INSIGHT CONSULTING SERVICES LIMITED

BEAMS

Enterprise Asset Management System. Think CAFM but encompassing all service and statutory taks within an Estates, Engineering and Facilities environment. Wrapping up PPMs, Medical Devices, Portering, Linen, Catering, Security etc. A single platform for managing services and providing useful dashboards, MI and rostering all in one place.

Features

• CAFM
• Workforce Management
• Asset Management
• Management Information
• Enterprise Asset Management System

Benefits

• One true source of Management Information for built environemnt activities
• Adaptive and predictive resource managing

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at support@icsprojects.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

282550287889286

Contact

Richard Collins
0203 870 1522
support@icsprojects.co.uk

About your service

• Service categories:

  Applications

  Engineering

  • Computer-Aided Engineering Applications
• Multi cloud support: Yes

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Can work with an API with other CAFM or similar services
• Cloud deployment model: Public cloud
• Service constraints: The service is delivered via public cloud and may require brief, scheduled maintenance windows, typically outside core business hours, with at least 48 hours’ notice provided. Browser support is limited to the latest versions of Microsoft Edge, Google Chrome and Safari. Standard API rate limits apply to protect platform stability; higher limits can be arranged on request.
• System requirements:
  • Modern web browser: Edge, Chrome, or Safari on current versions.
  • Stable internet connection for continuous access to the BEAMS platform.
  • Organisational security policies allowing HTTPS traffic over standard ports.
  • Optional API use requires configured credentials and permitted network access.

