Issue - meetings

Report CS17124A

The Care Services Portfolio Holder introduced a report providing an overview of the tendering process for a Housing Information Technology (IT) System.

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 which had identified that the existing systems were not fit for purpose and did not cover all statutory housing elements, 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 and it was agreed 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.  The Local Authority invited six providers from the Framework to participate in the tendering exercise, following which two providers submitted bids.  The tender was evaluated on the basis of a detailed systems and implementation requirements document and tenderers’ submitted pricing schedules using a 40% cost, 10% cost effectiveness, 10% delivery date and delivery period and 40% quality basis.  Early in the evaluation stage, one provider withdrew from the process and following consultation with the Head of Procurement and Legal Services it was agreed that the evaluation exercise could continue with the remaining bidder with a view to achieving a competitive price. 

RESOLVED that the Council’s Executive be recommended to note the Part 1 (Public) Information Report when considering the recommendations in the Part 2 (Exempt) Information Report to award the contract.