Agenda item

To seek approval to enact exetension to contracts for the support and maintenance agreement with Capita Business Services Limited for Open Housing, (the housing management ICT system).

Resolved:-

(1)             that approval be given to authorise the Director of Housing and the Director of Business Strategy and Change to enact up to 2 x 1yr extensions for the support and maintenance agreement with Capita Business Services Limited for Open Housing, (the housing management ICT system) from 1 April 2023 to 31 March 2024 at a total cost of £291,000, and from 1 April 2024 to 31 March 2025 at a total cost of £202,000;

(2)             that the Director of Housing and the Director of Business Strategy and Change be authorised to purchase the additional products and services as set out below in order to further develop and future proof the housing management system for the period of the extension:

(3)        that the Director – Law and Governance and Monitoring Officer be authorised       to seal any documents necessary to enable (1) and (2) above to take effect.

Approval was sought to enact a maximum of two, 1-year support and maintenance extensions, documented within the original integrated housing management system contract, to commence from 1 April 2023 until 31 March 2024 and then from 1 April 2024 until 31 March 2025, if required.

Reason for Decision

The housing management system was integral to the delivery of a wide range of housing services daily. Failure to provide adequate ICT provision would have a significant impact on the delivery of services to our customers and the ability of employees to perform their duties.

The existing five-year support and maintenance contract with the supplier, Capita, was due to expire on 31 March 2023. Within the original contract, there was an option to extend the existing support and maintenance agreement for a further 2 x 1-year periods.

Alternative Options Considered

The options were considered as follow:

·      No change – let the current contract expire on 31 March 2023.

·      Enact year 1 of the contract extension for the support and maintenance agreement with Capita, with an option to enact the second year if needed to allow more time to conduct a full system review.

·      Procure a new housing management system from the market.

The recommendation was to enact the first 1-year contract extension for the       support and maintenance agreement with Capita whilst conducting the system review and to enact the second 1-year extension if required. It was deemed unfeasible to not have a Housing system in place and there was inadequate time to undertake a full review and implement the outcome of that review prior to the end of March 2023.

Agreed:-

(1)     that approval be given to authorise the Director of Housing and the Director of Business Strategy and Change to award a contract for up to 2 x 1yr extensions for the support and maintenance agreement with Capita Business Services Limited for Open Housing, (the housing management ICT system) from 1 April 2023 to 31 March 2024 at a total cost of £291,000, and from 1 April 2024 to 31 March 2025 at a total cost of £202,000;

(2)     that the Director of Housing and the Director of Business Strategy and Change be authorised to purchase the additional products and services as set out below in order to further develop and future proof the housing management system for the period of the extension:

(3)     that the Director – Law and Governance and Monitoring Officer be authorised to seal any documents necessary to enable Resolution (1) and (2) above to take effect;

(4)     that any necessary exemptions be made to the Council’s Procurement and Contract Procedure Rules to enable the recommended course of action referred to in Resolution (1) above to proceed.