Decision details

Approval to procure a repairs resource planning and management solutions software and service support

Decision Maker: Executive Director of Finance and Corporate Services

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes

Purpose:

The current contract between H&F and Advanced Business Software and Solutions Limited (“Advanced”) is set to expire on 21 July 2025. Advanced provides two critical cloud-hosted workforce management systems – Dynamic Resource Scheduling (DRS) and Job Manager – along with essential service support. These systems are fully integrated with H&F’s internal operations, its repair contractors, and the Direct Labour Organisation (DLO), enabling efficient management of responsive repairs and compliance-related activities.

The objective of this report is to recommend a partnership extension with Advanced to ensure continued, uninterrupted service delivery up to the conclusion of the Repairs Procurement 2027. Maintaining the current system infrastructure is essential for operational continuity, avoiding service disruption, and minimising risk during this transitional period.

Decision:

1.     It is recommended that the Council seek to procure a 2-year contract with the option to extend for a further period of 1 year, in line with the procurement strategy set out in this report; a direct award call-off under the CCS VAS Framework. The contract over the lifetime term has an estimated total value of £329,902. This will ensure continuity of service while allowing flexibility to adapt to future operational and strategic requirements.

 

Reasons for the decision:

1.     Interim Contract Justification.
This contract is required as an interim solution to ensure continuity of service prior to the mobilisation of the Repairs 2027 procurement. It addresses the immediate operational needs while the long-term procurement process is being finalised and implemented.

 

2.     Workforce Management Alignment.
H&F will review the workforce management systems in parallel with the Repairs 2027 procurement, which is expected to be mobilised by April 2027. This review is necessary to ensure alignment between operational delivery and the long-term strategic direction of the Repairs 2027 programme.

 

Alternative options considered:

1.     Option 1: Not recommended

 

Framework

G-Cloud 14 Framework Agreement, Lot 2.

G-Cloud is a Crown Commercial Service (CCS) framework designed for the procurement of cloud-based services, including software, hosting, and support.

Advantages:

·       Streamlined, compliant procurement process.

·       Suitable for SaaS (Software as a Service) solutions.

·       Pre-vetted suppliers reduce procurement time.

·       Primarily designed for off-the-shelf, cloud-hosted solutions.

Disadvantages:

·       Limited scope for services that require integration, bespoke development, or operational support.

·       G-Cloud restrictions on contract term; a maximum 36-month contract with an optional extension period of 12 month, no flexibility to exit early. This lack of flexibility poses a risk if H&F no longer requires these systems following the outcome of the Repairs 2027 procurement process.

·       Services which are available cannot be deviated from and are the only services available from the supplier.

 

2.     Option 2: Recommended

 

Framework

CCS VAS Framework, Lot 3.

The CCS VAS Framework (RM6259) supports procurement of sector-specific software, including housing management and workforce management systems, with optional services like implementation, support, and integration.

Advantages:

·       Designed for complex, sector-specific applications such as housing and repairs systems.

·       Enables direct award and call-off, expediting procurement timelines.

·       The framework allows flexible call-off lengths; no restrictions to contract term, including the ability to terminate early at any time subject to a 3 month notice period, which aligns with the potential changes anticipated in Repairs 2027.

·       It enables procurement of the exact software required, tailored to H&F’s current operational needs, through the ability to issue a request for information based on specific service requirements.

·       Allows flexible commercial arrangements including support, training, and ongoing development.

·       Compliant with public sector procurement regulations.

Disadvantages:

·       Requires clarity on specifications and evaluation criteria at point of award.

·       Slightly fewer suppliers compared to broader frameworks like G-Cloud.

 

3.     Option 3: Not recommended

 

Open or Competitive Flexible Tender

Competitive Tendering (Open or Competitive Flexible Procedure).

A full tendering process open to the market, allowing any supplier to bid or a select few based on prequalification.

Advantages:

·       Broadest market reach; encourages innovation and competition.

·       Useful for bespoke or novel requirements not covered by existing frameworks.

Disadvantages:

·       Significantly longer procurement timelines, which H&F doesn’t have.

·       Higher internal resource burden for tender drafting, evaluation, and contract award.

·       May result in inconsistent supplier quality due to wider market reach.

·       Risk of legal challenge if not run with strict adherence to procurement rules.

 

Publication date: 14/07/2025

Date of decision: 14/07/2025

Effective from: 18/07/2025

Accompanying Documents: