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Decision details

Procurement of Vehicle Telematics and Job Scheduling software to support services within Place Portfolio

Decision Maker: Executive Member for Finance and Resources

Decision status: Recommendations Approved

Is Key decision?: Yes

Purpose:

The Place Portfolio currently use the software as an all-in-line solution to provide the following functionality:

:

  • Customer Relationship Management (CRM)
  • Job Scheduling
  • Customer job bookings
  • Mobile Working
  • Telematics (Vehicle tracking and monitoring)

 

The purpose of this report is to seek authority to procure a new contract as the current contract ends 31.03.2022

 

Approval is sought to contract via the Crown Commercial Services framework Vehicle Telematics Hardware and Software Solutions RM6143 and seek delegated authority to award the contract.

 

The current commercial arrangements terminate on 31.03.2022 therefore a new contract is required to ensure continuity of service delivery.

 

Decision:

That the Executive Member for Finance and Resources:

 

1)    Approves the use of the Crown Commercial Services Framework - Vehicle Telematics Hardware and Software Solution RM6143 to secure via direct award of a five-year contract with Big Change Ltd.

 

Reasons for the decision:

1.    The current contract is due to expire 30 April 2022. The service areas have a requirement to retain use of the systems to enable an efficient service to be maintained.  A compliant commercial vehicle has been sourced via CCS framework.

 

2.    Failure to secure a contract for the supply of the system will impact on several service areas who would have to revert back to paper-based systems which would increase service response times and may also require an increase of resources.

Alternative options considered:

Do Nothing

Due to the anticipated expenditure 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 in order to provide stability to the service areas and users.  The Place portfolio are undertaking a strategic review to replace legacy systems and this will impact on services and staff.  This software has been received positively by users and therefore retention enables service stability.

 

Open Market Procurement

The marketplace is large for software of this type. However as there is a suitable public sector framework which meets the requirements of the Council it was not taken forward. The suppliers appointed to the framework have already undergone a competitive and compliant procurement process in accordance with PCR 2015 regulations. 

 

Use of a Public Sector Framework

The CCS vehicle telematics hardware and software 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

 

Publication date: 10/05/2022

Date of decision: 09/05/2022

Accompanying Documents: