Decision Maker: Cabinet

Outcome: Decision approved

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: November 5, 2024

Purpose: Approval to directly award a contract for EST Software to manage the delivery of Public Realm and Highway services via back-office systems and a mobile app that enables remote staff updates 

Content: Decision   For the reasons set out in the report Cabinet RESOLVED to Agree to:   i)  Award a contract to Causeway Technologies Ltd via direct award through the Crown Commercial Services Vertical Applications Solutions framework for the provision of an Environment and Sustainable Transport software package commencing on 4 January 2025 for a 3 period of up to 10 years (5 years with an optional extension of up to 5 years) at a total contract price of £2,112,022.00 (£211K per annum).   ii)  Delegate authority to the Corporate Director of Environment & Sustainable Transport in consultation with the Statutory Deputy Mayor and Cabinet Member for Environment, Sustainable Transport, Children Services and Education to agree extensions up to the maximum 5-year extension term.   Alternatives Considered   a)  Do nothing and discontinue use of any software. Not pursued as the Council would have no digital record of its EST assets, and inefficient manual and paper processes would have to be re-introduced to provide Govt statistics, and update residents on their reports and enquiries negating any cost saving from the cost of the software. b)  Further competition using a framework agreement. Not pursued to avoid risk of overlapping cost of existing and new system during transition, does not offer financial value for money or timely delivery of service now. c)  Open or restricted tender exercise. Not pursued to avoid risk of overlapping cost of existing and new system during transition and cannot be achieved within the available time putting service continuity at risk. d)  The direct award provision could have been utilised on the basis of a three year plus two-year extension contract. This was not pursued as EST have ongoing projects which may not complete within this timescale; and the annual costs on the 5 year plus 5-year contract are less with greater certainty with a fixed inflation cost over the initial 5-year term.