Purpose

The current contract between H&F and
Advanced Business Software and Solutions Limited
(“Advanced”) is set to expire on 21 July 2025. Advanced
provides two critical cloud-hosted workforce management systems
– Dynamic Resource Scheduling (DRS) and Job Manager –
along with essential service support. These systems are fully
integrated with H&F’s internal operations, its repair
contractors, and the Direct Labour Organisation (DLO), enabling
efficient management of responsive repairs and compliance-related
activities.

The objective of this report is to recommend a partnership
extension with Advanced to ensure continued, uninterrupted service
delivery up to the conclusion of the Repairs Procurement 2027.
Maintaining the current system infrastructure is essential for
operational continuity, avoiding service disruption, and minimising
risk during this transitional period.

Decision

1.    
It is recommended that the Council seek to procure a 2-year
contract with the option to extend for a further period of 1 year,
in line with the
procurement strategy set out in this report; a direct award
call-off under the CCS VAS Framework. The contract over the
lifetime term has an estimated total value of £329,902. This
will ensure continuity of service while allowing flexibility to
adapt to future operational and strategic requirements.
 

Reasons for the decision

1.    
Interim Contract Justification.This contract is
required as an interim solution to ensure continuity of service
prior to the mobilisation of the Repairs 2027 procurement. It
addresses the immediate operational needs while the long-term
procurement process is being finalised and implemented.
 
2.    
Workforce Management Alignment.
H&F will review the workforce management systems in parallel
with the Repairs 2027 procurement, which is expected to be
mobilised by April 2027. This review is necessary to ensure
alignment between operational delivery and the long-term strategic
direction of the Repairs 2027 programme.
 

Alternative options considered

1.    
Option 1: Not recommended
 

Framework

G-Cloud 14 Framework Agreement, Lot 2.
G-Cloud is a Crown Commercial Service (CCS)
framework designed for the procurement of cloud-based services,
including software, hosting, and support.

Advantages:

·      
Streamlined, compliant procurement process.
·      
Suitable for SaaS (Software as a Service) solutions.
·      
Pre-vetted suppliers reduce procurement time.
·      
Primarily designed for off-the-shelf, cloud-hosted solutions.

Disadvantages:

·      
Limited scope for services that require integration, bespoke
development, or operational support.
·      
G-Cloud restrictions on contract term; a maximum 36-month contract
with an optional extension period of 12 month, no flexibility to
exit early. This lack of flexibility poses a risk if H&F no
longer requires these systems following the outcome of the Repairs
2027 procurement process.
·      
Services which are available cannot be deviated from and are the
only services available from the supplier.

 
2.    
Option 2: Recommended
 

Framework

CCS VAS Framework, Lot 3.
The CCS VAS Framework (RM6259) supports
procurement of sector-specific software, including housing
management and workforce management systems, with optional services
like implementation, support, and integration.

Advantages:

·      
Designed for complex, sector-specific applications such as housing
and repairs systems.
·      
Enables direct award and call-off, expediting procurement
timelines.
·      
The framework allows flexible call-off lengths; no restrictions to
contract term, including the ability to terminate early at any time
subject to a 3 month notice period, which aligns with the potential
changes anticipated in Repairs 2027.
·      
It enables procurement of the exact software required, tailored to
H&F’s current operational needs, through the ability to
issue a request for information based on specific service
requirements.
·      
Allows flexible commercial arrangements including support,
training, and ongoing development.
·      
Compliant with public sector procurement regulations.

Disadvantages:

·      
Requires clarity on specifications and evaluation criteria at point
of award.
·      
Slightly fewer suppliers compared to broader frameworks like
G-Cloud.

 
3.    
Option 3: Not recommended
 

Open or Competitive
Flexible Tender

Competitive Tendering (Open or Competitive
Flexible Procedure).
A full tendering process open to the market,
allowing any supplier to bid or a select few based on prequalification.

Advantages:

·      
Broadest market reach; encourages innovation and competition.
·      
Useful for bespoke or novel requirements not covered by existing
frameworks.

Disadvantages:

·      
Significantly longer procurement timelines, which H&F
doesn’t have.
·      
Higher internal resource burden for tender drafting, evaluation,
and contract award.
·      
May result in inconsistent supplier quality due to wider market
reach.
·      
Risk of legal challenge if not run with strict adherence to
procurement rules.