Decision details

Procurement of a new Regulatory Services IT Solution

Decision Maker: Executive Director Strategy

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


A contract was approved to ensure the ICT & Digital Team had a new ITSM solution for the logging and workflow management of IT service requests and fault reporting.

No conflicts of interest were declared.


The council’s contract for the provision of the two regulatory service case management systems provided by Civica and Idox were due to expire on 31st March 2023.

Following a procurement exercise for a single replacement regulatory IT system, the ED for Strategy & Improvement approved the contract award to Arcus Global for a maximum period of four years. The initial contract period is for a three-year period, with the option to extend the contract for a further one year, (3+1) and is permissible.

The total contract value including extensions is £0.347m for licenced users and project implementation costs.

Alternative options considered:

The Vertical Application Solutions (VAS) framework which replaced DAS was the preferred route to market. However, this was not feasible at the time as the framework was new and not ready for access.

The alternative procurement route was via an existing framework agreement, Crown Commercial Service’s G-cloud 13 framework.

The framework allows for a shortlisting of suitable suppliers and a desktop evaluation of offerings from suppliers. The desktop evaluation was carried out in accordance with the framework’s requirements. Clarifications were sought from suppliers on both: a) services offered; and, b) pricing available.

Publication date: 26/05/2023

Date of decision: 13/02/2023