Issue - meetings

Councillor Ian Harvey

To consider an exempt report on the award of a contract to provide a Property Management System.

This report contains exempt information within the meaning of paragraph 3 of Schedule 12A of the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985 and by the Local Government (Access to information) (Variation) Order 2006):

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information). 

In all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information because, it would be too speculative at this time to give an indication of contract value to the market and to disclose information as this stage might distort price submissions in any tender processes that are held in the future.

Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Cabinet considered an exempt report on the provision of a Property Management System to help underpin and support the on-going management of the Council’s investment portfolio.

The new system would effectively and efficiently manage property and enable officers to view Key Performance Indicator reports to keep financial risks to a minimum. It would ensure that accounting processes tie up with the Council’s obligations for financial reporting and auditing, allow the Council to maintain a full asset register, and the property team to have a rounded view of each and every asset. In addition, the system would encompass some key Facilities Management functions, and have the ability to tie in with future portals/third party suppliers to enable residential tenants to find a property, pay their rent and arrange for maintenance of their property online.

Alternative options considered and rejected by the Cabinet:

·         Delay the start of the implementation project another month, which would result in missing the preferred ‘Go Live’ date of 1 September 2019.

Resolved to approve the delegation for the award of contract for the Property Management software to the Group Head of Regeneration and Growth, in consultation with the Leader, Portfolio Holder for Finance (Councillor Williams) and the Deputy Chief Executive (Finance).

Reason for decision

A ‘fit for purpose’ Property Management System will enable the Council (over time) to manage its investment portfolio efficiently and accurately. The automated processes will ensure we can bring existing robust property processes back ‘in house’ and keep financial risk to a minimum.

Delegation was requested as the tender process had not been completed in time for the Cabinet meeting.