Purpose

To seek approval to procure a new Property and Land Management ICT system. 

Decision

RESOLVED

KEY DECISION

That the Executive:

i)  Approves the commencement of the procurement process to purchase and implement a new Property and Land Management ICT system to replace the existing system.

ii)  Delegates authority to the Director for Assets and Environment, in consultation with the Executive Member for Assets, Waste and Environment, to undertake any further actions to deliver this project including contract award.

Reason for Recommendations:

•  The contract value will exceed the £500k key decision threshold.

•  To enable the effective delivery of the corporate landlord model and ensure proper estate management.

•  The current system is not fit for purpose and does not meet all the requirements to support the delivery of the corporate landlord model.

Alternative Options Considered:  Three other options were considered. However, these were not recommended:

•  Do nothing (not Recommended) – Continue to utilise the existing land and property management system. This would place services in an untenable position due to contract expiry

•  Extend the existing contract (Not Recommended) – With the implementation and delivery of the corporate landlord model being phased from June 2026, and the current system being outdated, it was felt that this was not a viable option

•  The Council is in the process of procuring a new system to manage its Housing Revenue Account properties. Whilst the needs for the management of housing and corporate estates are different, exploratory work was undertaken to consider the use of a joint system. However, the ability of software packages to accommodate the bespoke needs of each service meant that progressing with individual systems was the collective agreement of each service. This position will continue to be kept under review.