Purpose

Civica UK Limited is the current provider of the
Council’s Revenues and Benefits system. It is used for the
administration of Council Tax, Business Rates, Housing Benefit and
Discretionary Awards.
 
The existing software
contract ends on 2nd August 2025; therefore, the procurement of a
new contract is necessary to ensure continuity of
service. 
 
It is not currently
feasible for the Council to procure a Revenues & Benefits
system from a new provider due contract time constraints,
significant set up costs, and the resources needed to undertake a
full system implementation which would take in excess of 12 months.
This would also lead to a period of system downtime which would
impact on the council’s finances and council tax/business
rates collection rates, along with vulnerable residents waiting on
Housing Benefit assessments.
 
It is therefore
considered appropriate to reprocure a new Revenues & Benefits
system contract with Civica UK Ltd.

Content

The Executive Director
for Corporate and Support Services has considered a report
detailing a proposal for the procurement and subsequent award of a
contract to provide the Council’s Revenues and Benefits
system with an estimated value of £2.7 million net, in
accordance with the Council’s Contract Procedure Rules and
Financial Regulations.
 
Civica UK Limited is
the current provider of the Council’s Revenues and Benefits
system. It is used for the administration of Council Tax, Business
Rates, Housing Benefit and Discretionary Awards.
 
The existing software
contract ends on 2 August 2025; therefore, the procurement of a new
contract is necessary to ensure continuity of service.
 
It is not currently
feasible for the Council to procure a Revenues & Benefits
system from a new provider due contract time constraints,
significant set up costs, and the resources needed to undertake a
full system implementation which would take in
excess of 12 months. This would also lead to a period of
system downtime which would impact on the council’s finances
and council tax/business rates collection rates, along with
vulnerable residents waiting on Housing Benefit assessments.
 
It is therefore
considered appropriate to reprocure a new Revenues & Benefits
system contract with Civica UK Ltd
 
The Executive Director
for Corporate and Support Services has then, in consultation with
the Cabinet Member for Finance & Resources:-
 
(1) Given approval to
the contract procurement process for the Revenues and Benefits
system with Civica, that will include a planned transition to a
cloud-based solution within the five-year term.
 
(2) Delegated
authority to award the contract to the Director of Finance (Section
151 Officer) subject to a compliant procurement process.
 
(NOTE: The report
contains a ‘not for publication’ appendix that was
circulated to the decision-maker only).