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Decision details

Procurement of existing Housing software solution and document management IT systems

Decision Maker: Co-operative Executive

Decision status: Recommendations Approved

Is Key decision?: Yes


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.




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




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. 




Reasons for Decision




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.




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. 




Alternatives Considered and Rejected




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.




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.




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.




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.




Any Interest Declared or Dispensation Granted








Reason for Exemption if Public/Press Excluded During Consideration








Respective Director Responsible for Implementation




Executive Director, Place




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: