Decision details
Unit 4 (Business World) Variation of contract
Decision Maker: Service Director - Corporate Services
Decision status: Recommendations Approved
Is Key decision?: No
Is subject to call in?: No
Purpose:
The Payments team currently use a specific
piece of software known as ‘V1’ for all of their
scanning and matching needs and uploading of invoices so as to
allow the Council to pay suppliers.
The V1 software has been in situ for a few years and while it does
the job at a basic level, efficiencies and cost savings will be
achieved if the Unit 4 (Business World) Proactis finance module was
used as a replacement to V1.
The cost of the new Proactis software is £8,174.80 per annum
more expensive than V1. However, due to the cost savings Hoople/the
payments team will achieve in using the new system, Hoople will pay
the implementation cost and pay for the additional cost of this new
software. The Council will only pay the same annual sum they are
currently paying for the V1 software. These costs will be written
into the SLA between the Council and Hoople and are broken down as
follows:
1) The Council will continue to pay £16,775.20 per
annum
2) Hoople will pay the implementation cost of £19,500 plus
£8,174.80 per annum
A procurement process is not required due to the cost of this
finance module complying with the Councils Contract Procurement
Rules in varying a contract and the cost of the module being less
than 50% of the original total contract value.
This RoOD is to document and acquire the authorisation needed to
purchase and implement this new finance module/solution.
Contact: Natalia Silver, Service Director - Corporate Services Email: nsilver@herefordshire.gov.uk Tel: 01432260732.
Publication date: 18/01/2022
Date of decision: 18/01/2022
Accompanying Documents: