Decision details
To enter a contract with Idox plc for the supply of software and services
Decision Maker: Cabinet Member Housing and Customer Services
Decision status: Recommendations Approved
Is Key decision?: No
Is subject to call in?: No
Decision:
To enter into a three-year contract with Idox
plc for the supply of software and services, through direct award
against the CCS framework contract (RM6259) provision of Vertical
Application Solutions (VAS).
Reasons for the decision:
The council has an existing contract with Idox
plc for the supply of software and services which will coming to an
end on 31st March 2025.
The Idox platform provides the council with the following
solutions: Uni-form for planning, building control,
public/environmental health, estates management, HMO/grants
management, licensing, LLPG gazetteer management, land charges,
GDPR compliancy, digital online forms, electronic documents and
records management (EDRMS) and elections management.
Following careful examination of the market, officers recommend
that continuing with the incumbent supplier is the best course of
action. CCS framework contract provides a legally compliant route
for the council to award a new contract to Idox plc as well as
realising negotiated discounts totalling £19.5k over the term
of the contract.
Alternative options considered:
Due to the diversity of the platform,
switching to an alternative provider would be cost prohibitive and
unlikely to be achievable with a single supplier.
Declarations: None.
Consultees
Consultation:
Publica Procurement – Direct Award model is permissible in accordance with legislation.
Publica ICT – Recommendation to remain with existing supplier and delivery model, but only renew for three years.
Finance Approval:
Current (24-25) costs for the main body of the Idox contract (Uniform & EDRMS software as shown in table below) are £103,098 – these costs are shared between CBC cost centres based on which services use the software.
Idox have quoted renewal costs as shown in the table below, which represents an increase in costs of 1.8% for next year (25-26) and 2.5% for subsequent years. These increases are below the current rate of inflation so represents value for money and has the added benefit of giving CBC certainty over budget requirement for the next 3 years.
Idox have also identified a number of essential upgrades that CBC must do in the forthcoming three years (upgrade service line shown below). If CBC contract these changes in advance, we receive a discounted rate – which provides a saving of £9,375 over the 3 years.
Contact: Sanjay Mistry Email: [email protected].
Publication date: 07/03/2025
Date of decision: 07/03/2025