URL: https://sandwell.moderngov.co.uk/ieDecisionDetails.aspx?ID=1153

Decision Maker: Cabinet

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: Procurement of integrated housing systems to meet regulatory and organisational requirements

Content: Approval was sought for procurement and award a contract for a new Integrated Housing Management software solution. The new software solution once in place would allow the Council as a regulated provider of social housing, to satisfy the requirements of Regulator of Social Housing  and resolve operational limitations in existing systems.   Reason for Decision The Building Safety Regulator (BSR) and the Regulator of Social Housing (RSH) had made significant changes to the way landlords were required to build, manage and maintain properties, engage with tenants, maintain digital records, and report compliance and performance.   As a landlord, a failure by the Council to comply with the BSR was a criminal offence and the Council risked enforcement. Non-compliance with these landlord requirements was an offence. Responsibility sat with individual officers and a newly created concept of the ‘Accountable Persons’ who would assume responsibility for the safety of high-rise buildings.   As a registered provider of social housing, the Council was required to establish the systems, data accuracy, and the effective and efficient processes needed to ensure compliance with these regulatory requirements.   It was not currently possible for the Council to be fully compliant with the regulatory framework, without having comprehensive asset management and compliance management systems, and high-quality up-to-date stock condition data. Integrated Housing Management System procurement sought to address system gaps and weaknesses.   Alternative Options Considered Option 1 – Continue with existing systems. Consideration was given to continuing to operate with existing systems. This was discounted for several reasons, including: ·      Lagacy Housing Management System (reaching end of life) ·      Lack of a Compliance Management System (commitment to RSH to procure and implement) ·      Lack of an Asset Management System (commitment to RSH to Procure and implement) ·      Legacy Repairs Management System (opportunity to consider as an integrated part of IHMS, rather than a standalone system)   Resolved:-   (1)          that delegated authority is given to the Executive Director for Place in consultation with, the Executive Director for Finance and Transformation and the Service Director – Governance (Monitoring Officer) and the Cabinet Member for Housing to undertake an appropriate competitive procurement exercise for the provision of an Integrated Housing Management System;   (2)          that delegated authority is given to the Service Director – Governance (Monitoring Officer) in consultation with the Executive Director for Place and the Executive Director for Finance and Transformation to prepare and publish all necessary procurement and tender documentation under the Competitive Flexible Procedure under the Procurement Act 2023;   (3)          that a further report is submitted on conclusion of the procurement exercise setting out the evaluation of tenders and making recommendations for the award of contract.

Date of Decision: December 10, 2025