Issue - meetings

To consider a report of the Corporate Director for Corporate and Support Services.

The report outlines the Local Authority’s proposal that the new contract for the budget planning software (BPS) package for schools be offered from April 2016 to the preferred supplier on a “Two plus Two” year basis.

Schools Forum is invited to consider the detailed recommendations in the report.

Officer Contact: Peter Hughes on 0161 474 3947 or email peter.hughes@stockport.gov.uk

A representative of the Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) outlining the Local Authority’s proposal that the new contract for the budget planning software (BPS) package for schools be offered from April 2016 to the preferred supplier on a “Two plus Two” year basis.

The Local Authority commissioned on behalf of all schools a BPS package from HCSS Education Ltd that supported and enabled schools to fulfil their day to day financial management requirements and all associated costs of utilising the BPS were paid by schools as part of the corporate council service level agreement (SLA) framework. In order for the Local Authority to ensure they were complying with updated procurement regulations and specifically direct and/or third party contracts, a formal tendering process would have to be undertaken to identify potential providers and then select a preferred provider from April 2016 onwards during the autumn term.

Due to the size of contract (approx. £50k pa) and to ensure the LA is compliant with statutory regulations it was not possible to continue to renew the contract on behalf of schools without undertaking a tendering exercise to identify the Councils preferred supplier. The Schools Finance Team had been in discussions with STAR (Stockport, Trafford and Rochdale) procurement advisers since spring 2015 and contract specification documents and other sources of information are at an advanced stage in preparation for formal launch in October 2015.

The LA was not resourced to undertake an annual review and therefore following discussions and advice from the STAR procurement team it was proposed that the LA offer the contract on a “Two plus Two” year basis initially for the period April 2016 to March 2020.

The following comments were made/issues raised:-

·         The LA officer time saved from the proposed to the contract offer process proposed was welcomed;

·         The current supplier was developing the system to ensure it was more comprehensive and fulfilled all requirements;

·         Members commented that any update made to the system should not have a negative impact on the capability of users;

·         No members indicated that they wished to be part of the selection process.

RESOLVED (1) – That the report be noted.

(2) That the Local Authority’s proposal to offer the new contract to the preferred budget planning software supplier from April 2016 on a “Two plus Two” year basis be approved.