If multiple solutions are in use, please list all systems, including any niche, specialist, or secondary solutions.
Q2. What are the contractual terms for each solution? Please provide the contract start and end dates. If the contract is annual or rolling, please indicate this and include any renewal terms.
Q3. What are the Council’s current plans at the end of each contract? For example, does the Council intend to renew, extend, replace, or re-evaluate the software solution?
Q4. What are the total contract values for each solution? Please provide annual, monthly, or total lifetime costs, as applicable.
Q5. Who is responsible for managing the CAFM/IWMS system(s)? Please provide their name, job title, and department.
Response
Q1. What software solutions does the Council currently use for CAFM (Computer-Aided Facilities Management) or IWMS (Integrated Workplace Management Systems)? If multiple solutions are in use, please list all systems, including any niche, specialist, or secondary solutions.
Civica: This includes schedules for regular servicing to ensure compliance needs are met.
Safety Culture: Where we have written tailored audits for non-contractor checks, fire alarm drills, sounder checks etc.
Q2. What are the contractual terms for each solution? Please provide the contract start and end dates. If the contract is annual or rolling, please indicate this and include any renewal terms.
Civica Property Manager - refer to Contract Register; procured via government G Cloud framework. Safety Culture - annual licence.
The contracts register can be located through the TWBC website using the following Council tenders and contracts
Q3. What are the Council's current plans at the end of each contract? For example, does the Council intend to renew, extend, replace, or re-evaluate the software solution?
Civica - renew.
Safety Culture - renew.
Q4. What are the total contract values for each solution? Please provide annual, monthly, or total lifetime costs, as applicable.
Civica - refer to Contract register.
Safety Culture - £288 per year, we purchase two licences.
The contracts register can be located through the TWBC website using the following Council tenders and contracts
Q5. Who is responsible for managing the CAFM/IWMS system(s)? Please provide their name, job title, and department.
The Property & Estates Team are responsible for Civica.
The Facilities Management Team are responsible for Safety Culture.
Please note that the name and job title of members of staff responsible for managing the CAFM/IWMS systems have not been provided. We consider that this information constitutes personal data as set out in the Data Protection Act 2018 and is exempt from disclosure under Section 40 (2) 'Data Protection' of the Freedom of Information Act (2000). Section 40(2) of the FOIA states that information is exempt from disclosure if it constitutes the personal data of a third party and its disclosure under the FOIA would breach any of the data protection principles under the Data Protection Act. We consider that disclosure of this information would contravene the first data principle that 'personal data shall be processed lawfully, fairly and in a transparent manner in relation to the data subject'. The Council recognises that you have a legitimate interest in the disclosure of the information however, the staff members concerned have not consented to the release of their contact details and do not hold senior or public-facing roles. We consider that disclosure would be unfair and unlawful, as the individual would not reasonably expect their contact details to be disclosed into the public domain. Whilst there is a general public interest in transparency, this does not extend to the disclosure of personal data relating to staff members who do not hold senior or public-facing roles. Therefore, we consider that the public interest in maintaining the exception outweighs the public interest in disclosure. Based on these arguments the information that has not been provided, should be withheld
Documents
This is Tunbridge Wells Borough Council's response to a freedom of information (FOI) or environmental information regulations (EIR) request.