Decision details

Request for approval to award a contract for the provision of licensing, support and maintenance of the Idox suite of products embedded into the Council's systems following negotiation in accordance with the negotiated procedure without publication o

Reference: D50023

Decision Maker: Director of Resources and Housing

Is Key decision?: Yes

Is subject to call in?: Yes


Continued access to Idox software is essential to the delivery of a range of services; Planning, Environmental Services, Asset Management, Licensing, Housing Management. Following a market review and consideration of best value for the Council, we seek to continue the use of this software through a new contract


a) That the Chief Digital and Information Officer agreed that a new contract with Idox plc be entered into to cover the continued use and development of the system The contract will be for an initial period of five years with two possible one year extensions, at a cost of £164,000 per annum.

b) An Idox Improvement Group will manage the governance and the future enhancement and use of the system.

Reason Key: Financial Impact>£500K;

Wards Affected: (All Wards);

Other reasons / organisations consulted

Extensive internal consultation has been ongoing for a number of months. The Idox project board has been overseeing the process – it’s members are the 4 Chief Officers who’s services are involved and the Head of Digital Change – City and Community hub from DIS.


Chief Planning Officer

Chief Officer Environmental Services

Chief Officer Asset Management & Regeneration

Chief Officer Elections & Regulatory

Chief Officer Housing Management

Head of Digital Change - City and Community Hub

Chief Digital and Information Officer

Procurement Manager

ICT Strategic sourcing

Head of Application Development

Idox system users and service leads

Contact: David Whittaker, Business Partner Manager 07891 378 7472 Email:

Publication date: 27/08/2019

Date of decision: 04/09/2019

Effective from: 12/09/2019

Accompanying Documents: