Decision Maker: Delegated Executive Decisions
Decision status: For Determination
Is Key decision?: No
Is subject to call in?: Yes
Consideration was given for the approval of a three year contract for a human resources and payroll system to enable the Council to manage human resources and the payment of salaries and allowances. Consideration was given for the approval of a three-year contract for a Human Resources (HR) and Payroll system to enable the Council to manage human resources and the payment of salaries and allowances. As a result of the Local Government Reorganisation in Cumbria, the Council had not required a long-term solution for a Human Resources and Payroll system, therefore the proposed length of contract was three years, would enable the system to be in place during the transition to the new authority and to be in operation beyond March 2023, if required.
The process of procuring a HR and Payroll system was considered unachievable within the timescales with a direct award being awarded to the existing supplier, being considered the most appropriate option. As a result, the Director of Strategy, Innovation and Resources had agreed to an exemption from the Council’s Contract Procedure Rules as there was a justifiable case to use the existing supplier to maintain continuity of supply.
Note – Details of proposed supplier and costs had been included at Appendix 1 to the report in Part ll of the Agenda which was excluded from inspection by members of the public in accordance with Section 100 (B) of the Local Government Act 1972, as amended by the Local Government (Access to Information) (Variation) Order 2006, and, in all the circumstances of the case, it was considered that the public interest in maintaining the exemption outweighed the public interest in disclosing it. (A Part II Appendix 1a to the report had been circulated prior to the meeting and contained information which had been omitted from Appendix 1 in error.) Copies of the document were excluded, as it contained information as described in Schedule 12A of the Act as follows:-
- Information relating to the financial or business affairs of any particular person (including the authority holding that information). (Paragraph 3)
Resolved – That
(1) the contract for a Human Resources and Payroll system be awarded to the supplier identified in the Part II Appendix 1 report; and
(2) the Director of Strategy, Innovation and Resources in consultation with Lead Specialist Legal Governance and Democracy enter into a contract on behalf of the Council with the supplier.
Reasons for Decision
The proposal provides an effective HR and payroll system, which will underpin the management of human resources and the payment of salaries and is critical to the day-to-day operations.
The funding enables the Council to meet their priorities of working across boundaries, delivering a balanced community, a fairer South Lakeland and addressing the climate emergency.
Alternative Options considered and rejected
A full-scale procurement was originally planned, but this was prior to the announcement of Local Government Reorganisation in Cumbria. This was rejected, as it would not be an effective use of time and resources to procure and potentially implement a new system that would be required by the Council for just over 12 Months.
Report author: Simon McVey
Publication date: 28/01/2022
Date of decision: 27/01/2022
Decided at meeting: 27/01/2022 - Delegated Executive Decisions
Effective from: 07/02/2022