Decision Maker: Executive

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: September 9, 2025

Purpose: Procurement of back office processing systems to enable the pursuance of Penalty Charge Notices (PCN) associated with Parking Enforcement activities

Content: RESOLVED   KEY DECISION   That the Executive:   a)      Approved the in-house processing model for the defined elements of PCN processing.   b)      Approved the amendment of budgets for 2025/26 and 2026/27, per the business case, to establish a budget for the processing of PCNs, noting the Medium-Term Financial Plan (MTFP) entries for 2025/26 and 2026/27 which identifies £40,000 of processing savings respectively.   c)      Approved the procurement of defined elements of processing, detailed within option 1.   d)   Delegated authority to the Assistant Director for Assets and Environment in consultation with the Executive Member for Highways and Travel to enter into a contract for PCN processing.     Reason for Recommendations – The requirement to ensure accuracy in not only the issuing, but also the statutory compliance checks associated with PCNs is best served and managed by an inhouse team. This will increase accountability, reliability and accuracy of the entire process, providing a consistent and robust process.   The fees associated with outsourced processing are dependent on external factors beyond the Council’s direct control and subject to change as part of any contracted service provision. Significant savings can be achieved with the inhouse provision of defined elements of the process, reducing the financial burden on the Council.   Additional traffic enforcement schemes will be incorporated within the structured staff provision. This may lead to an increased surplus associated with enforcement activities for reinvestment in the Highways and Environmental Services.   Inhouse processing enables the Council to have greater control of the PCN process and retain a greater proportion of the revenue generated for reinvestment in the Highways and Environmental Services.   Alternative Options Considered – Continued contracted arrangements with external providers, may result in increased financial pressures on the Council due to increased provider costs and inflationary price rises in service elements.   Full hosting of all elements of the associated processing of PCNs. This carries significant capital investment and revenue requirements. The requirement to create, maintain and host online payment portals, incorporated back-office systems and dedicated phone lines would impact budgets disproportionately and create additional financial pressures.