Decision details

Mosaic new contract and SaaS implementation

Reference: D57236

Decision Maker: Director of Strategy and Resources

Is Key decision?: Yes

Is subject to call in?: Yes

Purpose:

To seek approval to direct award through Yorkshire Purchasing Organisation a contract directly to Access UK Ltd for LCC to move to the vendor supplier hosting (SaaS) and the ongoing support & maintenance of Mosaic for the period 1st April 2024 – 31st March 2028.

Decision:

The Director  of Strategy and Resources approved a direct award through Yorkshire Purchasing Organisation (YPO) a contract to Access UK Ltd for the implementation of supplier hosting (SaaS) and  support and maintenance, for the period 1st April 2024 – 31st March 2028

The cost of making a direct award of the contract for this period is £911,632 to 31st March 2028.

The decision to award the contract is being taken on technical grounds as Mosaic is fully embedded into the Council’s systems and can only continue to be supported and maintained by Access UK Ltd.

The decision is based following a feasibility assessment, to move the Mosaic from on premise to cloud hosted in line with the Government and corporate ‘Cloud First’ principle.

Reason Key: Financial Impact>£500K;

Wards Affected: (All Wards);

If the decision has not been published in the List of Forthcoming Key Decisions for at least 28 clear days, the reason why it would be impracticable to delay the decision:: In accordance with section 2.5 of the Executive and Decision-Making Procedure Rules, this decision is being made under General Exception provisions. This is due to the time sensitive nature of the decision. If the decision were to be made in accordance with standard Key Decision rules (which require 28 clear calendar days between publication in the List of Forthcoming Key Decisions and the decision being taken), this would mean that the discounted offer to be in place for the end of March 2024 would not be in place, resulting in extra cost for the council. As such, to not approve this contract under the General Exception provisions would risk signification extra cost to the council.

Contact: 07891275241.

Publication date: 08/03/2024

Date of decision: 18/03/2024

Effective from: 26/03/2024

Accompanying Documents: