Decision

The Assistant Director of Property and
Development Projects submitted a report to seek approval for a new
property management system to replace the existing one (Tech Forge)
which is no longer supported.
 
Decisions
 
The Resources Portfolio Holder
agreed:
 

·      
That approval is given to purchase the Civica Property Management
system on an initial three-year contract at a cost of £78,896
(estimated cost in year one is £54,032, year two is
£12,432 and year three is £12,432). This represents a
22% reduction on the original quotation received. A 10% contingency
is proposed to allow for any unforeseen issues with the
implementation of the system bringing the total estimated cost to
£86,786. The current budget for the existing system is
£3,390 per annum. Therefore, the additional requirement is
£76,616 over the three years. This will be met from the Value
for Money reserve, pending a review in two years’ time to
assess the potential for consolidating with other systems such as
finance.
 

·      
That approval is given to waive the Council’s Financial
Regulations and Financial Procedural Rules; Part 4.06.07 Financial
Procedural Rules; owing to the procurement falling into the
following category: “the goods, works or services constitute
an extension or variation of an existing contract or are required
urgently”.