Purpose

LCC’s income payment platform is currently provided by an
organisation called The Access Group (TAG). This Contract
facilitates the provision of three systems and is due to expire
31st March 2025:
• SCloud Paye.net / Pay360 - which provides a virtual terminal
allowing the Council to take payments over the telephone or via
Chip and PIN devices utilised by Blue badge, Matrix, CSC (School
transport and Registrars).
• Secure Card Portal (SCP) - Internet payments which enables
the Council to take online (internet, web based) card payments
utilised for non-invoiced income and used by several third parties
to facilitate internet-based card payments.
• CallSecure - which enables the Council to take card payments
over the telephone in a PCI DSS compliant manner, utilised by
Registrars.
The focus of the new contract is to provide LCC with a like for
like service whilst a more comprehensive review is being
undertaken. This will be an initial contract to allow continuity of
services/ systems whilst teams understand the scope for a unified
strategy.

Procurement Strategy
Given the service critical nature and vast number of transactions
processed, continuity of the existing provision is required to
ensure there is no impact to processing transactions whilst the
comprehensive review is being undertaken As part of pre-market
engagement and service area lead discussions, it was highlighted
that implementation of a new system/ supplier would require
approximately 12 months’ notice for successful transition,
and a further 12 months to conduct the procurement process
(including scoping and award).

Given the existing contract with TAG does not have any available
extensions to utilise, a new contract with TAG is required to allow
continuity of services/ systems. A review of available procurement
frameworks found the KCS Y20023 Framework for Software Products and
Associated Services to be the most appropriate Framework.

The use of the KCS Framework in this case offers the following
benefits
- Compliance with PCR15 and TPA23.
- Speed of procuring the requirements to meet the timescales
required
- The scope of the TAG offering meets LCCs requirements
- Use of a standard contract and pre-determined terms.

A 36-month contract term will offer LCC sufficient time to fully
scope, procure and implement a new system.

The Contract
The contract will be based on a standard KCS Framework contract,
which will be awarded for a period of 36 months on a fixed fee per
annum, and will set out clearly the outcomes that are required for
the support over the contract period. The contract will be actively
managed and will involve regular reporting against
deliverables.
The Contract charges are as follows:

Cost of Contract Cost of Service Annual Support Total
Year 1 £16,326 £20,115 £36,441
Year 2 £17,632 £21,724 £39,356
Year 3 £19,043 £23,462 £42,505

Transaction Charges
14p fixed processing charge (payment and refund) in addition to the
merchant acquiring fee for all types of transactions.

Decision

To award a contract with The Access Group for
a period of 36 months to provide LCC with a Payment System for
managing and process payments securely.
To delegate authority to sign the contract, and to delegate
authority to enact necessary variations to the contract [up to a
total value of £50,000.00 to Pam Clipson, Head of Financial
Services.