Decision details
Civica Payments System
Decision Maker: Leader
Decision status: Recommendations Approved
Is Key decision?: No
Is subject to call in?: Yes
Decision:
Contractual renewal of the existing Civica Payment and Income Management System. The contract is for 3 years with an option to extend for 2 additional years.
Reasons for the decision:
The Civica Payments and Income Management System manages the collection and organisation of funds. In 2024/25 over 19,000 transactions worth more than £21m were collected and processed by this system.
The system has been in use for many years and has been tuned to Cheltenham Borough Councils operations. The system is upgraded regularly and is compliant and will continue to remain compliant with banking regulations such as PCI-DSS.
The cost of change would be significant and produce little benefit. In Gloucestershire, this system is also used by Cotswold & Stroud District Councils.
The system has been re-procured using the Crown Commercial Services VAS Framework. This is identical to the Civica Revs & Bens system procurement.
Finance Comments: Incorporated within the base revenue and capital budget
Contact: Paul Jones, Deputy Chief Executive (Section 151 Officer) Email: [email protected].
Publication date: 11/09/2025
Date of decision: 11/09/2025
Effective from: 19/09/2025