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Maintenance Contract for the Revenues and Benefits System

 

 

Meeting: 19/09/2017 - Cabinet (Item 278)

278 MAINTENANCE CONTRACT FOR THE REVENUES AND BENEFITS SYSTEM pdf icon PDF 65 KB

(KEY DECISION)

 

Report No. 154/2017

 

Minutes:

(KEY DECISION)

 

Report No. 154/2017 from the Director for Resources was received.

 

The Assistant Director – Finance, Mr Della Rocca, introduced the report, the purpose of which was to seek approval to renew the maintenance and remote database administration contacts with Civica UK Limited (Civica) to ensure the optimum running and support of the system until 30th September 2022.

 

During discussion the following points were raised:

 

      i.        A lower annual fee had been agreed, following negotiation with Civica. The current contract was to be terminated early to allow the Council to start paying the lower fee.

    ii.        The Assistant Director – Finance, Mr Della Rocca, confirmed that there were two main suppliers of this type of software (Capita and Civica). A substantial amount of local authorities used the Civica software and there was a user group that the Council could use for support, if required.

   iii.        The use of Civica software would not be affected by any future changes to revenues and benefits processes, for example, the introduction of Universal Credit.

 

DECISION

 

1.    Cabinet APPROVED the renewal of the Civica Maintenance contract at a cost of £45,000 from 1st October 2017 to 30th September 2022 in accordance with Regulation 32 of the Public Sector Contract Regulations 2015.

 

2.    Cabinet APPROVED the renewal of the Civica Remote Database Administration contract on an annual basis at a cost of £15,000 from 1st April 2018 to 30th September 2022 in accordance with Regulation 32 of the Public Sector Contract Regulations 2015.

 

Reason for Decision

1.    The Civica system was the main system for the administration of the Revenues and Benefits service area.  The Council had no plans to change the system.  The system required ongoing support and maintenance to optimise performance and ensure compliance with legislation changes.  It was therefore recommended that the contract with Civica was renewed as they were the only supplier that could support the system.