To approve the renewal of licences and support arrangements for the governance Information Communication Technology system Civica Modern.Gov. 

That:

a)    A direct award of contract via the Crown Commercial Services (CCS) Data and Applications (DAS) framework is issued for the maintenance and support for use of Civica Modern.Gov at no greater cost of £15k for 2021/22; and

b)      The option to extend the contractual arrangements after 2021/22 by the Solicitor to the Council, in consultation with the Cabinet Member for finance and corporate services, for a further 1 year (2022/23) at an annual cost not exceeding £15.4k and a further 1 year (2023/24) at an annual cost not exceeding £15.7k.

1.            Not to purchase the system.  This is not recommended as the council is reliant on ‘issue management and workflow’ software to ensure the council’s legal obligations to conduct public meetings, produce agendas and papers and take decisions in compliance with legislative requirements and Herefordshire Council’s constitutional arrangements. 

2.            To run a competitive tender exercise and evaluate alternative systems and suppliers.  This is not recommended at the current time.  Following a soft market test in October 2019 a number of suppliers of similar issue management software solutions were approached to express interest in providing the council with similar committee and decision making management software.  Civica Modern.Gov was the only supplier who came forward.  Based upon this evidence, and working through the approved DAS framework agreement, a direct award of contract can be issued (see paragraph 12 below).