Decision details

To approve a variation to the existing contract with Idox Software to facilitate the provision of the following modules and functionality for Cheltenham Borough Council:

• Uniform onsite applications to support planning inspections and enforcement activities;
• Exacom Biodiversity Net Gain (BNG) module; and
• Exacom Building Safety Levy Module

The addition of these modules and services increases the total contract value by £50,411.90.

This variation to contract has been undertaken through the GCA Vertical Applications Solution framework RM6259, in accordance with the framework requirements and the Council's Contract Procedure Rules. This decision provides authority to approve the contract variation.

The Planning and Building Control Service is seeking to implement these additional modules in order to:

1. Respond to new statutory requirements introduced by Government through the Biodiversity Net Gain and Building Safety Levy regimes. Both requirements necessitate the collection, administration and monitoring of development-related payments and associated data; and

2. Support the council's involvement in Government-led digital planning initiatives. This includes enabling planning and enforcement officers to undertake site inspections using tablet devices equipped with appropriate software applications, reducing reliance on laptops and improving access to information whilst working in the field.

The value of £50,411.90 is made up of:

Software and implementation services £29,800.00
Exacom – year 1 £7,492.60
Exacom – year 2 (payable 1st April 2027) £36,781.48

Alternative solutions were explored and assessed. However, these options were discounted due to limited availability within the market, the benefits of maintaining integration with the council's existing Idox platform, and the advantages of consistency with systems adopted by other Gloucestershire local authorities.