Purpose

NEC DM
is a document management system supplied by NEC Software Solutions
UK Ltd (NEC). It is widely used across Lambeth and is used to store
documents containing sensitive personal data which is integrated
into various business systems. NEC DM is a supplier-owned solution,
and the Council owns the software licences for NEC DM in
perpetuity; therefore it is essential that the application is
maintained and updated by NEC to protect corporate and resident
information.
 
The
previous contract expired on 31 March 2025 and in order to allow
the completion of the procurement process, an interim contract was
let from 1 April – 30 June 2025 at a cost of
£25,315.24
 
This
report requests approval to reprocure a new support and maintenance
contract with NEC using the Crown Commercial Services Vertical
Application Solutions Framework for three years from 1 July 2025 to
30 June 2028 at a cost of £101,260.95 per year fixed for
three years (£303,782.85 in total) with the option for a
further one-year extension, extending the end date to 30 June 2029
and the total cost to £405,043.80.
 

Decision

1.   
To note the spend of £25,315.24 for the
interim three-month support and maintenance contract with NEC from
1 April – 30 June 2025.

 

2.   
To approve the award of a support and maintenance
contract to NEC Software Solutions UK Ltd (NEC) for NEC Document
Management system through a direct award on the Crown Commercial
Services Vertical Application Solutions Framework RM6259 Lot 1:
Business Applications, for a duration of three years running from 1
July 2025 to 30 June 2028 at a contract cost of £303,782.85.
The contract includes provision to extend for a further year,
extending the end date to 30 June 2029 and bringing the maximum
total cost of the contract to £405,043.80.