Purpose

It is proposed to enter into a further annual
subscription agreement With Property Tectonics Limited for use of
modules within their Lifespans stock condition software.
The Council entered into a licence agreement for the software in
2023. The core system subscription was renewed in September 2025.
The subscription renewal for two optional models is now due.
PAS2035 is the safety module and PPT is the analytics package. The
agreement for these has become due and Property Tectonics has
offered a one-year renewal for:
•Annual Lifespan PAS 2035 Toolkit licence fee:
•Annual Lifespan PPT licence fee:
As a social landlord we are subject to legal requirements to
complete repair works of all kinds and maintain properties in line
with Decent homes and HHRS standards. Decent Homes compliance is a
measured performance indicator that is reported annually to
government and the regulator.
Regardless of these external factors, the Council has always been
committed to providing good quality housing and is committed to
tenant and leaseholder safety. Therefore it is important we have a
long-term agreement with a suitable software system to record and
analyse property information.
The aggregate amount of these subscription elements is above the
level at which competitive quotations are normally required.
However, the product is one that is established within the
Council’s systems, populated with around 25% of stock data so
fa and intended imminently to hold the remaining data from the
ongoing surveys. A change of provider at this stage would be
counter productive and would delay the ability to process and
analyse stock data.
Accordingly it is proposed to use exemptions 2.1 (c) and 2.1 (e)
from the Procurement Procedure Rules in order to enter into the
subscriptions for a further year. A further procurement exercise in
the coming year can be conducted in order to explore the potential
for other systems that could perform a similar role.

Content

To enter into a further one year licence with
Property Tectonics for the use of the Lifespans software.

Alternative options considered

The proposed one year licence will allow the
ongoing assessment of data in the short term and a proposed future
procurement will look towards providing a stable position to
transition into future arrangements as well as potentially
facilitating a joint exercise with future partners.