Item 14 - Provision of a Cash Receipting System
West Dunbartonshire Council · 27 May 2026
Back to Corporate Services Committee — 27 May 2026 and its agenda
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Official WEST DUNBARTONSHIRE COUNCIL Report by Chief Officer - Resources Corporate Services Committee: 27 May 2026 Subject: Provision of a Cash Receipting System 1. Purpose 1.1 The purpose of this report is to seek approval of Committee to commence the tendering process for the Provision of a Cash Receipting System for the period 1 April 2027 to 31 March 2029, with an option to extend for a further two additional 12 month periods to 31 March 2031 for West Dunbartonshire Council (“the Council”). 2. Recommendations 2.1 It is recommended that the Committee approves the process to begin invitations to tender for the Provision of a Cash Receipting System for a two year period from 1 April 2027 until 31 March 2029, with an option to extend for a further two additional 12 months until 31 March 2031 2.2 To delegate authority to the Chief Officer: Regulatory and Regeneration to conclude, on behalf of the Council, the award of the contract for the Provision of a Cash Receipting System subject to the Chief Officer Resources being satisfied as to the terms offered. 3. Background 3.1 The cash receipting system provides citizens of West Dunbartonshire Council with the facility to make payments either face to face, online or by telephone. In addition to this the service provides the facility to manage all of the Council’s income and to accurately record payments received to the Council’s back office systems e.g. Council Tax, Rents, etc. This system is a key control system for The Council. 3.2 Following a tendering exercise in 2023 Capita Business Services Ltd continued to be the Council Provider of a Cash Receipting System for a period of 2 years from 1 September 2023 to 31 August 2025 with an option to extend for a further two 12 months until 31 August 2027. 3.3 The current contract was varied after a review of the terms offered by the Council’s current provider for the extension period and it was agreed that an extension to 31 March 2027 be accepted by the Chief Officer-Resources under delegated authority. ITEM 14
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Official 4. Main Issues 4.1 The Provision of a Cash Receipting System is critical to the continued financial stability of the Council and is required to collect income from and make payments to various stakeholders. 4.2 It is essential that the procurement process is carried out well in advance of the expiry date of the current contract to ensure a seamless process of continuation of the service in the event that a new contractor is identified. 4.3 A tender exercise ensures that we secure the best price for the Council. 5. People Implications 5.1 There are no people implications. 6. Financial and Procurement Implications 6.1 The Council currently incurs costs of around £55,000 per year in respect of the Provision of a Cash Receipting System for services provided by our existing provider. 6.2 The selection of the most suitable provider of the Provision of a Cash receipting System may result in increased efficiencies in relation to day-to-day activities. 6.3 All procurement activity carried out by the Council in excess of £50K is subject to a contract strategy. The contract strategy for the provision of a Cash Receipting System services will be produced by the Corporate Procurement Unit in close consultation with Finance Officers. The contract strategy shall include but may not be limited to; contract scope, service forward plan, the market, procurement model and routes – including existing delivery vehicles, roles and responsibilities, risks, issues and opportunities and ongoing contract management. 7. Risk Analysis 7.1 If the contract is not tendered the existing providers will be able to provide the service. However, the prices may be subject to fluctuation and may no longer be competitive. Having a contract in place enables the prices to be set for a fixed period and a formal terms and conditions to be put in place, to ensure that the Council receives best value. 7.2 There is the risk that if the Provision of a Cash Receipting System Contract is not awarded the Council will be unable to fulfil its financial obligations to various stakeholders.
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Official 8. Equalities Impact Assessment (EIA) 8.1 No issues were identified in a screening for potential equality impact of this report. 9. Consultation 9.1 The report has been subject to consultation with appropriate Strategic Leads. 10. Strategic Assessment 10.1 Sound financial practice and budgetary control are imperative to assist with the governance of the Council and supports officers of the Council in achieving the five strategic priorities. The General Services revenue budget contributes to all categories by providing funding in specific areas to help the Council achieve and develop these priorities. 10.2 The provision of a Cash Receipting System will contribute to delivery of the Council strategic priorities through efficient and effective frontline services that improve the everyday lives of residents. Further opportunities to maximise the positive social, economical and environmental impact for West Dunbartonshire through the contract will also be explored, e.g. through the use of Community Benefit Clauses Laurence Slavin Chief Officer-Resources Date: 22 April 2026 Person to Contact: Karen Shannon, Section Head (Financial, Administration & Control) Church Street, Dumbarton Telephone 07584 475469 Email: Karen.Shannon@west-dunbarton.gov.uk Appendices: Equality Impact Assessment Background Papers: None Wards Affected: All Council Wards