Decision details

Renewal of Council Card Payments system

Decision Maker: Cabinet Member - Regulatory, Compliance and Corporate Services

Decision status: For Determination

Is Key decision?: No

Is subject to call in?: Yes

Purpose:

Sefton Council utilises the Civica ICON solution for card payments. The present contract expires on 16 April 2023. The Council’s original intention was to arrange a tactical 1-year extension to allow time for a full procurement exercise (and potential swap over to a new system), but Civica will only offer a minimum 3-year contract renewal due to their own back-end contractual arrangement with their payment gateway supplier. Due to the remaining time on the current contract and the need to make arrangements via the existing Crown Commercial Services framework, the Council has had to change its strategy on this particular procurement and recommends that the Council enters into a new 5-year contract with Civica.

 

Decision:

Decision(s):

 

That Sefton Council to enter into a new 5-year contract with Civica for the ICON payments solution be approved.

 

 

Reasons for the Decision(s):

 

·       The existing Crown Commercial Services framework used to procure the Civica product expires on 21 February 2023 and Civica advises that the replacement framework has not yet been confirmed

 

·       A 5-year term is proposed as the only other option is a 3-year contract; given the volume of ICT procurements required in the coming years, it is believed that a 5 year contract gives the Council stability for taking card payments and also creates suitable space to carry out a full procurement (and, if required, a tidy swap over to a potential new solution)

 

·       The 5-year contract offers a discount on the costs proposed in the 3-year contract

 

 

Alternative Options Considered and Rejected: (including any Risk Implications)

 

·       The normal route for a renewal of this type would be a new procurement exercise to test the market. However the remaining time left on the present contract and the existing CCS framework does not allow enough time for a new procurement exercise and the potential implementation of a new system.

 

·       Sefton Council requested that Civica provided a 1-year renewal option. However, Civica does not offer a contract for ICON of less than 3 years. This is because the minimum term contract Civica has with its payment gateway supplier for payment handling services is 3 years.

 

Publication date: 23/01/2023

Date of decision: 23/01/2023

Effective from: 01/02/2023

Current call-in Count: 0

Accompanying Documents: