Issue - meetings

To enter into a contract for the provision of a Hosted Managed Service for the provision of a Planning, Building Consultancy and Local Land Charges Database, Document Management System and a Public Access module ICT system.

Resolved:-

That the Director of Regeneration and Growth be authorised to enter into a contract with Idox Software Limited for the provision of a Hosted Managed Service for the provision of a Planning, Building Consultancy and Local Land Charges Database, Document Management System and a Public Access module ICT system, for a 5 year period 6th October 2022 to 5th October 2027 at a cost of £133,000 (ex VAT) per annum.

                  Approval was sought to authorise the Director of Regeneration and Growth to enter into a contract with Idox Software Limited for the provision of a Hosted Managed Service for the provision of a Planning, Building Consultancy and Local Land Charges Database, Document Management System and a Public Access module ICT system, for a 5 year period from 6 October 2022 to 5 October 2027 at a cost of £133,000 (ex VAT) per annum.

                  The Chair of the Safer Neighbourhoods and Active Communities Scrutiny Board questioned whether safeguards had been put in place to ensure that procurement exercises were conducted in future.

                  In response, the Cabinet Member for Regeneration and Growth stated that this was not the only contract that would have experienced this due to staffing issues over the last few years, however comments would be taken on board.

                  Reasons for Recommendations

                  A new contract with Idox Software Limited was preferred on the basis that:

§  the new 5-year proposal from Idox at £132,283 per annum is very much close to the existing yearly contract value of £129,000.

§  any alternative proposal to migrate will incur yet unidentified additional costs and require additional staff resources with potential service disruption.

§  continued provision of the existing hosted service to ensure service delivery under legislative guidelines for Planning, Building Consultancy and Local Land Charges.

                  Alternative options considered

      Go out to full OJEU tender which would involve extending the existing contract to cover the time to tender, award and implement any alternative system. It was anticipated that a procurement exercise in line with OJEU legislation would take around 12 – 18 months from the invitation to tender to the implementation of a new system.

Agreed that the Director of Regeneration and Growth be authorised to enter into a contract with Idox Software Limited for the provision of a Hosted Managed Service for the provision of a Planning, Building Consultancy and Local Land Charges Database, Document Management System and a Public Access module ICT system, for a 5 year period 6 October 2022 to 5 October 2027 at a cost of £133,000 (ex VAT) per annum.