Decision details
Award of new Planning IT and Document Management System
Decision Maker: Deputy Chief Executive – City and Citizens’ Services
Decision status: Recommendations Approved
Is Key decision?: No
Is subject to call in?: No
Purpose:
Award of Planning IT and Document Management System to successful tenderer.
Decision:
To award the contract for the new Planning IT and Document Management System to IDOX Software Ltd.
Reasons for the decision:
Following a thorough tender process the winning bid was clearly and unanimously established.
The system can be delivered within the budget envelope and time constraints of the project.
The one-off cost of migration will be £44,450 and the annual cost thereafter will be £99,986pa (£299,958 for the 3-year minimum contract length). These costs are included within the Council’s budget.
Alternative options considered:
The Council could choose not to award the contract. However, a fair and robust procurement process has been undertaken, and the winning tender is within the budget envelope. The current contract expires in March 2026, and a new system needs to be active by then. As such, not awarding the contract is not considered a viable option.
Publication date: 28/03/2025
Date of decision: 28/03/2025
Accompanying Documents:
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