Purpose

To seek the cabinet member’s approval
for the extension of a contract for specialised consultancy support
for the implementation of a new document management system to store
and manage HR and supplier invoice records.

Decision

In coming to this decision I
have given due and full regard to the requirements of the public
sector equality duty contained in
section 149 of the Equality Act 2010 (“the Act”) by
reference to the law itself and also the relevant Equality Impact
Assessment, which was prepared in accordance with the requirements
of the Act.
 
Having fully
considered all the available information, I have decided to reject
the alternative options and take the recommended decision to:
 
1. Ratify a
decision taken by the Director – People and Digital Services
to exercise the second of the council’s one-year extension
options (which commenced on 20th September 2023) under its contract
with Softcat Ltd for the supply of implementation support services
in respect of the implementation of the Opentext document management system (the first such
extension option having been exercised in September 2022); and
 

a)   
2. Approve the modification of such contract by increasing the
council’s spend thereunder by £80,882.35 (i.e. from
£250,400 to £331,282.35) due to the need to broaden the
scope of the implementation and support services required in order
to integrate the Opentext system with a
new version of the SAP system; and

 

b)   
the greater than expected complexity of the overall
implementation as described more particularly in paragraph 3 of
this report.
 
For the reasons
set out in the report.