Issue - meetings

This report follows on from the earlier Cabinet Report dated 15 November 2016 which set out the options and proposals for the future of the OneOracle systems support and hosting arrangements upon expiration of the current contract in July 2018. It updates Cabinet on developments since November and seeks approval for award of a contract pursuant to the Council’s decision to implement the option for future arrangements approved by Cabinet in November 2016.

RESOLVED:

9.1 Cabinet granted a waiver of the Council’s Standing Orders for the award of contracts to enable the direct award of a contract to Capgemini for system integration work and services.

9.2 Cabinet approved the award of a contract to Capgemini to undertake system integration work and services as mentioned in paragraph 1.5 of the Cabinet report at an estimated contract value of £488k for the Brent element. In addition, there is a minimum charge of approximately £25k for each of the other OneOracle partner Councils who choose to join Brent for system hosting, thus potentially an additional £150k, all of which will be met by the other Councils and is not a charge that Brent would need to be met from Brent budgets. Total potential value of the Capgemini contract overall is estimated at £650k if all other partner councils opt in.

9.3 Cabinet authorised the delegation of authority to the Strategic Director of

Resources for the purpose of negotiation and agreement of:

a)    terms of contract to be agreed with Capgemini as referred to in paragraph 2.2

b)    matters of intellectual property rights (IPR) and licence of Capgemini IPR for Brent and other OneOracle partner authorities (and other authorities) which may wish to use Brent’s IT services in future; and

c)    terms of service to be offered by Brent and charging arrangements in relation to potential opportunities for Brent to provide hosting, support and archiving IT services to OneOracle partner authorities and other third party authorities.

Councillor McLennan (Deputy Leader of the Council) introduced the report which followed from an earlier Cabinet report dated 15 November 2016 which set out the options and proposals for the future of OneOracle systems support and hosting arrangements upon expiration of the current contract in July 2018. Councillor McLennan emphasised that this report updated Cabinet on developments since November 2016 and sought approval for award of a contract pursuant to the Council’s decision to implement the option for future arrangements approved by Cabinet in November 2016. She informed Cabinet that work had been undertaken to progress the data transfer to a Brent hosted solution with work on the Capgemini lift and shift approach expected to take six to seven months which would be of much shorter timescale that a full rebuild of the OneOracle system. Councillor McLennan noted that other OneOracle partners (Barking and Dagenham, Croydon, Havering, Newham, Lambeth and Lewisham Councils) were still considering the option of Brent hosting and / or providing the system for them. However, potential income regarding the offer was set out in Appendix 1 to the Cabinet report.

In response to questions from Cabinet, Althea Loderick (Strategic Director for Resources) stated that the proposed arrangement would deliver significant savings to the Council.

RESOLVED

11.1    A waiver of the Council’s Standing Orders for the award of contracts be granted to enable the direct award of a contract to Capgemini for system integration work and services;

11.2    The award of a contract to Capgemini to undertake system integration work and services as mentioned in paragraph 1.5 of the Cabinet report at an estimated contract value of £488k for the Brent element be approved. In addition, there is a minimum charge of approximately £25k for each of the other OneOracle partner Councils who choose to join Brent for system hosting, thus potentially an additional £150k, all of which will be met by the other Councils and is not a charge that Brent would need to be met from Brent budgets. Total potential value of the Capgemini contract overall is estimated at £650k if all other partner councils opt in.; and

11.3    The delegation of authority to the Strategic Director of Resources be authorised for the purpose of negotiation and agreement of:

a)    terms of contract to be agreed with Capgemini as referred to in paragraph 2.2

b)    matters of intellectual property rights (IPR) and licence of Capgemini IPR for Brent and other OneOracle partner authorities (and other authorities) which may wish to use Brent’s IT services in future; and

c)       terms of service to be offered by Brent and charging arrangements in relation to potential opportunities for Brent to provide hosting, support and archiving IT services to OneOracle partner authorities and other third party authorities.