Information

To consider, acting on behalf of South Lakeland and Eden District Council; to enter into a variation to the original software contract dated June 2017 for remote software support, incorporating Windows 2012 to Windows 2019 database server migration, which is mandatory to allow the authority to complete year end billing in 2023/2024.

The variation would run from 01 October 2022 until 31 May 2024 which aligns to the original software contract expiry.

Summary

Consideration was given for the Council, on behalf of South Lakeland and Eden District Councils, to enter into a variation to the original software contract dated June 2017 for remote software support, incorporating Windows 2012 to Windows 2019 database server migration, which was mandatory to allow the authority to complete year end billing in 2023/2024.

The variation running from 01 October 2022 until 31 May 2024 aligned to the original software contract expiry.

Decision

RESOLVED – That

(1)        the variation to award the remote support and Windows 2012 to Windows 2019 database migration to the supplier identified in Part II Appendix 1 be approved; and

(2)        the Director of Customer and Commercial Services, in consultation with the Procurement Specialist and Legal, Governance and Democracy Senior Specialist (Deputy Monitoring Officer), agrees to enter into the appropriate variation on behalf of the Council with the supplier identified in Part II Appendix 1.

Reason for Decision

The decision ensures the delivery of statutory and Council functions in relation to council tax and business rates billing and collection, and the administration of housing benefit and council tax reductions, in line with the Council Plan priority to deliver a fairer South Lakeland, this will continue to be delivered, whilst allowing further improvements in technology and operational processes that align with the Council’s operating model.

Alternative Options Considered and Rejected

The option being recommended is compliant with the procurement process.

An alternative would be to continue to maintain and upgrade the software and associated databases using existing resources. This is becoming significantly challenging due to the technical skills and knowledge required and the complexities of maintaining 2 databases, and separate self-serve customer portals, the frequency of maintenance and upgrades required due to constantly changing legislation and introduction of new mandated schemes to be delivered via existing software. The skills required are highly specialised and not available off the shelf, or with the assurance against associated risks.

The only other alternative would be to do nothing. Again, this is not a viable option as it would result in the Council being unable to deliver critical and vital statutory functions in relation to business as usual activity.