Decision details

Procurement of Business Rates and Document Management IT systems

Decision Maker: Co-operative Executive

Decision status: Recommendations Approved

Is Key decision?: Yes


The contract with NEC Software Solutions Ltd (NEC) for the Revenues and Benefits (R&B) service’s Business Rates and Document Management systems is due to expire in March 2022.


The R&B service has an ongoing requirement to continue using them therefore procurement of a new contract is required.


To re-contract with NEC Ltd via the Crown Commercial Services framework Data and Applications Solutions (DAS) RM3821 and seek delegated authority to award the contract.


To ensure continuity of the Revenues and Benefits service.




The report sought approval for the procurement of Business Rates and Document Management IT systems for the Council’s Revenues and Benefits service via the Crown Commercial Services procurement framework for a period of 5 years with an option to extend for up to 2 years.




RESOLVED: That Co-operative Executive:-



1)    Approve the procurement of the Business Rates and Document Management Systems via the Crown Commercial Services (CCS) framework as outlined in the report;


2)    Approve the direct award of the new contracts to NEC Software Solutions Ltd outlined in the report; and


3)    Delegates authority to the Executive Director of Resources, in consultation with the Director of Finance and Commercial Services and the Director of Legal and Governance to:


a)    agree the terms of the new Call Off contract under the CCS Data and Applications Solutions (DAS) framework RM3821


b)    take all other decisions necessary in order to meet the aims, objectives and outcomes of this report which are not already covered by existing delegations in the Leaders Scheme of Delegation. 




Reasons for Decision




The contract with NEC for the R&B service’s Business Rates and Document Management systems is due to expire in March 2022. The R&B service has a requirement to retain use of the systems to enable a period of stability and undertake the planned review of the service following the insource which has been delayed due to the pandemic. A compliant commercial vehicle has been sourced.




Failure to secure a contract for the supply of these systems will leave the Council unable to deliver its Council Tax, Business Rates and Housing Benefits services leading to serious financial hardship for the citizens of Sheffield.




Alternatives Considered and Rejected




Do Nothing

Due to the anticipated expenditure for both software applications over the proposed term the council is required to comply with Public Contract Regulations 2015 and therefore to continue use of the software beyond the current contract period would not conform.




Reduced Contract period

A shorter contract period was not taken forward as it would coincide with the expiry of R&B’s Council Tax and Benefits software system.  The business risk of managing multiple procurements and potentially implementations was deemed to be too great a risk and would impact on the ability to provide stability within the service and also to the citizens of Sheffield.




Open Market Procurement

The business rates marketplace is very limited due to the bespoke nature of the service requirements.  The key players in the market are appointed to the CCS DAS framework and have already undertaken a competitive and compliant procurement process in line with Public Contract Regulations 2015.




Use of a Public Sector Framework

The CCS DAS framework has been identified as a suitable framework in which to make a Call Off contract.  It has already been competitively tendered and is compliant with PCR 2015 regulations.  It enables a direct award via CCS e-marketplace.




Any Interest Declared or Dispensation Granted








Reason for Exemption if Public/Press Excluded During Consideration








Respective Director Responsible for Implementation




Executive Director, Resources




Relevant Scrutiny and Policy Development Committee If Decision Called In




Overview and Scrutiny Committee


Report author: Tim Hardie

Publication date: 21/02/2022

Date of decision: 16/02/2022

Decided at meeting: 16/02/2022 - Co-operative Executive

Effective from: 26/02/2022

Accompanying Documents: