Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Date of Decision: November 19, 2024

Purpose:

Content: RESOLVED: Cabinet: a)    Approved a tender exercise for the provision of a housing IT System b)    Delegated authority to the Director of Housing and Communities in consultation with the Chief Information Officer and the Executive Director of Finance to award one, or more, contract(s) for the provision of a complete housing IT system to meet all current, and future, potential requirements, with a contract(s) being in place by August 2025 for a period of 5 + 5 years to the preferred supplier subject to availability of funds.   REASONS RESOLVED: 1.     To ensure continuity of service to the delivery of the Council’s housing service. 2.     To enable the Council to conduct a comprehensive contracting process for a housing system within the life of the proposed contract.   ALTERNATIVE OPTIONS: ·       Option 1 - not recommended. Do nothing. This option would involve allowing the current agreement to expire without procuring a replacement or extending the existing agreement.   ·       Option 2 - recommended. Negotiate a one-year extension to the current agreement and undertake a full procurement exercise. This option would involve negotiating with Capita for a one-year extension to the current agreement, thus taking the agreement to 31 March 2027. This can be done as a contract variation under Regulation 72 of PCR 2015. Following the extension, a full procurement exercise to test the market would be completed, however the revised contract end date would allow sufficient time to implement a new system should Capita not be the preferred tender option.   ·       Option 3 - not recommended. Award a new contract to Capita via a framework and implement their newer product, One Housing. This option would involve awarding a new contract to Capita via a framework agreement and implementing the One Housing system.