{meta} Agenda item - Request for Approval - Contract Award - Purchase of a Choice Based Lettings Management System and on-going Homelessness Prevention and Advice System - Jane Anderson

Agenda item

Decision:

Salford City Council - Record of Decision

 

I Councillor Hinds, Lead Member for Finance and Support Services and chairman of the Procurement Board, in exercise of the powers contained within the Council Constitution do hereby approve the award of the contract as outline in the table below:

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Choice Based Lettings Management System and on-going Homelessness Prevention and Advice System

Name of Successful Contractor

Locata

Supplier Registration Number

(to be supplied by Corporate Procurement)

04419315

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£99,400

Full Project

Contract Duration

24 months

Contract Start Date

15/11/2021

Contract End Date

14/11/2023

Optional Extension Period 1

12 months

Optional Extension Period 2

12 months

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Jane Anderson – 0161 793 2078

Lead Service Group

People Services

How the contract was procured?

(to be supplied by procurement)

Direct award

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

Crown Commercial Services

G-Cloud 12 Framework

Funding Source

External Funding Source (please identify below)

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

 

 

 


 

The Reasons are the existing choice based lettings website, Salford Home Search, is no longer fit for purpose.  It is not possible to interface it with the homelessness case management system resulting in the duplication of inputting for the Housing Options Team resulting in unnecessary work.  The reporting function is limited and there are not the resources available to update it.  By combining the two existing contracts with Locata, the homelessness case management and CBL, there will be greater financial control.      

Options considered and rejected were to develop a new in-house system because it is not possible to interface with the existing homelessness case management system.              

Assessment of Risk - the current system is inefficient, outdated and unsupported. If the contract is not awarded, staff resources will continue to be wasted through the duplication of work and the completion of manual tasks that could be automated.

Landlords will continue to lose rental income due to the lack of flexibility imposed by a prescribed bidding cycle as opposed to being able to advertise properties as soon as notice is given by the tenant.

Award of the contract will enable greater financial control.


 

The source of funding is Ministry of Housing, Communities and Local Government Homelessness Prevention Funding.

 

Legal Advice obtained from Tony Hatton, Shared Legal Services

 

Financial Advice obtained from Gemma Singleton, Finance Officer

 

Procurement Advice obtained Emma Heyes, Category Manager

 

HR Advice obtained n/a

 

Climate Change Implications obtained from Michael Hemingway,

 

 

The following documents have been used to assist the decision process.

 

n/a

Contact Officer: Jane Anderson

Telephone number: 0161 793 2078

 

 

The Lead Member has been consulted and is supportive of the proposed contract.

 

This matter is not subject to consideration by any other Lead Member.

 

The appropriate Scrutiny Committee to call-in the decision is the Overview and Scrutiny Board.

 

Signed:     BILL HINDS                 Dated:  28 July 2021               

                         Lead Member

 

*         This decision was published on 28 July 2021

*         This decision will come in force at 4.00 p.m. on 4 August 2021 unless it is called-in in accordance with the Decision Making Process Rules.

 

Supporting documents: