See answers to previous information requests

I am requesting detailed information regarding your organisation’s use of software systems for property management, rent collection, tenant management, and maintenance logging.

1. Software Systems in Use
Please provide the following details for any software currently used for. For each software used, provide the following:
• Name of the software.
• Name of the software provider or supplier.

a) Property management (e.g., inspections, compliance, record-keeping).
b) Tenant management (e.g., onboarding, communications, and tenant records).
c) Rent collection (e.g., payment processing, arrears tracking, reporting).
d) Maintenance logging (e.g., systems for tenants to report maintenance issues and staff to log and track maintenance tasks).
Rent Collection: Mobysoft – Rentsense – account analytics software.
The rest: NEC: iWorld, Housing and Document Management.

2. Cost Breakdown
For each software system identified above, provide the total costs incurred annually, including but not limited to:
If costs vary (e.g., per property, per user, or tiered pricing), please specify the pricing model used.

a) Licensing or subscription fees.
Rent Collection: £49,500
NEC: £59,343.23

b) Maintenance fees (e.g., technical support, system updates).
NEC: £139,538.40

c) Any additional costs (e.g., integration fees, customisation fees, or additional modules).
NEC: £56,236
One off: £24,000

The costs above include all NEC modules and is not limited to only property/tenants/rent

3. Implementation and Support Costs
Provide details of any initial or ongoing costs associated with these systems, including:
• Implementation or setup costs.
• Costs for training staff to use the software.
• Consultancy or third-party services related to these systems (if applicable).
We do not hold this information. These costs are no longer available, due to the timescale since the original system implementation.

4. Scope of Use
Provide the following details about the use of each software system:
a) The number of properties managed using the software.
Total Number of properties: 3,077.
- HRA: 2545
- Local Housing Company: 276
- Temporary Accommodation: 75
- Shared Ownership: 78
- GRT Site: 32
- Grovelands Park: 64
- Other: 7

b) The number of tenants whose records are maintained using the software.
Total number of tenants listed on Tenancy Agreement: 3,870.
- HRA: 3,204
- Local Housing Company: 342
-Temporary Accommodation: 75
- Shared Ownership: 107
- GRT Sites: 54
- Grovelands Park: 80
- Other: 8

c) The approximate number of maintenance requests logged annually by:
i. Tenants.
ii. Staff (e.g., property managers or maintenance teams).
7,549 Responsive Repairs financial year 2023/24 - logged between 26 staff and 3,870 tenants. We don't have a more detailed breakdown.

5. Contractual Information
For each software system, provide the following contractual details:
a) The duration of the current contract(s).
Five Years.
Rent Collection: April 2026 (see below)

b) The renewal date(s) of the contract(s).
29/02/2028.

c) Any termination conditions or penalties specified in the contract(s).
Minimum period of notice for no fault termination: 90 days to expire at end of the initial period.

6. Future Plans
Please provide details of any ongoing or planned procurement or tender processes to replace, upgrade, or expand software solutions for:
• Property management.
• Tenant management.
• Rent collection.
• Maintenance logging.
Any future tender opportunities will be published via the councils contract portal wokingham.gov.uk/business-and-licensing/business-and-growth    
The rent collection tender process is due to start in April/May 2025 for contract beginning in April 2026.