Agenda item - Retender of Whole Systems ICT platform for Homelessness, The Housing Register and Social Housing Letting

Report of Acting Executive Director Economy, Environment & Culture (copy attached).

(1)      That the Housing & New Homes Committee recommends to Policy, Resources & Growth Committee to:

(a)        Authorise the Acting Executive Director Economy, Environment & Culture to carry out a procurement of a whole systems ICT platform for homelessness, the housing register and social housing lettings. 

(b)       Grant delegated authority to the Acting Executive Director Economy, Environment & Culture and the Executive Director Neighbourhoods, Communities & Housing to award and let a contract with the preferred supplier for a period of 5 years with an option to extend by 2 years.

(c)        Note that Brighton &Hove City Council will lead the procurement on behalf of the Sussex Homemove Partnership.

10.1   The Committee considered the report of the Acting Executive Director Economy Environment & Culture which explained that Brighton & Hove City Council and most of East and West Sussex district and borough councils had a shared ICT platform, Sussex Homemove Partnership, to support and manage their respective Housing Register and homeless lettings, including bidding for homes.  The current ICT contract, which sits with BHCC as the lead partner, was set up in 2005 and now required renewal.

10.2   A Value for Money exercise had been completed that concluded that it would be advantageous for Brighton & Hove City Council to remain in the partnership and benefit from the savings generated from sharing costs. In accordance with Contract Standing Orders, a waiver was agreed to extend the current contract to 31 March 2018 to allow a retender exercise to be carried out. The report sought formal permission for Brighton & Hove City Council to tender for a new ICT supplier on behalf of Sussex Homemove Partnership.  The report was presented by the Project Manager and the Housing Strategy Manager.  

10.3   Councillor Mears referred to paragraph 1.4.  She asked if the waiver had been agreed at the Members Advisory Procurement Board on 23 May.  Councillor Mears referred to paragraph 3.16 which stated that based on soft market testing, the new system would cost Brighton & Hove City Council in the region of £30,000 to £220,000 over 5 years.  The range of figures was vast and she would like to see a final report with costings. 

10.4   The Housing Strategy Manager confirmed that authority had been given by the Executive Director after consultation with the Chair to grant the waiver last year.  A contract discount had been received.  The Housing Strategy Manager agreed to update the committee on costings once the preferred provider had been selected. Councillor Mears replied that the waiver should have been reported to an earlier meeting of the committee.  In future she would like the committee to be kept properly informed.  The Housing Strategy Manager apologised for not providing a report earlier.  

10.5   Councillor Atkinson referred to paragraphs 4.3 and 4.5 which related to financial risk to the council.  He asked if there would be a possibility of partners reneging on the contract.  The Project Manager replied that all partners had been working with Brighton & Hove City Council for 10 years. There had been no incidents with any of the partners. An agreement would be tied to the contract. 

10.6    RESOLVED:-

(1)      That the Housing & New Homes Committee recommends to Policy, Resources & Growth Committee to:

(a)        Authorise the Acting Executive Director Economy, Environment & Culture to carry out a procurement of a whole systems ICT platform for homelessness, the housing register and social housing lettings. 

(b)       Grant delegated authority to the Acting Executive Director Economy, Environment & Culture and the Executive Director Neighbourhoods, Communities & Housing to award and let a contract with the preferred supplier for a period of 5 years with an option to extend by 2 years.

(c)        Note that Brighton &Hove City Council will lead the procurement on behalf of the Sussex Homemove Partnership.