Purpose

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.

Content

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.