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To waiver the tender process for a Committee
Management System (CMS) & extend the current contract with the
supplier ‘Civica Ltd’ for the Modern.Gov system on a 3
year contract.

Reasons for the decision

To ensure that the Council has in place the
most suitable Committee Management System in order to meet
statutory deadlines of notice and to efficiently administer various
committees & panels in order for them to make executive
decisions within statutory time frames.

Alternative options considered

Award the CMS contract to an alternative
provider - This would be a resource heavy cost, with the financial
cost and officer time taken for data migration being a key factor
in this. Numerous features would also be lost, that only
Civica’s CMS can offer, which would have a negative impact on
residents, officers and Councillors. The Council’s current AV
system would also not be compatible with a new provider and
therefore incur configuration costs to synch with an alternative
(which is currently not offered by the provider)

Do Nothing - All future decision making records and functions would
need to be manually created using Office 365 and provided to the
website team for publication to RBWM’s website. This would
place greater burden on an already small team to manage this
statutory process, which would also see a duplication of Council
resources. This could put the Council at risk of not meeting its
statutory deadlines of notices for Council meetings amongst other
things as detailed within Appendix A, which could in turn cause
significant financial harm.