Purpose

To award a new contract to the incumbent
provider of the Revenues & Benefits system to provide a fully
hosted service.

Decision

ROTHERHAM METROPOLITAN BOROUGH COUNCIL

 

RECORD OF OFFICER EXECUTIVE DECISION

 

Date of Decision:

9th November
2023
 

Title:

Revenues & Benefits System
– Proposed Hosted Solution
 

Decision Maker:
(Including Job
Title)

Judith Badger, Strategic
Director, Finance and Customer Services
 

Details of Specific Cabinet
Delegation
or Delegation contained in the
relevant Sub-Scheme of Delegation.
 

Council Constitution Appendix 9
Executive functions – Section 4C5, 3(d) Procurement and
purchasing. To make decisions in relation to commissioning and
procurement activity. Such activity should be carried out in
accordance with the Finance and Procurement Rules.

Decision:

A decision has been made to
award a new contract to the incumbent supplier of the Revenues
& Benefits system, moving from an in-house managed system to a
fully hosted service.
This will be a direct award via
the Crown Commercials Services Vertical Application Solutions
RM6259.
The contract value for the
initial 5-year period is £1.18 million. There is an option to
extend the contract by 2 further years.
 

Reasons for the
Decision:

Whilst the existing contract
still had 10 months to run, with an option to further extend for 2
more years, it was identified that aging servers would need to be
replaced at significant costs to the service before the expiry of
the contract. It was also an appropriate time to challenge the
existing in-house managed processes and it was decided that a move
to the supplier hosted managed service would provide a more robust,
risk averse and efficient service into the future.
 

Details of alternative
options considered and rejected:

Finance and IT colleagues
considered various models for retaining the service provision
in-house. However, the cost of essential hardware replacement and
the lack of internal resource and expertise in certain areas meant
that the hosted option was both better value, provided a more robust future-proofed
alternative and was more risk averse.
 
 

Conflicts of interest
declared by any Cabinet Member consulted by the decision maker
which relates to the decision:

None.

Dispensations
Granted:
(If any)

Not Applicable.

Reports or parts of
reports considered

Report to Finance and Customer
Services DLT 27/09/23.

 
I certify that this
is a true record of the executive decision to
award a new contract to the incumbent supplier of
the Revenues & Benefits system. 
 

 
Signed by the Decision Maker  
Dated:         
9th November 2023
 
Name:         
Judith Badger                             
Job
Title:    Strategic Director, Finance and
Customer Services