User support

• Email or online ticketing support: Yes
• Support response times: Typically within a 4 hour window
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: Yes
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: In our testing with assistive technology users, we verify that screen reader users receive automatic, non-disruptive announcements for incoming messages using ARIA live regions, ensuring compliance with WCAG 2.2 SC 4.1.3: Status Messages. We also validate that the chat interface is fully keyboard-navigable, ensuring it doesn't create keyboard traps and that its placement never hides the current focus, meeting the requirements for WCAG 2.2 SC 2.4.11: Focus Not Obscured.
• Onsite support: Yes, at extra cost
• Support levels: On-site support provides dedicated, hands-on technical management to ensure maximum asset uptime. This service includes preventative maintenance (database health checks and hardware calibration), reactive incident response for critical system outages, and tailored user training. Support is governed by a tiered SLA: Priority 1 issues receive immediate, 24/7 on-site intervention, while Priority 2 & 3 requests are handled during standard business hours. The scope encompasses EAM software, mobile handhelds for field staff, and integrations with existing ERP or IoT networks.; Pricing Framework; Pricing is structured to reflect the scale and criticality of the operation:; Annual Support Fee: Typically 15–22% of the initial software licence cost, covering version updates and remote helpdesk access.; On-site Retainer: A fixed monthly fee (e.g., £2,500–£6,000 per site) for a guaranteed number of technician hours or emergency response windows.; Professional Services: Ad-hoc site visits, complex system migrations, or audits are billed at daily rates, typically ranging from £1,000 to £1,500, plus travel expenses.; Total investment scales based on asset volume, geographic spread, and the urgency of the response windows required.
• Support available to third parties: Yes
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: Comprehensive user guides, online walkthroughs and in person guidance for super users
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Users can export all their data at any time using CSV downloads or via the REST API. Data remains fully accessible for extraction until the service contract ends
• End-of-contract process: Access to the service ends at contract termination. Customer data is retained securely for up to 12 months for retrieval requests, then permanently deleted using cryptographic erasure, including backups
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: The service is accessed through a modern web interface optimised for desktop browsers. In addition, a standards‑based REST API (OpenAPI/Swagger documented) is available for data import/export and integration with third‑party systems.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: We test the interface with users of assistive technologies, including screen‑reader users and keyboard‑only navigators. Testing verifies correct ARIA labels, focus order, alternative text, and non‑visual feedback. We confirm compatibility with common screen readers and ensure the interface remains fully operable without a mouse.
• API: Yes
• What users can and can't do using the API: They can export all of their own data to other applictions and databases. They can import data form other databases and applications. These can be set as manual or automated import/exports.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: Our infrastructure employs containerised multi-tenancy and logical isolation. While clients share physical hardware, CPU and memory are ring-fenced at the application level. To manage spikes, we use Auto-Scaling, which dynamically provisions additional compute power for heavy workloads (e.g., large data imports) without impacting the shared pool. Furthermore, API Rate Limiting and Database Sharding prevent any single tenant from monopolising system throughput.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest: Physical access control, complying with SSAE-18 / ISAE 3402
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Users with appropriate permissions can export all their data at any time using CSV downloads or the REST API. Imports are performed via CSV upload or automated API feeds.
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Our Enterprise Asset Management (EAM) solution guarantees a 99.9% Monthly Uptime Percentage. This commitment ensures that critical asset data remains accessible for operational decision-making, backed by a formal Service Level Agreement (SLA).; Availability & Response; Availability is calculated monthly, excluding scheduled maintenance windows (typically performed during low-usage periods with 48 hours' notice). Our UK-based datacentres utilize redundant power, cooling, and network paths to ensure asset resilience.; Service Credits (Refunds); If we fail to meet the 99.9% threshold, we provide Service Credits applied against your next monthly or annual invoice. Our standard "refund" structure is:; < 99.9% Uptime: 10% credit of the monthly fee.; < 99.0% Uptime: 25% credit of the monthly fee.; < 95.0% Uptime: 50% credit of the monthly fee.; To ensure Resource Independence, we use Auto-Scaling and API Throttling to prevent any single user's high demand from impacting your system's availability.
• Approach to resilience: Our Enterprise Asset Management (EAM) service is built on a High Availability (HA) architecture designed to eliminate single points of failure, directly aligning with the NCSC Principle 2: Asset protection and resilience.; Infrastructure Resilience; Our solution is hosted across multiple, physically separate Availability Zones within our UK-based datacentres. This ensures that if one facility experiences a power, cooling, or network failure, traffic automatically reroutes to a secondary site with zero data loss.; Service Design; Auto-Scaling: We use containerised multi-tenancy to dynamically scale resources. This ensures that sudden spikes in demand are managed without degrading performance for other users.; Database Redundancy: We employ synchronous data replication across sites. In the event of a primary database failure, an automated failover to a "hot standby" occurs within seconds.; Immutable Backups: All asset data is backed up daily to isolated, ransomware-resilient storage. These backups are geographically redundant to protect against regional disasters.; Detailed documentation regarding our Business Continuity and Disaster Recovery (BCDR) plans is highly sensitive but is available on request under NDA.
