Decision details

The Council is awarding a new three-year contract to Civica for the Digital360 application. This contract will facilitate a seamless transition, offering ongoing support and regular updates to the cloud-based system. Moving to the cloud will enhance operational resilience and provide the scalability needed to adapt to future technological advancements and the growing needs of the Council.

The current landscape of digital infrastructure within Slough Borough Council necessitates a transformative shift to keep pace with evolving technological demands and optimise operational efficiencies. Migrating to the Digital360 Cloud Browser platform offers tangible benefits that align seamlessly with the Council's strategic goals, including improved service delivery, operational efficiency, cost-effectiveness, and enhanced security.

To award a new three-year contract to Civica for the Digital360 application.

Option 1 - Direct award with Civica: Compliant procurement route for the contract renewal, negates costs associated with implementing an alternative EDM system, includes upgrade to cloud-hosted product .

Option 2 - Go to market: Opportunity to switch to a cheaper supplier, lock into a longer contract term, exploit new functionality in a different product, but risks and costs associated with replacing the system and training staff.

Option 3 - Do nothing: Loss of access to the Council’s corporate Electronic Document Management system, estimated cost of doing nothing around £512,919, not an option as the contract will expire at the end of March 2025.