Decision details

Decision Maker: Assistant Director (Finance & IT) & Section 151 Officer

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No

Purpose:

Officer decision to continue Tendring District Council’s participation in the partnership through the renewal of the Essex partnership Pan Essex Counter Fraud Data Matching System and the Vulnerable Intelligent Persons Emergency Response (VIPER) with incumbent supplier Vigilant Applications Limited.
The Counter Fraud Data Matching System is primarily used to identify Council Tax related fraud across Essex.
VIPER is now the ‘go to’ Essex partner civil emergency planning and response system to to identify and report on all persons affected by an emergency planning incident BUT specifically to identify, focus specialist services and safeguard vulnerable persons from harm during a civil emergency.
The 5 year contract is procured jointly by all Essex local authorities, Essex Fire and Rescue Service and Essex Police with Chelmsford City council leading on the direct award framework procurement on behalf of all partners.
Tendring District Council’s financial contribution (the total cost of the contract to TDC) over the five year period is £20,532.
Please see the accompanying report for details

Decision:

Officer decision to continue Tendring District Council’s participation in the partnership through the renewal of the Essex partnership Pan Essex Counter Fraud Data Matching System and the Vulnerable Intelligent Persons Emergency Response (VIPER) with incumbent supplier Vigilant Applications Limited.

Alternative options considered:

Option 1 - Doing nothing is not an option.
Option 2 - A re-tender process would be very resource intensive for all partners and in this instance is highly likely to;
a) Increase costs even if the incumbent contractor was successful.
b) Result in a period of considerably reduced support performance with a new provider ‘getting up to speed which could arguably put vulnerable persons lives at risk (or lead to additional harm) should a major emergency incident occur.
c) Expose the council and all Essex partners to an unnecessary period of business continuity risk.
This is a wider Essex partner procurement. Tendring District Council simply do not have the resources to procure these specialist services in isolation.
Option 3 - Renew the contract with the trusted, proven incumbent supplier through a direct award framework agreement having ensured value-for-money is achieved.

Publication date: 04/08/2022

Date of decision: 04/08/2022

Accompanying Documents: