Purpose

The original decision (submitted in January
2026) was taken to allow two months of invoicing, issued
separately, outside of the expired contract in order to maintain
uninterrupted access to the Oneserve software, licences and support
services. This temporary arrangement ensures operational continuity
while the necessary governance, approval and procurement processes
for the contract renewal are completed. Without this interim
provision, essential services would be at risk of disruption.
As the renewal process has not yet reached conclusion, a further
month of out-of-contract invoicing is now required to maintain
service continuity. The remaining approvals and contractual steps
are in progress and are expected to be finalised by early April, at
which point the renewed agreement will take effect and no further
out-of-contract billing will be necessary.
The invoiced amount is £5098.55 plus VAT which is within the
existing budget.

Content

To be invoiced for three months (separately)
outside of the now-expired contract for the provision of Oneserve
software, associated licences and support, whilst the required
governance, approval and procurement processes are completed for
the renewal of the contract. The three-year contract expired on
06.01.26.
Invoice for 07.01.26 – 06.02.26 = £5,098.55 plus
VAT
Invoice for 07.02.26 – 06.03.26 = £5,098.55 plus
VAT
Additional month: Invoice for 07.03.26 – 06.04.26 =
£5,098.55 plus VAT
The additional month is required as the renewal process has not yet
concluded; however, final approval and contract completion are
anticipated by early April, which should avoid any further
out-of-contract billing.

Alternative options considered

This decision will not be affected by LGR as
the invoiced period is just three months, these being January 2026,
February 2026 and March 2026. Whilst there are LGR considerations
required as part of the Oneserve contract renewal, this decision
relates solely to a three month period which is unaffected by
LGR.