Decision details

Seeking approval to enter into new contracts with one of the council’s main IT system providers – Civica – to provide continuity of service for a number of the council’s key IT systems in advance of the current contract end date. Executive decision will enable continuity of service for the core IT systems on which many of the council’s services – internally and to customers – rely.

The lead member for innovation, delivery and people noted the update on the contract re-procurement process, authorised the execution of all necessary contractual documentation to conclude the four contracts with Civica for core IT systems and delegated authority to the Chief Executive and the Director of Service Delivery to undertake any ancillary actions to facilitate this including the issue of the tender control form/s.

In accordance with section 17 of the council’s Policy and Performance Advisory Committee Procedure Rules, the call-in procedure shall not apply to this decision given its urgency. A decision is urgent if, in the view of the decision maker, any delay likely to be caused by the call-in process would, for example, seriously prejudice the Council’s or the public’s interests.

Executive decision to proceed with new contract arrangements will enable continuity of service for the core IT systems on which many of the council’s services – internally and to customers – rely.

·        Do nothing – not feasible as contracts relate to key systems required for business continuity.

·        Seek alternative providers – not the preferred option given investment in Civica systems over recent years and the preference to exploit fully that technology and investment, and the disruption (operational and customer service) caused by changing so many IT systems at once, and the lack of suitable alternatives on the procurement framework.

·        Procure via a suitable framework necessary IT systems via direct award– Recommended option to use the Vertical Applications Solutions framework to re-procure with Civica, because of familiarity with the suite of products based on the existing contract (in place since 2016); various upgrades identified in line with business needs; less impact on the end customer and service teams; less demand on internal resources for en-masse system replacement; financial certainty secured through contract terms, and business continuity.