URL: https://mansfield.moderngov.co.uk/ieDecisionDetails.aspx?ID=1958

Decision Maker: Assistant Director - Housing

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Purpose:

Content: OneAdvanced Dynamic Resource Scheduling (DRS) software     1. To approve the renewal of our open-ended contract with OneAdvanced for the provision of the Dynamic Resourcing Schedule (DRS) via a direct award through the Crown Commercial Services (CCS) Framework for a period of three years and at the cost outlined in the report below; and   2. To approve the one-off cost of £6,505 for upgrading the current version of the DRS; and   3. If required, the Legal Services Manager be authorised to negotiate, finalise and complete all necessary legal agreements and other documents to give effect to the above.   The renewal of the DRS ensures continuity of our Repairs service, maintains regulatory compliance, minimizes operational risk, and delivers value for money through a compliant procurement route.   One of the most critical elements of the Council’s Repairs service is the effective planning and scheduling of jobs, currently managed through the DRS system provided by OneAdvanced. This system underpins day-to-day operational delivery, ensuring repairs are planned efficiently, resources are allocated appropriately, and service standards are met for customers.   The current version of DRS is outdated and no longer fully supported. Continuing to rely on an unsupported system poses growing operational, security, and service-delivery risks, including system failure, reduced functionality, and an inability to respond to future service requirements or regulatory changes.   Upgrading to the latest supported version of DRS will improve system reliability and provide access to enhanced functionality and ongoing vendor support. This investment will reduce risks to service delivery, and enable the repairs service to operate more efficiently and sustainably in future.   The current contract is an open-ended contract, renewing annually on 26 October 2026 and whilst an open-ended IT contract is not automatically unlawful, it could breach the Procurement Act 2023, especially around transparency, modification, and fair competition.   The renewal of our open-ended contract with OneAdvanced via a direct award through the Crown Commercial Services (CCS) Framework for a period of three years will ensure continuity of a critical operational service service, maintain regulatory compliance and deliver value for money through a compliant procurement route.   The exemption has been approved in advance of this decision The period of the contract has been proposed taking into consideration the potential implications and impact on our current business operations, IT infrastructure and Local Government Re-organisation.   The Council’s Procurement Unit were consulted throughout the process as well as the Council’s Transformation Group.  The 36-month contract with OneAdvanced includes a total cost of £48,143 along with a One-Off cost for upgrading the current version of £6,505   Whilst undertaking a full market tender will fully test the competitiveness of the market, due to the lengthy process required for this option and the short timescale before the existing contract expires, the option to undertake a full market tender is not an option at this stage.   Potential costs of switching to an alternative supplier and the transition and implementation time ranges of a new system the potential disruption to service during this period coupled with the need to continually deliver against the consumer standards whilst under close scrutiny by the Social Housing Regulator would pose a significant risk and is therefore not an option at this stage.  

Date of Decision: May 6, 2026