Issue - meetings

Recommendation that the Executive:

(i)        Approves that the contract in respect of the Council’s Regulatory Services IT Management System be awarded to the preferred supplier;

(ii)       Approves that the Council’s Contract Procedure Rules in respect of tendering be waived in respect of this procurement;

(iii)      Approves that authority to spend the funding allocated to this IT system replacement in the 2023/24 capital programme be granted;

(iv)      Approves that authority be delegated to the Head of Regulatory Services, in consultation with the Joint Executive Head of Legal and Democratic Services, to complete and execute the necessary contractual documents.

     I.        That the contract in respect of the Council’s Regulatory Services IT Management System be awarded to Idox;

    II.        That the Council’s Contract Procedure Rules in respect of tendering be waived in respect of this procurement;

  III.        That authority to spend the funding allocated to this IT system replacement in the 2023/24 capital programme be granted;

  IV.        That authority be delegated to the Head of Regulatory Services, in consultation with the Joint Executive Head of Legal and Democratic Services, to complete and execute the necessary contractual documents.

78.1    Councillor Clark introduced the report and explained that Guildford Borough Council had fully implemented the preferred supplier’s software for Regulatory Services. Given the limited market availability of the type of software, the ongoing successful implementation of the preferred supplier by Guildford, the level of support offered by the preferred supplier and looking ahead to future collaboration opportunities, the project team were of the view that it was opportune to utilise the same software system as Guildford. Consideration had been given to the cost per user, data security, maintenance fees and future service harmonisation. Councillor Fairclough spoke in endorsement of the proposal as a demonstration of the benefits of collaboration for both Councils. 

There being no further discussion the Executive RESOLVED that:

1.    The contract in respect of the Council’s Regulatory Services IT Management System be awarded to Idox

2.    The Council’s Contract Procedure Rules in respect of tendering be waived in respect of the procurement

3.    Authority to spend the funding allocated to the IT system replacement in the 2023/24 capital programme be granted

4.    Authority be delegated to the Head of Regulatory Services, in consultation with the Joint Executive Head of Legal and Democratic Services, to complete and execute the necessary contractual documents.

Reasons:

             I.        To take advantage of the offer of significant free support for data migration elements of the implementation of the new system, and align systems with Guildford Borough Council to facilitate future collaboration.

            II.        To enable the procurement of the new system to proceed.