Decision details

IDOX Corporate Application Support Contract Renewal

Decision Maker: Chief Executive

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes

Purpose:

The IDOX application is used Council-wide to administer Planning, Building Control, Environmental Health, Estates Management, Anti-Social Behaviour, Pollution and Waste, Residential Premises, Housing Assistance, Licensing, Asset Management, Land Charges, Section 106 Control and Management, Corporate Address Database and the Corporate (EDRMS) Electronic Document Records Management System.

The contract needs to be renewed to ensure continuity of service support. The renewal is for a three year period with an aggregated cost of £249,749.

Procurement is via Crown Commercial Services framework direct award in accordance with the Council’s Budget and Policy framework.

Contract payment will continue through existing service budgets.

Decision:

To renew the Idox System(s) Support contract directly through the Crown Commercial Services Data and Application Solutions (DAS) procurement framework for a period of 3 years.

Reasons for the decision:

“With reference to the published accompanying report, the Council has been utilising the IDOX system for over twenty years. … the services and users have considerable expertise and the Council has established detailed reporting including first and second line support arrangements to keep the services operational and working as efficiently as possible.

 

This new agreement includes the relocating of the infrastructure to the Council’s Microsoft Azure cloud environment which complies with our Digital Transformation programme and ‘cloud first’ strategy.”

Alternative options considered:

The Council has increasingly skilled in-house App development capabilities but its resources remain fully engaged developing service supporting Apps for Corona Virus related issues including: Operation Shield, Track & Trace, HR databases to manage staff redeployment/ isolation etc.

 

Over this next three year contract the Corporate IT Team will review and develop applications to reduce our reliance and expenditure on this 3rd party system.

Interests and Nature of Interests Declared:

None

Publication date: 26/06/2020

Date of decision: 26/06/2020

Effective from: 04/07/2020

Accompanying Documents: