Decision Maker: Co-operative Executive
Decision status: Recommendations Approved
Is Key decision?: Yes
Purpose:
Contracts for the current provision of housing
software and document management IT systems are shortly coming to
an end and need to be procured
Approval is sought to re-contract with NEC
Software Solution Ltd via the Crown Commercial Services framework
Data and Applications Solutions (DAS) RM3821 and seek delegated
authority to award the contract.
The Housing system retention requirements are
to align to the council’s Place Systems Review (PSR)
programme in which a long-term system consolidation replacement is
been proposed. Therefore it is proposed
that this contract would be on a 3 year term.
However the
document management system is not part of PSR so service
requirements will determine contractual timescales although it is
expected to be 3 years with an option to extend for a further 1
year + 1 year (to make 5 years in total).
The current contract for these applications
comes to an end in March 2022.
Continuity of service is required along with alignment to the Place
Systems Review Programme.
Decision:
24.1
|
The report sought approval for the procurement
of a Housing software solution and Document Management IT systems
for the Council’s Housing service. This would be procured via
the Crown Commercial Services procurement framework Data and
Applications Solutions RM3821 for a period of 3 years for the
housing solution and an initial period of 3 years with an option to
extend for a further up to 2 years for the housing document
management solution
|
|
|
24.2
|
RESOLVED: That Co-operative
Executive:-
|
|
1)
Approve the procurement of the Housing software solution and
Document Management Systems via the Crown Commercial Services (CCS)
framework as outlined in the report;
2)
Approve the direct award of the new contracts to NEC Software
Solutions Ltd as outlined in the report; and
3)
Where no existing authority exists, delegate
authority to the Executive Director of Business Strategy, in
consultation with the Director of Finance and Commercial Services
to take such steps to meet the aims and objectives of the
report.
|
|
|
24.3
|
Reasons for
Decision
|
|
|
24.3.1
|
The contract with NEC for housing software and
document management software is due to expire 31 March 2022. The
housing service has a requirement to retain use of the systems to
compliment and align to the PSR programme. A compliant commercial
vehicle has been sourced.
|
|
|
24.3.2
|
Failure to secure a contract
for the supply of these systems will impact on the Council’s
ability to provide a housing service to its residence and create a
service gap until the PSR programme has delivered its
outcome.
|
|
|
24.4
|
Alternatives
Considered and Rejected
|
|
|
24.4.1
|
Do Nothing
Due to the anticipated
expenditure for both software applications over the proposed term
the Council is required to comply with Public Contract Regulations
2015 and therefore to continue use of the software beyond the
current contract period would not conform.
|
|
|
24.4.2
|
Reduced Contract
period
A shorter contract period was
not taken forward for either software application due to the
required alignment to the PSR programme and/or to longevity
required to provide stability to the service and council
tenants.
|
|
|
24.4.3
|
Open Market
Procurement
The housing marketplace is very
limited due to the bespoke nature of the service requirements in
which the council are seeking to consolidate the requirements and
commercial arrangements. The key
players in the market are appointed to the CCS DAS framework and
have already undertaken a competitive and compliant procurement
process.
|
|
|
24.4.4
|
Use of a Public Sector
Framework
The CCS DAS framework has been
identified as a suitable framework in which to make a Call Off
contract. It has already been
competitively tendered and is compliant with PCR 2015
regulations. It enables a direct award
via CCS e-marketplace.
|
|
|
24.5
|
Any Interest
Declared or Dispensation Granted
|
|
|
|
None
|
|
|
24.6
|
Reason for
Exemption if Public/Press Excluded During
Consideration
|
|
|
|
None
|
|
|
24.7
|
Respective Director
Responsible for Implementation
|
|
|
|
Executive Director,
Place
|
|
|
24.8
|
Relevant Scrutiny
and Policy Development Committee If Decision Called
In
|
|
|
|
Overview and
Scrutiny Management Committee
|
Report author: Jessica Kavanagh
Publication date: 18/03/2022
Date of decision: 16/03/2022
Decided at meeting: 16/03/2022 - Co-operative Executive
Effective from: 25/03/2022
Accompanying Documents: