TO:
THE EXECUTIVE
18 NOVEMBER 2008
EXTENSION OF MAINTENANCE CONTRACT FOR PERICLES
(Director of Corporate Services/ Director of Environment Culture and Communities)
1
PURPOSE OF DECISION
1.1
The current maintenance contract for Pericles, the system used to support the
borough’s housing benefits distribution and business rates and council tax collection,
has come to an end. It is therefore necessary to extend the contract so that the
system is properly supported.
2
RECOMMENDATION
2.1
That the signing of an extension for three years of the agreement between
Anite Public Sector Limited and Bracknell Forest Council for the licensing and
support of the Pericles Revenues and Benefits System be agreed.
3
REASONS FOR RECOMMENDATION
3.1
The original contract for the provision of the Pericles Revenues and Benefits system
was signed on 28 February 2003 through the Office of Government Commerce
(OGC) under a Services Catalogue arrangement known as S-Cat. This system
provides effective support and does not require replacement at present.
3.2
The original contract was for a period of 5 years, ending on 28 February 2008.
This included maintenance and support. The issue of maintenance was brought to
Anite’s attention but due to the then imminent purchase of Anite Public Sector by
Northgate Arinso, the renewal of the contract was not completed.
Anite has continued to support the product and provide upgrades and updates where
necessary.
3.3
The authority has been negotiating a new contract with Anite in the intervening
period. During this time Anite has been the subject of many approaches for their
public sector business which has resulted in negotiations being protracted.
3.4
No-one other than Anite, the original developer of the product, is able to support the
software and provide legislative changes to the system when required, as only Anite
have the necessary product knowledge to maintain and support the system, and they
own the intellectual property rights in the support system
4
ALTERNATIVE OPTIONS CONSIDERED
4.1
There are no alternative suppliers that are able to maintain the system.
5
SUPPORTING INFORMATION
5.1
The amendment to the contract is appended to this report as Appendix 1.
5.2
Annual Support and Maintenance Charges for the software is:
1st April 08 – 31st March 09
1st April 09 – 31st March 10
1st April 10 – 31st March 11
£46,438.72
£54,160.00
£54,160.00
Prices are exclusive of VAT.
These prices do not include costs for any new legislative changes or enhancements
the authority may request.
6
ADVICE RECEIVED FROM STATUTORY AND OTHER OFFICERS
Borough Solicitor
6.1
The recommendation is in accordance with paragraph 15.2.2 of contract regulations,
which requires Executive approval for contract extensions for more than 6 months
where the value is greater than £50,000.
Borough Treasurer
6.2
The system continues provide support for the Revenues and Benefits teams and
therefore the most cost-effective use of resources is to continue with the Pericles
system and extend the maintenance contract for another three years.
Equalities Impact Assessment
6.3
There are no equalities issues in relation to these recommendations
Strategic Risk Management Issues
6.4
This is a key system for the authority both from the perspective of revenue collection
and support for some of our most vulnerable residents. It is vitally important that any
such system is adequately maintained and supported.
7
CONSULTATION
Principal Groups Consulted
7.1
Revenue Services team, Benefits Service team and Legal Services were the teams
consulted and agreed the proposed way forward
Method of Consultation
7.2
Consultation was carried out via exchange of e-mail.
Background Papers
Amendment to contract document - Appendix 1.
Contact for further information
Patrick Keane
Chief Officer: Information Services
01344 351790
[email protected]
Appendix 1
AMENDMENT No. 1
AMENDMENT No. 1 TO
A SYSTEM SUPPLY AGREEMENT
between
ANITE PUBLIC SECTOR LIMITED
and
BRACKNELL FOREST BOROUGH COUNCIL
...………………………………………………………………………………………………
……………
for the licensing and support of a Pericles Revenues and Benefits System
….…………………………………………………………………………………….…………………
…………….
Anite Public Sector Limited
353, Buckingham Avenue
Slough
Berkshire, SL1 4PF
AMENDMENT NO. 1
between
ANITE PUBLIC SECTOR LIMITED, having its
Registered Office at 353, Buckingham Avenue,
Slough, Berkshire, SL1 4PF (“Anite”)
and
BRACKNELL FOREST BOROUGH COUNCIL, having its
Principal Office at Easthampstead House,
Bracknell, RG12 1AQ (“the Authority”)
CONSIDERING THAT
A.
Under an agreement dated 28th February 2003 made between Anite and the Authority
(“the Agreement”), the Authority was provided with the software, software licences,
services, and support and maintenance services relating to a Pericles Revenues and
Benefits System;
B.
The Authority now intends to confirm its commitment to receipt of ongoing support
and maintenance of the software detailed in Schedule 1 of this Amendment
(“Amendment No. 1”) until 31 March 2011.
C.
Anite and the Authority wish to amend the Agreement to reflect the foregoing
intentions.
THEREFORE the Parties have agreed as follows:
1.
This Amendment No. 1 is effective on the date of last signature (the “Effective Date”)
provided, however, that the provisions contained herein which are specified to be
effective from an earlier date shall be deemed to have been effective from such earlier
date.
2.
In consideration of the Authority continuing to pay annually in advance the Price for
the Services relating to support and maintenance, Anite will continue to provide such
Services to the Authority until 31 March 2011. Thereafter, Anite will continue to
provide such Services relating to support and maintenance unless terminated by either
Party giving not less than three (3) months’ prior written notice to the other. The
annual Price (exclusive of VAT) for the Services relating to support and maintenance
for the period is set out in Schedule 1 of this Amendment No. 1.
3.
This Amendment No. 1 takes precedence over any conflicting provision within the
Agreement. All other provisions of the Agreement and any previous amendments
thereto shall remain unchanged.
4.
This Amendment No. 1 shall be construed in accordance with the Laws of England,
and both parties hereby submit to the exclusive jurisdiction of the Courts of England.
IN WITNESS WHEREOF this Amendment No. 1 has been executed by the duly authorised
representatives of the Parties
Anite Public Sector Limited
Bracknell Forest Borough Council
Signature: .....................................................
Signature: ......................................................
Name: ...........................................................
Name: ...........................................................
Title: .............................................................
Title: .............................................................
Date: .............................................................
Date: .............................................................
Schedule 1 to Amendment No. 1
Annual Support and Maintenance Charges
Charges for the Period 1st April 2008 to 31st March 20011
PERICLES (Core Modules) :
NNDR, Council Tax and Benefits
Legislative Changes :
Circular A13
NNDR Empty Rate Changes
Matching demands & notifications pt 1
IAD Extract Phase 1
IR Extract
Benefits date validation pop-up
Rising 19's
Subsidy 07
LHA phase I
LHA phase II
Suspension of CTB changes
PM 10 & 12 Changes
Single Scan
Vacant Dwellings
Anticipated additional work
Annual Support and Maintenance Charges for the above software :
1st April 08 – 31st March 09
1st April 09 – 31st March 10
1st April 10 – 31st March 11
£46,438.72
£54,160.00
£54,160.00
Prices are exclusive of VAT.
The above prices do not include costs for any new legislative changes or chargeable
enhancements to the above products.