Decision Maker: Assistant Director Legal and Democratic Services
Decision status: Recommendations Approved
Is Key decision?: No
Is subject to call in?: No
Background
1. In 2014 the Governance Services Team procured the Modern.Gov
Committee IT system to replace the in house system that had become
outdated, inefficient and could no longer be supported. The system
is essential to the Council’s democratic process by
facilitating decision making through a calendar of meetings,
recording details of elected Members, and compiling meeting
agendas, minutes and decisions to ensure openness and transparency.
The package converts agenda papers and decision records to PDF
files and also includes an App to enable agendas, reports and
decisions to be accessed through mobile devices. The encrypted app
also allows confidential information to remain secure ensuring it
is only viewed by those who are entitled to access it via a
password. The use of the App is becoming more important as
Councillors are encouraged to use digital devices rather than paper
copies to read their agendas during meetings.
2. The system is primarily used by Governance Services and elected
members but has over recent years been used by other teams in the
Council to facilitate other internal or partnership meetings.
3. The original contract period was from 5.12.14 to 16.12 19. A
further 2 year extension was agreed with the contract expiring
16.12.21. There are no further extensions included within the
original contractual arrangements.
Reason For Decision
4. Moving forward the Governance Team need to maintain a robust
Committee and decision making management system. This direct award
arrangement falls under the Crown Commercial Services Framework,
set up in accordance with EU procurement rules, allowing the
Council to purchase the services without the need to run a separate
tender. A direct award is therefore the preferred option as the
tender process followed by migration of data, training, roll out
and implementation of a new system is time and resource intensive.
The initial setting up costs of a new provider and officer time in
undertaking these tasks with a new contractor would be significant
compared to continuing with the ongoing annual costs of the current
system.
5. The cost of the new contract will be £13,400 per annum
plus annual increase in line with the Retail Price Index (RPI) for
the next 2 years. The current rate is £13,385 per annum plus
annual RPI increase. The budget is available within Corporate
Services to continue to meet the cost of this annual
contract.
6. By using a direct award the Council will continue to receive the
same level of service including, ongoing maintenance and support,
use of an encrypted app and the programme will continue to be
hosted externally. The proposed arrangement also provides some
certainty of future costs moving forward.
i.To enter into a direct award arrangement for
the Council’s Committee IT system, (Modern.Gov) using the
Data and Application Solution agreement RM3821 under the Crown
Commercial Services Framework.
ii.To retain arrangements with Civica for hosting, providing annual
maintenance, ongoing technical support and provision of an
encrypted app. for the period December 2021 to December 2023 (with
an option for two 1 year extensions).
A direct award is the preferred option as the
tender process followed by migration of data, training, roll out
and implementation of a new system is time and resource
intensive.
Publication date: 04/01/2022
Date of decision: 22/12/2021
Accompanying Documents: