Decision details

Single supplier exemption for a grant funded Housing Stock Condition Database:

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


To appoint the ‘Building Research Establishment’ (BRE) to provide a Housing Stock Condition Database for dwelling-level stock condition & energy performance data insights in the Harrogate district, via an exemption from the requirement to go to tender and use a single supplier, granted in accordance with rule 11 of the council’s Contract Procedure Rules.

Reasons for the decision:

(1)  With reference to rule 11 of the Contract Procurement Rules, the exceptional circumstances which justify this are as follows:

·                     The BRE software ‘Housing Stock Condition Database’ (HSCD) is a unique product in the datasets, mapping and analysis report that they provide. Whilst there are various software products that can map Energy Performance Certificate (EPC) data, the BRE have the only software package which can undertake housing stock analysis that incorporates all of the following:

o   Energy Performance Certificate (EPC) and stock energy performance analysis

o   Fuel poverty analysis

o   Housing Health and Safety Rating System (HHSRS) excess cold and falls hazards

o   Housing health impacts assessment

o   Housing stock condition analysis report looking at fuel poverty, HHSRS and EPC performance

o   A software package that maps the above datasets


(2) There is not another provider that offers all the datasets that are required in one software package. The City of York Council (CYC) has undertaken extensive market research and identified that the only other supplier which provides software that would in part conform to the specification is Parity Projects. CYC arranged presentations from both Parity Projects and the BRE. The Parity Projects software does not include household income data, an analysis report or HHSRS hazards assessment, and therefore it did not meet the requirements of the specification. Therefore BRE’s Housing Stock Condition Database Software was deemed to be the only product which meets our needs and hence why we are progressing with this. The City of York’s procurement team have agreed a waiver on this basis.


(3) There is no grant condition that prevents us from going directly to a single supplier. The funder only requires that we work to our own council procurement policies.


Alternative options considered:

(1) Parity Projects: Portfolio, Pathways and Programme Builder offers a suite of interlinked software using online portal interfaces. The main short coming of the software is that it does not incorporate household income data, which is a key requirement for determining eligibility for our Local Authority Delivery (LAD) grant schemes and any future energy efficiency grant funding. The advantages are that is includes retrofit improvement scenarios and costing for these as standard. It can also include a customer retrofit planner interface which could prove useful for LAD2 and future grant schemes.


(2) To not spend the £32,000 grant development funding which has been allocated to HBC. This option has been rejected because if we do not spend the funding we will gather no data. This data will enable us to target bids for future energy efficiency funding and initiatives.


Publication date: 16/11/2021

Date of decision: 16/11/2021

Decided at meeting: 16/11/2021 - Cabinet Member for Housing and Safer Communities

Accompanying Documents: