CAR for Phase 2 Housing Management System Consultancy
Renfrewshire Council · 20 November 2025
Back to Finance, Resources and Customer Services Policy Board — 20 November 2025 and its agenda
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OFFICIAL ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 20 November 2025 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing & Infrastructure ___________________________________________________________________ Heading: Contract Authorisation Report for Phase 2 Housing Management System Consultancy (Ref: RC-CPU-25-125) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek approval of the Finance, Resources and Customer Services Policy Board to award a Call-Off Contract for Phase 2 Housing Management System Consultancy to Gravitas Recruitment Group Limited. 1.2 The recommendation to award a Call-Off Contract follows a procurement exercise conducted in accordance with the Crown Commercial Services G-Cloud 14 Framework Agreement RM1557.14 Framework Schedule 5: Award Procedure and the RM1557.14 G-Cloud 14 (Lots 1, 2 and 3) Buyer Guide (Buyer Guide) and Renfrewshire Council’s Standing Orders Relating to Contracts for an above Threshold Services Contract. 1.3 A Contract Strategy was approved by the Head of Housing on 3 October 2025 and the Strategic Category Manager on 1 October 2025. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board authorises:
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OFFICIAL 2.1 the Head of Corporate Governance to award the Contract for Phase 2 Housing Management System Consultancy to Gravitas Recruitment Group Limited, being a Call-Off Contract made under Lot 3 of the Crown Commercial Services G-Cloud 14 Framework Agreement (RM1557.14). 2.2 the Call-Off Contract Term of 19 months. The proposed Call-Off Start date is 5 January 2026. However, the actual Call-Off Start date will be confirmed in the Crown Commercial Services G-Cloud 14 Framework Agreement RM1557.14 Call-Off Order Form. 2.3 the maximum approved Call-Off Contract value of up to £250,000 excluding VAT, for the entire Call-Off Contact Term. 2.4 the Liability Cap of £1 million per year in direct loss or damage to the property, £2 million during the Call-Off Contract Term for Buyer Data Defaults, and that an annual total liability of the Supplier Gravitas Recruitment Group Limited) for all other Defaults will not exceed the greater of £1 million or 125% of the Charges payable by the Council to the Supplier during the Call-Off Contract Term (whichever is the greater). _________________________________________________________ 3. Background 3.1 The Council has a requirement for consultancy services to provide technical assistance with the ongoing implementation of the new integrated Housing Management System provided by NEC Software Solutions UK Limited. The services will include the redesign and re- engineering of associated processes and the related ways of working as the Council enters Phase 2 of the implementation of the Housing Management system. 3.2 The Council procured a fully integrated Housing Management System to replace several legacy systems which have become outdated. To fully support the Head of Housing to manage the implementation of the new housing management system, the appointed Supplier will manage multiple complex workstreams throughout the implementation of the Housing Management system. These services include structuring and controlling those workstreams and their interdependencies, so they collectively deliver the outputs needed to provide the capability for the Council to deliver all the implementation milestones agreed with NEC Software Solutions UK Limited. This will include providing direction and guidance to the wider, multi-disciplinary project team, consisting of Housing Services and Building Services.
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OFFICIAL 3.3 For this Contract the Council carried out a procurement exercise conducted in accordance with the Crown Commercial Services G- Cloud 14 Framework Agreement RM1557.14 Framework Schedule 5: Award Procedure and the RM1557.14 G-Cloud 14 (Lots 1,2 and 3) Buyer Guide (Buyer Guide) and Renfrewshire Council’s Standing Orders Relating to Contracts for an above Threshold Services Contract. 3.4 Following the Framework Schedule 5: Award Procedure and the Buyer Guide, the Council followed the steps 1-3 using search criteria as detailed below: Search Criteria Search Criteria Details Results 1 Housing Management System 368 suppliers 2 Implementation 68 suppliers 3 NEC 4 suppliers 3.5 After applying the relevant filter and search criteria, four solutions were identified from four individual G-Cloud 14 suppliers: Gravitas Recruitment Group Limited, Investigo Limited, Manifest Software Solutions Limited, and Home Connections Lettings Limited. 3.6 Following Step 4: Evaluation and selection of the Buyer Guide, a desktop analysis was conducted to assess the shortlisted Suppliers suitability against the specific Council’s requirements. This exercise identified that two of the four suppliers could not comply with the Council’s requirements. The following two Suppliers were evaluated against the Council’s requirements: - Gravitas Recruitment Group Limited - Investigo Limited 3.7 Following the evaluation, Gravitas Recruitment Group Limited were deemed to best meet the Council’s requirements and offer best value and are recommended to progress toward in accordance with the G- Cloud 14 requirements. 3.8 The Contract will be formed using Call-Off Contract (Order Form) and Call-Off Terms as contained within the G-Cloud 14. ___________________________________________________________________
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OFFICIAL Implications of the Report 1. Financial - The maximum approved Call-Off Contract value of up to £250,000, excluding VAT, is for a period of 19 months commencing on 5 January 2026. 2. HR & Organisational Development - None directly arising from this report. 3. Community/Council Planning – • Working together to improve outcomes - Adopting a 'place shaping' approach to developing our communities - working together to maximise our collective impact and influence across economic, social, physical, cultural and environmental policies and practices 4. Legal - This procurement was carried out in accordance with Crown Commercial Services G-Cloud 14 reference RM1557.14 Framework Agreement Schedule 5: Award Procedure and (Lots 1,2 and 3) Buyer Guide and the Council’s Standing Orders Relating to Contracts for an above Threshold value Services Contract (Call-off Contract). 5. Property/Assets – The contract will support the implementation of a new Housing asset management system. 6. Information Technology - The services delivered under this Call-Off Contract will ensure the Council has access to the specialist knowledge and advice required to implement its new Housing Management software system. To effectively deliver these services under this Call- Off Contract, the resource provided by the recommended Supplier will be provided with a Council laptop. 7. Equality & Human Rights - None directly arising from this report 8. Health & Safety - None directly arising from this report. 9. Procurement – This procurement exercise was conducted in accordance with Crown Commercial Services G-Cloud 14 RM1557.14 Framework Schedule 5: Award Procedure and the RM1557.14 G-Cloud 14 (Lots 1,2 and 3) Buyer Guide and Renfrewshire Council’s Standing Orders Relating to Contracts. 10. Risk - The following liability caps apply as part of the Call-Off Contract: • Liability Cap clause - Defaults by either party resulting in direct loss or damage to the property (including technical infrastructure,
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OFFICIAL assets or equipment but excluding any loss or damage to Buyer Data) of the other Party will not exceed £1 million per year. • The annual total liability of the Supplier for Buyer Data Defaults resulting in direct loss, destruction, corruption, degradation of or damage to any Buyer Data will not exceed £2 million of the Charges payable by the Buyer to the Supplier during the Call-Off Contract Term (whichever is the greater). • The annual total liability of the Supplier for all other Defaults will not exceed the greater of £1 million or 125% of the Charges payable by the Buyer to the Supplier during the Call-Off Contract Term (whichever is the greater). • Any of the Supplier’s professional consultants are required to have professional indemnity insurance to a minimum value of £1,000,000 for each individual claim and will hold the following liability caps as part of the Call-Off Contract. 11. Privacy Impact - None directly arising from this report. 12. Climate Risk – None directly arising from this report. 13. Children’s Rights – None directly arising from this report. 14. Cosla Policy Position – None directly arising from this report. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Rachel Davison, Digital Category Manager, Rachel.davison@renfrewshire.gov.uk