Issue - meetings

Report CS17007

The report updated Members on progress with replacing the Housing IT system. A first tendering process had been unsuccessful, with no bids received; this tender had been reviewed and five options identified – (i) re-contracting with the current supplier; (ii) open tender; (iii) CCS G Cloud/Digital Services Framework; (iv) mini competition using the CCS RM1059 Framework; and (v) Drawdown from the CCS RM1059 Framework. The report recommended that option (iv) offered the best solution for the Council.

The proposals had been considered and supported by Care Services PDS Committee on 28^th June 2016.  

RESOLVED that the Project Team be authorised to re-tender on the Crown Commercial services (CCS) RM1059 Framework as detailed in the report.

Report CS17007

The Care Services Portfolio Holder introduced a report providing an update on progress towards replacing the information systems used by the Housing Division.

The Housing Division used two information systems to support its business.  These comprised Home Connections which offered Choice based lettings functionality, and the Northgate Housing System which provided a range of services including an online housing application form, a case management service for housing advice, homeless cases and rent accounts, and a document management system, as well as supporting statutory reporting functions. 

Following consideration of a Gateway Review of Housing Information Systems in January 2015, Members had agreed to fund the procurement of a new information system which would meet the current and future statutory requirements of the Housing Division.  An initial tendering exercise had been undertaken which had not been successful in attracting bids.  Following this, a range of alternative procurement options had been explored.  Having considered supplier feedback, the fact that this was a one-off capital project and reviewed the evaluation options available, it was proposed that the option for a mini-competition using the CCS RM1059 Framework be progressed, with additional scoring criteria and weightings aligned to the cost weighting.  To maximise the chances of success of the tendering process, the Project Team had shortened and simplified the requirements document, and had built up relationships with suppliers.  It was also planned to send out the tender during Summer 2016 when suppliers were less likely to be busy, give an eight week period for the production and submission of bids and make it clear to suppliers that joint bids could be made.

The Assistant Director: Housing Needs advised Members that Bromley had explored potential joint working but that this had not fitted with the recommissioning timescales or service needs of other local authorities.  It was planned to take a phased approach to moving to the new system which would include a short period of parallel running with the existing systems, and break clauses were in place to end the maintenance contracts for the existing systems when the new system had been introduced.

RESOLVED that the Council’s Executive be recommended to agree the Project Team re-tender on the Crown Commercial Services (CCS) RM1059 Framework.