Decision details

The Cabinet considered report 11/11 of the head of HR, IT, and customer services.  This set out the detailed proposal to award a contract to replace the council’s existing property system with a new joint system with South Oxfordshire District Council.  The software would support core functions of planning, building control, land charges, environmental health, and licensing. 

Cabinet noted that the officer project board concluded that it was not feasible to extend the contract in place at another council.  Instead, the board considered that the councils should seek competitive tenders for a new joint contract.  This was more likely to deliver best value for money and bring savings for both councils.  This proved to be correct with the preferred tender resulting in £37,690 predicted savings per year for this council and £20,085 savings for South Oxfordshire.  The councils would split the costs equally.  The Cabinet member supported the proposal, believing that the councils had followed the proper procurement process. 

The chairman invited Councillor Jenny Hannaby to address the meeting.  She urged the Cabinet to ensure staff were adequately trained on the new system and that the money set aside for this was used for training and not other items. 

Cabinet agreed to the proposals, believing that the council would secure significant savings and an improved property system.  The officers assured the Cabinet that the post-procurement review would check the adequacy of training given. 

RESOLVED:

(a)       To approve the award of a contract for property-based database systems to Ocella Software Systems Limited; and

(b)       To authorise the head of HR, IT, and customer services to arrange for officers to finalise terms and conditions and enter into a contract with Ocella.