Contract Award for the Provision of Licence, Support and Maintenance for Civica IT Solution 2022-23
North Lanarkshire Council · 24 August 2022
Back to Environment and Place Committee — 24 August 2022 and its agenda
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North Lanarkshire Council Report Environment and Place Committee Does this report require to be approved? ☐ Yes ☒ No Ref: NLC-CPT-21-154 Date: 24 August 2022 Contract Award for the Provision of Licence, Support & Maintenance for Civica IT Solution 2022- 23 From Andrew McPherson, Head of Regulatory Services & Waste Solutions E-mail mcphersona@northlan.gov.uk Telephone 07939 280467 Executive Summary Committee is asked to acknowledge the award of a contract for Provision of Licence, Support & Maintenance for Civica IT Solution 2022- 23 (the ‘Contract’) to Civica UK Limited. The Contract was awarded via a Negotiated Tendering Procedure (NTP) in accordance with Condition 9 of the Council’s General Contract Standing Orders (GCSO) and is being reported to Committee accordingly. The Contract is for an initial period of 12 months, commenced on 01 April 2022. The Council reserves the right to extend the Contract for an additional period up to a maximum of a further 12 months. The value of the Contract shall not exceed one hundred and seven thousand nine hundred and ninety-six pounds and eighty-four pence, Pounds Sterling (£107,996.84) exclusive of VAT. Recommendations It is recommended that Committee acknowledges the award of the Contract to Civica UK Limited. at the maximum value of one hundred and seven thousand nine hundred and ninety-six pounds and eighty-four pence, Pounds Sterling (£107,996.84) exclusive of VAT in accordance with GCSO 9. The Plan for North Lanarkshire Priority Improve the health and wellbeing of our communities Ambition Statement (14) Ensure the highest standards of public protection
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1. Background 1.1 The requirements within the Contract were previously under contract with Civica UK Limited. This contract expired on 31 March 2022 with the Contract detailed within this report due to supersede it. 1.2 The Civica APP IT Solution is a line of business application used to support several functions including: • Environmental Health (Business Regulation) • Environmental Health (Pollution Control & Public Health) • Trading Standards • Built Environment (Private Housing Regulation) • Environmental Assets (Decriminalised Parking Enforcement) 1.3 For Protective Services, the IT Solution is the sole database used for recording, monitoring and reporting upon regulatory compliance and enforcement viz. statutory responsibilities and duties which fall to Protective Services on behalf of the Council, and which must be provided by law. 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 to directly award the Contract to Civica UK Limited on 04 March 2022. 2.4 The Contract was formally awarded on 08 March 2022 in accordance with the Council’s GCSOs. 2.5 The value of the Contract is fifty-three thousand nine hundred and ninety-eight and forty-two pence, Pounds Sterling (£53,998.42) exclusive of VAT including any option to extend the Contract. 2.6 The costs associated with contract delivery will be contained within the revenue budget for Protective Services within Regulatory Services and Waste Solutions. Price Savings / Increases 2.7 Previous annual licence, support and maintenance schedules had been kept to a static figure below £50,000 for the previous two financial years, through negotiations between the contractor and the Protective Services Manager.
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Price Stability 2.8 The increase in price for the annual licence, support and maintenance schedule is predicated upon inflation related industry costs. Community Benefits 2.9 The procurement did not include a community benefit requirement given the nature of services required and the procurement procedure adopted. Contract Strategy 2.10 Officers from Protective Services, Regulatory Services and Waste Solutions will be responsible for managing the Contract which will be undertaken in accordance with the Councils agreed approach to contract and supplier management. 3. Measures of success 3.1 The Contract will ensure that vital service capability is not lost whilst Protective Services await the digital sprint and long-term solutions and recommendations via the Digital NL works ongoing. It is imperative that we can continue to utilise a recording database for monitoring and reporting upon regulatory compliance and enforcement viz. statutory responsibilities and duties which fall to Protective Services on behalf of Council, and which must be provided by law. 4. Supporting documents None Andrew McPherson Head of Regulatory Services & Waste Solutions
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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 Financial Solutions? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Costs for the contract extension will be met from existing revenue budget allocations. 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 and Organisational Development? 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 Solutions?
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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? Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) 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?
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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?