Moat is using an online mapping service from Emapsite to provide greater accuracy during its tendering processes with local contractors.
Moat’s contracts for cleaning, repairs, maintenance, and gardening services were traditionally based on paper-based maps and sketches of properties, boundaries, green spaces and other geographic features. This made it difficult for Moat and its contractors to accurately assess the scope and area of work to be covered by the various maintenance contracts.
Chris Ollier, director of property services, Moat, said, “Our use of hand-drawn sketch maps was simply becoming too limiting and one of the main frustrations was that we could not send anything electronically. In addition, it was not a sufficiently rigorous process in the event of any query over a contract.”
With 19,000 properties in the South East of England, Moat realised that it needed a digital solution for layering geographically-referenced information on top of accurate base mapping, with the additional requirement that Moat’s staff should not need specialist digital mapping skills to use it.
In order to help with the production of tender packs for the procurement of gardening, cleaning and other maintenance services, Moat chose an online mapping system from Emapsite; this allowed Moat to detail very accurately the exact areas covered by each tender.
Moat mainly uses OS MasterMap, Ordnance Survey’s most detailed and up-to-date digital mapping. It shows the outlines of buildings, green spaces and other geographic features and comes as seamless data so users can choose precisely the areas they require.
On receipt of the mapping data from Emapsite, Moat’s asset managers align it with Land Registry titles to gauge proper boundary lines and geographic extents. CAD operators then convert the maps into AutoCAD format, adding detail on the type of land that needs attending to and the boundaries of responsibility. Relevant features can include grass, trees, bushes and hard-standing structures, all of which is included as a mapping ‘catalogue’ in the tender packs for each contract.
As well as the core users in the asset management team, Moat’s surveyors, housing officers and contract administrators have shared access to the maps for dealing with and resolving contractual issues to do with quality, service and areas of responsibility. To use Emapsite, Moat staff simply log-on online, search on location, choose the type of mapping and output format required and order for immediate delivery.
Ollier explained, “For a relatively low cost, Emapsite has really helped us. Our mapping is more accurate, our systems are more efficient, and there are no disputes with contractors over the tender process. The more information you can put into electronic format, the easier it is to use, share and keep up to date.”