Award of Contract for Routing and In-Cab Software
North Lanarkshire Council · 8 February 2023
Back to Environment and Climate Change Committee — 8 February 2023 and its agenda
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North Lanarkshire Council Report Environment & Climate Change Committee Does this report require to be approved? ☐ Yes ☒ No Ref AM/LON Date 08/02/23 Award of Contract for Routing and In-Cab Software From Andrew McPherson, Chief Officer (Community Operations) E-mail mcphersona@northlan.gov.uk Telephone 07939 280467 Executive Summary Committee is asked to acknowledge the award of a contract for Optimised Routing and In-Cab Technology (the ‘Contract’) to Rubicon Technologies Germany UG. The Contract is for an initial period of 18 months and the value of the Contract shall not exceed Sixty Nine Thousand and Eighty Three Pounds Sterling (£69,083) exclusive of VAT. Recommendations It is recommended that Committee acknowledges the award of the Contract to Rubicon Technologies Germany UG at the maximum value of Sixty-Nine Thousand and Eighty Three Pounds Sterling (£69,083) exclusive of VAT This recommendation follows the completion of a procurement procedure, where the tender recommended for award has been evaluated as providing the most economically advantageous tender in terms of cost and quality for the Council. The Plan for North Lanarkshire Priority Improve North Lanarkshire's resource base Ambition statement (21) Continue to identify and access opportunities to leverage additional resources to support our ambitions
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1. Background 1.1 The requirements within the Contract were previously under contract with CIVIX. 1.2 Rubicon is a line of business software solution for the provision of optimised routes and in-cab technology which allows the routes to be deployed to vehicles and the service to digitally capture information from front line crews 1.3 The award for this contract is through Regulation 6 (1) (b)(ii) of the Public Contracts (Scotland) Regulations 2016. The contract is being extended to allow a competitive procurement exercise for this service to be undertaken. 2. Report 2.1 A user intelligence group (the ‘UIG’) of technical and procurement representatives was formed to review technical specifications, discuss trading processes, market conditions and trends, ways to maximise community benefits and sustainability and to agree the procurement strategy that would deliver maximum benefit for the Council via the Contract. 2.2 The initial estimated value of the Contract dictated that the procurement procedure be undertaken in accordance with the Procurement (Scotland) Regulations 2016. 2.3 The procurement procedure was undertaken as a “Negotiated Tender Procedure” (NTP) in accordance with Regulation 6 of the Procurement (Scotland) Regulations 2016. Following advice from the Head of Asset and Procurement Solutions and the Head of Legal Democratic Solutions, the Head of Regulatory Services and Waste Solutions approved the progression of the NTP on 26 October 2022. 2.4 The Contract was formally awarded on 9 November 2022 in accordance with the Council’s GCSOs 2.5 The value of the Contract is Sixty Nine Thousand and Eighty Three Pounds Sterling Pounds Sterling (£69,083) exclusive of VAT including any option to extend the Contract. 2.6 The costs associated with contract delivery will be contained within the digital capital budget. 3. Measures of success 3.1 The contract will ensure the continuation of optimised routes and improve technology by digitally capturing communication from front line crew to better inform enquiries from members of the public in respect of service delivery. 4. Supporting documentation N/A
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Andrew McPherson Chief Officer (Community Operations)
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5. Impacts ( http://connect/report-template-guidance ) 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality- and-fairer-scotland-duty-impact-assessments Yes ☐ No ☐ 5.2 Financial impact Does the report contain any financial impacts? Yes ☒ No ☐ If Yes, have all relevant financial impacts have been discussed and agreed with Finance? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People Resources? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Yes ☐ No ☐ 5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact?
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Where the impact identifies a requirement for significant technology change, has an assessment been carried out (or is scheduled to be carried out) by the Enterprise Architecture Governance Group (EAGG)? Yes ☒ No ☐ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.9 Risk impact Is there a risk impact? Yes ☐ No ☒ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed? 5.10 Armed Forces Covenant Duty Does the report require to take due regard of the Armed Forces Covenant Duty (i.e. does it relate to healthcare, housing, or education services for in-Service or ex- Service personnel, or their families, or widow(er)s)? Yes ☐ No ☒ If Yes, please provide a brief summary of the provision which has been made to ensure there has been appropriate consideration of the particular needs of the Armed Forces community to make sure that they do not face disadvantage compared to other citizens in the provision of public services.