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Decision details

Approval of ICT procurements with a whole life contract value of over £250k

Decision Maker: Decision Session - Executive Member for Finance and Performance, Executive Member for Finance and Performance

Decision status: Decision Made

Is Key decision?: No

Is subject to call in?: No


Purpose of Report: The report will present the proposals to renew and/or replace one or more core ICT systems in the council. These have been defined as routine procurements as per the council’s contract procedure rules and will fall within existing capital and revenue budget provisions. The decision-making route however is the same as a key decision under £500k in value given the level of expenditure and required transparency around such procurements.

The Executive Member will be asked to approve the recommended routes for procurement.


The Council aims to give 28 days notice of non-key decisions as it does for key decisions however on this occasion that has not been possible. The reason for urgency is to avoid financial implications associated with one of the procurement decisions and any delay to the project on the other.


Resolved: That;

                                    i.        Approval be given to the extension to the payments system contract in order to secure capital savings and avoid increases in revenue costs for the next 5 years (as set out in Annex A of the report).

                                  ii.         Agreement be given to the replacement document management system as recommended with a new procurement rather than an upgrade to the existing system (as set out in Annex B of the report).


Reason:     To ensure the that councillors consider routine procurement decisions over £250k in value in line with procurement regulations and the public have the opportunity to see transparent decision-making in operation relating to major procurements.

Report author: Pauline Stuchfield

Publication date: 18/11/2019

Date of decision: 18/11/2019

Decided at meeting: 18/11/2019 - Decision Session - Executive Member for Finance and Performance

Accompanying Documents:


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