Purpose

The purpose of this report is to set out the
requirements for the provision of a Corporate Property Asset
Management system and to seek approval to commission this system
from an external provider as set out in this report.

Content

It is recommended that the
Executive Director of Neighbourhood Services:
 

Approves the commissioning of a Corporate Property Asset
Management system, including an upgrade to the existing system,
from an external provider for a period of 4 years and for an
estimated value of £971,568 as set out in this
report.

Reasons for the decision

The recommendation is to approve the
commissioning of a Corporate Property Asset
Management system, for a maximum 4-year period. This will
ensure the Council has a functioning, fit for
purpose back-office asset management system. Without it the Council
would risk the effective operational management and compliance of
our corporate property estate including statutory servicing
programmes, statutory risk assessment programmes (including fire
risk assessments), and capital programmes and there would be
considerable disruption for the management of property transactions
and private leaseholders.

Alternative options considered

The following alternative options were
considered:
 
Do nothing:
This is not an option as the function of the
system is to manage the property asset management risks to the
Council, which will cease to be available March-June 2024 when it
becomes end of life.  This creates a
significant risk around loss of operational data and/or the data
becoming static and out of date if returned to the Council.
 
Due to the imminent end of life of the current
system and the requirements of the Council, the sourcing of a
replacement is the only viable option at this
time.
 
When the current solution becomes end of life,
the Council will be without a supported, functioning corporate
asset and property management system. This puts the Council at
considerable risk both financially and in terms of its statutory
compliance obligations.