Decision details

To award a contract to Civica UK Limited for an eDemocracy system to support in the management and organisation of committee meetings and decision making at the Council, and to rationalise and migrate the legacy eDemocracy systems of the former councils.

The contract is for two years from 1 February 2024 to 31 January 2026 and no extensions are available.

The contract value is £92,610 exc VAT.

Migrating the legacy district and borough councils committee and decision papers into the existing single North Yorkshire Council e-democracy system provides an efficient way to meet its statutory duty to manage and maintain public access to these documents.
• It is more cost efficient to maintain a single system compared to having 8 separate systems.
• It is also easier to use one system from both a officer and public perspective.
• It is removes the maintenance and support needed to run the separate systems

• Continue to maintain the existing 7 separate committee decision management systems and 1 ex district council website to host the legacy district and borough councils data. This would be both costly and difficult to maintain and use.
• Use inhouse resources to migrate to a single committee and decision management system instead of Civica’s professional services. This would require resources that are currently in short supply at the council as well as developing processes that the supplier already has in place that are well used and tested.
• Reprocure a new system to migrate all the existing systems into. This was rejected due a lack of time and increased risks relating to service delivery in attempting to change system prior to the required commencement date. The existing system also meets the needs of the service