Decision details

Seek approval for the authority to proceed with this joint procurement exercise.

This Item was chaired by Diana Minns (Vice Chair / Tenant Representative)

 

Matter for Decision

The report proposed a joint procurement exercise with South Cambridgeshire District Council, to provide a Housing Management Information System for both authorities. The Housing Services would remain distinct, with two instances of the new system provided, but recognised that moving to the use of a single provider would make it easier for the two Councils to share some or all of their housing services in the future.

 

Decision of Executive Councillor for Housing

 

     i.        Approved a capital budget of £500,000 for Cambridge City Council’s share of the up-front costs of jointly procuring a new Housing Management Information System with South Cambridgeshire District Council. The cost is to be fully met from existing repairs and renewals funds.

    ii.        Noted the current annual support and maintenance revenue budget of £75,000.

   iii.        Recognised the procurement benefits of undertaking this project now, in partnership with South Cambridgeshire District Council.

  iv.        Approved that the authority proceeds with this joint procurement exercise, and that following a compliant competitive process, the Strategic Director is given delegated authority to tender and award a contract on behalf of Cambridge City Council.

 

Reason for the Decision

To procure a modern, fit for purpose housing and property management system for the HRA, the wholly owned housing company and any other assets held by the Council which require management activity to be undertaken as set out in the Officer’s report.

 

Any Alternative Options Considered and Rejected

Not applicable.

 

Scrutiny Considerations

 

The Committee received a report from the Business Manager/Principal Accountant.

 

The Committee made the following comments in response to the report:

     i.        Welcomed the information regarding home ownership.

    ii.        Suggested that tenant and leaseholder representative could be used as part of the consultation process.

 

The Business Manager/Principal Accountant stated the following in response to Members’ questions:

     i.        The joint project board would develop a communications strategy.

    ii.        The full tender would include a requirement for other providers to share the service in future.

   iii.        No additional maintenance budget would be agreed until the system was in place. Cost would vary depending on what host system was selected.

  iv.        Cost would be shared across the authorities proportionally, based on the number of properties under management and the number of users of the system.

   v.        The system would be flexible enough to cope with any impact of devolution.

 

The Committee resolved unanimously to endorse the recommendation.

 

The Executive Councillor approved the recommendation.

 

Conflicts of Interest Declared by the Executive Councillor (and any Dispensations Granted)

No conflicts of interest were declared by the Executive Councillor.