Decision details

To seek approval for the recommended option in relation to the procurement of the Council's Financial System and approval for the re-procurement of the Council's payment functions.

That Cabinet:

1.      Noted the two contract extensions Decisions taken on 27/11/2023 to extend the Agilisys Hosting & Support Contract for ABW and to extend the final year of Unit 4 Support and Maintenance Level 3/4 including the transition to ERP7 Cloudstep One, referred to as a ‘lift and shift’, which is the first phase towards ERP7 Software as a Service (SAAS) as required by Unit 4.

2.      Authorised the Director of Finance, in consultation with the Deputy Mayor with responsibility for Finance, Governance and Performance to

                                            i.            procure and award the contract and implement the 4-year service agreement starting 1/5/24, bringing the total contract period to 5 years, for the hosting and support of the Council’s financial ledger and accounting system, with Unit 4 Business World, including any associated technical configuration changes to ensure business continuity at an estimated potential cost of between £2.2m to £2.5m over 5 years. (This will align with the expiry of the current arrangements on 30/11/2024 and will include the move to ‘SAAS’).

                                           ii.            procure and award the contract and implement a solution for the Council’s internal payment system with ‘The Access Group Pay360’, when the current arrangement expires 31/03/24 at an estimated potential cost of £3m over three years.

3.      Authorised the Director of Finance in consultation with the Deputy Mayor with responsibility for Finance, Governance and Performance to review options for the Council’s payment systems and thereafter determine the most appropriate solution and take the necessary action (in respect of both current and new arrangements, as appropriate) to implement that decision including procuring and awarding contracts which may be above the key decision threshold.