Purpose

To seek the Cabinet Member’s approval, under Protocol 5 of the Council’s Financial Regulations, to procure a Customer Relationship Management and Commercial Property Data Feed with Branded Websites Solution for a contract value of £70,000 over two years.

Decision

That the Cabinet Member:

Approves, under Protocol 5 of the Council’s Financial Regulations, to procure a customer relationship management (CRM) system and commercial property data feed with branded websites solution for a contract value of £105,000 over three years.

Reasons for the decision

Approval to procure a new CRM and Commercial Property Data Feed with Branded Websites would allow the Council to deliver the objectives outlined in Paragraph 4.3 of the report.

Alternative options considered

Option 1 – Do nothing. The current contract expires on 31 July 2024. This option would negate the benefits of having the solution in place and the Council would be unable to deliver the objectives as set out in Paragraph 4.3.

Option 2 – Proceed with Open Tender (Protocol 5) to procure a new CRM and Commercial Data Property Feed with Branded Websites. The Council has input measures to allow time for a re-procurement and undertaken market research which had identified at least two suitable suppliers. This is the preferred option, and it is the most compliant.

Option 3 – Direct Award to a supplier suggested by Tractivity Limited.  Tractivity has identified a supplier to approach, but the Council has undertaken market research and identified other suppliers, also with the measures to extend the current solution for a further five months the requirements for Regulation 32 of the PCR are not satisfied.