Decision details

Per the terms of the current contract, procured through the Digital Marketplace framework, this contract can be extended for up to a further 2 periods of 12 months each by providing written notice. The contract has already been extended by 12 months and this is a request for the second extension. The system is working well and is fundamental to providing a committee decisions management system and supporting paperless Council meetings.

Information:

The contract for Moderngov was procured on 7 January 2019 for a period until 6 January 2021 through the Government’s Digital Marketplace framework (also known as G-Cloud) with the option to extend for two periods of 12 months which no obligation to go out the market.

It was agreed in October 2020 that the contract be extended for a period of 12 months to expire on 6 January 2022.

In accordance with the contract, there is now a requirement for the Council to give the supplier 3 months written notice to extend the contract by a further 12 months i.e. until 6 January 2023.

The system is working very well for us and has enabled the Council’s democratic decision making process to become paperless. The extension acts as a “get out” clause should you be unhappy with the supplier. We are very happy with our supplier and see no reason to not extend the contract for another 12 months.

The Constitution Part 4 (the Contract Procedure Rules) paragraph 24.1(a) provides that “the change is provided for in the contract in clear, precise and unequivocal review clauses”.

Financial implications: £8,510 as per the contract

Approval of the extension of the contract with Civica for the supply of Moderngov for another 12 months until 6 January 2023.

The other option is a full procurement process which is neither required nor desired at this point in time.