• Outage reporting: We provide a transparent, multi-channel approach to Outage Reporting to ensure you stay informed during any service degradation.; Real-Time Communication; Public Status Dashboard: We maintain a dedicated public status page that provides real-time updates on system health, including current uptime, historical performance, and details on any ongoing incidents.; Automated Email Alerts: Users can subscribe to automated notifications. In the event of a service disruption, an initial alert is triggered within minutes, followed by regular progress updates until the SLA-backed resolution is achieved.; Status API: For enterprise clients, we offer a Status API. This allows you to integrate our system health data directly into your own internal monitoring tools or IT dashboards.; Post-Incident Reporting; Following any major outage, we issue a formal Root Cause Analysis (RCA) report. This document details the incident's origin, the actions taken to mitigate it, and the long-term resilience measures implemented to prevent recurrence.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: We enforce strict controls on management interfaces and support channels, aligning with NCSC Principle 9.; Management Interfaces:; Access is restricted via IP allow-listing and secure VPNs, ensuring interfaces aren't exposed to the public internet. We mandate Multi-Factor Authentication (MFA) and utilize Just-In-Time (JIT) access to grant administrative privileges only when required for specific tasks.; Support Channels:; We apply Role-Based Access Control (RBAC) to ensure support staff follow the Principle of Least Privilege. All requests are fully authenticated, and every administrative action is captured in comprehensive audit logs for continuous monitoring.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users receive audit information on a regular basis
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Our information security framework is built on an ISO/IEC 27001 certified Information Security Management System (ISMS), ensuring our policies align with NCSC Cloud Security Principle 2.; Policies and Processes; We maintain a comprehensive suite of policies, including Access Control, Data Classification, Incident Response, and Supplier Security. Key processes include:; Continuous Monitoring: Automated tools track compliance and system integrity.; Regular Audits: We undergo annual internal and external audits to verify that our asset protection controls remain effective.; Security Training: All staff undergo mandatory security awareness training during induction and annually thereafter.; Reporting Structure and Enforcement; Information security is overseen by our Chief Information Security Officer (CISO), who reports directly to the Board. This ensures security is prioritized at the highest level of governance.; To ensure policies are followed, we utilize:; Technical Enforcement: Group policies and Role-Based Access Control (RBAC) automatically restrict unauthorised actions.; Compliance Dashboarding: Our CISO monitors a real-time risk register.; Disciplinary Framework: Any breach of security policy is subject to a formal disciplinary process, ensuring accountability across the organisation.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: Our configuration and change management processes ensure system integrity through strict version control and security oversight.; Component Tracking:; We utilise a Configuration Management Database (CMDB) and Infrastructure as Code (IaC) to track service components—from cloud instances to software versions—throughout their entire lifecycle. This provides a clear audit trail for every asset, aligning with NCSC Principle 2.; Security Impact:; All changes undergo a formal Change Control Process. Proposed modifications are reviewed for security impacts, ensuring they do not compromise logical isolation or data encryption. Changes are validated in staging environments before final CISO approval and deployment.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: We maintain a proactive vulnerability management process to protect your EAM system.; Threat Intelligence:; We monitor NCSC Alerts, CVE Databases, and vendor bulletins. Potential threats are prioritised using CVSS scoring to assess their impact on asset resilience.; Patch Deployment:; Timelines are strictly enforced based on severity:; Critical (9.0+): Mitigated within 24–48 hours.; High: Patched within 14 days.; Medium/Low: Managed in monthly cycles.; All patches are validated in staging to ensure they do not disrupt data-in-transit protection or system stability before production deployment.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Our protective monitoring ensures continuous EAM integrity using a 24/7 Security Operations Centre (SOC) and a SIEM (Security Information and Event Management) system. ; Identification and Response:; We identify anomalies—such as brute-force attacks or unauthorised data access—via real-time log aggregation and behavioural analysis. Upon detection, our Incident Response Plan immediately isolates affected components to maintain asset resilience. ; Response Speed:; We guarantee rapid response times:; Critical Alerts: Initial containment within 15 minutes.; High Alerts: Analysis within 1 hour.; This proactive approach guarantees a secure and resilient environment for your operations.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Our incident management ensures rapid recovery and transparency, aligned with NCSC Principle 7.; Reporting & Processes:; Users report incidents via our 24/7 helpdesk, customer portal, or email. We utilise pre-defined playbooks for common events—such as outages or data anomalies—to ensure immediate, consistent containment.; Documentation:; Following resolution, we provide a formal Root Cause Analysis (RCA) report. This details the incident’s origin, mitigation steps, and long-term resilience improvements. This structured approach protects your 99.9% uptime SLA and ensures full operational accountability.
• Post-quantum cryptography secure: Yes

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 5%
• Between £250,000 and £500,000: 6%
• Between £500,001 and £1,000,000: 7%
• Between £1,000,001 and £2,500,000: 8%
• Between £2,500,001 and £5,000,000: 9%
• Over £5,000,001: 10%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: CDL Group Ltd
• ISO/IEC 27001 accreditation date: Tuesday 6 January 2026
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: CDL Group Ltd
• ISO 9001 accreditation date: Friday 18 July 2025
• What the ISO 9001 doesn’t cover: N/A
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: F831253e-292e-4f93-bd33-1309a5438688
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Ensuring new workers are informed of their right to join a trade union
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Introducing transparency to pay and reward processes
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Understanding of issues relating to entering the contract workforce
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at support@icsprojects.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.