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Details

Status:
Implemented
Title:
Civica Pay Contract
Subject and Decision Taken

The Council uses Civica Pay as its Income management system for processing all income due to the Council, including card payments and bank statement reconciliation. 

 

The current contract with Civica expires on 30 September 2021 but there are provisions for continuation in the current contract.  The current system is on outdated servers and the upgraded system will comply with Accessibility regulations for web payments and help the Council comply with payment card industry data security standards.

 

Therefore, in order to achieve continuation of service and to avoid the need to change systems, which will be resource and financially intensive, it is proposed that a new contract be directly awarded with Civica, using the provisions of the DAS Framework, effective from 1 October 2021 for a period of 3-years.  This will allow the Council to effectively take payments until 2024, at which time consideration around systems will be a decision for the new Unitary authority.

 

By not awarding the contract to Civica, the Council would be in the position where it may not have a fully working income management system with which to process payments and income it receives.  There would be additional capital costs involved in procuring through a tender exercise and a risk of loss of service to the Council.

 

The contract can be contained within current budgetary provisions.

Reason for Decision
To award a new contract with Civica Icon for the income management system of the Council
Details of alternative options considered

SMT considered all options for the provision of income management and payment services on 21 September and agreed that the best course of action would be to award a new contract to Civica. 

 

By not awarding the contract to Civica, the Council would be in the position where it may not have a fully working income management system with which to process payments and income it receives.  There would be additional capital costs involved in procuring through a tender exercise and a risk of loss of service to the Council.

Officer Job Title
Corporate Director of Finance and Resources
Portfolio Area
Finance, Governance and Resources
Key Decision
No
Date Decision Taken
Fri 24 Sep 2021
Reports and Background Papers

SMT Report – Civica Payments System – 21 September 2021 – Not for publication by virtue of Paragraph 3 of Schedule 12A to the Local  Government Act 1972, as it contains information relating to the financial or business affairs of any particular person (including the authority holding that information)

Interests Declared
N/A
Date Published
Monday 27 September, 2021

Additional Information

Key Decision Ref
Deadline for call-in
Implementation date if not called in
Exempt from call-in
Call in notified and date notified
Approved for implementation on

Decision Criteria

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Wards

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Topics

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Overview and Scrutiny

Business & Transformation Scrutiny Panel

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Reports

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Decision History

Date & Time CreatedUser Full NameStatus DescriptionDetails
1
 Page 1 of 1, items 1 to 5 of 5.
27/09/2021 11:08:56Rachael PeckfordBusiness Item Created 
27/09/2021 11:09:54Rachael PeckfordOS Committee AddedBusiness & Transformation Scrutiny Panel
27/09/2021 11:29:41 General Details EditedReference Number Generated (OD.92/21)
27/09/2021 11:29:41Rachael PeckfordStatus ChangedImplemented [7]
27/09/2021 11:32:12Rachael PeckfordGeneral Details Edited 

Approval/Comments

No history found.