Decisions

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.

Permission to set aside the requirements of the Contract Procedure Rules to tender
for above £40,000 services namely; 6 x Rough Sleeper Accommodation Pods at the
cost of approximately £40,000.

North Devon Council have been successful in drawing down additional funding from
Government towards accommodating Rough Sleepers following a submission to the
Rough Sleeper Initiative programme.
This project is aimed at reducing the number of people rough sleeping in North
Devon.
The aim of the Pod project is to build up a stock of accommodation that can be
utilised for rough sleepers in a variety of locations both inside and outside.
Following successful award of the bid NOC were issued with a funding structure from
Government. This structure highlights the need to have plans in place prior to the
winter months (01.10.2021 - 31.03.22) and without this approval we are unable to
proceed and will be at risk of having to return the funding.
Current lead in times for bespoke Pods which have been modified for both indoor (in
a warehouse) and outdoor use (car park locations) is 12 weeks with material costs
increasing on a week by week basis.
Please see above. The financial award made through the bid covers full costs of
service delivery.

I have agreed to the above on the basis
that the order needs to be placed prior to the next Committee to ensure that lead
in times do not increase. The need for the pods is now very clear.