URL: https://democracy.kirklees.gov.uk/ieDecisionDetails.aspx?ID=13493

Decision Maker: Service Director - Development

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Purpose: The existing database system, K2 by Tribal Technologies, used across the Corporate Landlord & Capital Service requires replacement.   The system has been in use for many years and, while it has served us adequately, it does not meet the modern functional, performance and efficiency requirements of the service. The system has performance issues and does not meet the current or future needs of the service.   The system is critical to multiple areas: ·       Corporate & Schools FM – management of our portfolio, repairs, maintenance and condition ·       Compliance – Managing and reporting all areas of compliance whilst holding all building related information such as O&M information ·       Assets & Estates – Holding our lease information, generating invoices to collect rental income ·       Terrier – Transfer of all information from historic spreadsheets and databases relating to the whole KC estate.   A compliant procurement process through both the Crown Commercial Services Application Framework and G-Cloud were considered however did not meet needs. Therefore, a full procurement process has been agreed.    The proposed contract will be awarded through the on a 5+1+1+1+1 year basis, allowing the first year for implementation, and then a 4-year running period with 4 additional single year extensions. The total contract value is estimated to be £300k in capital investment to purchase, implement and populate the database with annual revenue running costs of approx. £50k.  

Content: The existing database system, K2 by Tribal Technologies, used across the Corporate Landlord & Capital Service requires replacement.   The system has been in use for many years and, while it has served us adequately, it does not meet the modern functional, performance and efficiency requirements of the service. The system has performance issues and does not meet the current or future needs of the service.   The system is critical to multiple areas: ·       Corporate & Schools FM – management of our portfolio, repairs, maintenance and condition ·       Compliance – Managing and reporting all areas of compliance whilst holding all building related information such as O&M information ·       Assets & Estates – Holding our lease information, generating invoices to collect rental income ·       Terrier – Transfer of all information from historic spreadsheets and databases relating to the whole KC estate.   A compliant procurement process through both the Crown Commercial Services Application Framework and G-Cloud were considered however did not meet needs. Therefore, a full procurement process has been agreed.    The proposed contract will be awarded through the on a 5+1+1+1+1 year basis, allowing the first year for implementation, and then a 4-year running period with 4 additional single year extensions. The total contract value is estimated to be £300k in capital investment to purchase, implement and populate the database with annual revenue running costs of approx. £50k.   The decision is to award a contract via competitive tender to the whole market.  

Date of Decision: May 14, 2026