Purpose

To consider the recommendations of the report, in relation to re-procurement of an existing financial software system.

Decision

It was RESOLVED that the Cabinet APPROVED:

Option 2 of the report - The procurement of Unit 4 ERPx through the G-Cloud 14

Reasons for the Decision

To seek authority from the Cabinet to procure a Financial Management System to be used by East Hampshire District Council.

Alternative Options Considered

Option 1 – Extend existing contract and re-procure in 2027.

Whist initially appearing to be the simplest way to proceed, this is not the best

value for money and simply delays the decision.

Extend to 2027

£ 94,000

New contract Yr 1 (27/28)

£ 215,000

New contract Yr 2 (28/29)

£ 215,000

Total

£ 524,000

Option 2 – Procure through G-Cloud 14 and award to existing provider.

A new procurement before the end of the G-Cloud 14 framework allows access to the lower prices in this schedule.

New contract Yr 1 (26/27)

£ 140,000

New contract Yr 2 (27/28)

£ 140,000

New contract Yr 3 (28/29)

£ 140,000

Total

£ 420,000

Remaining with the existing supplier also allows EHDC to continue to build on the investment it has made thus far and will avoid additional implementation costs associated with a change of provider.

Option 3 – Procure an alternative solution:

Under LGR, EHDC is scheduled to be abolished on 31st March 2028. Any robust competitive procurement and implementation is a 18 month project. This would therefore lead to a go live date at best somewhen in late 2027.

Changing to a new provider would also incur direct implementation costs of approximately £250,000.

Due to the timescales and large additional cost, this is not a viable option.