Decision details

HR Personal Records and Vendor Invoices - Document Scanning and Storage System – Extension of Implementation Support Contract

Decision Maker: Deputy Leader and Cabinet Member - Finance and Change

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes


To seek the cabinet member’s approval for the extension of a contract for specialised consultancy support for the implementation of a new document management system to store and manage HR and supplier invoice records.


In coming to this decision I have given due and full regard to the requirements of the public sector equality duty contained in section 149 of the Equality Act 2010 (“the Act”) by reference to the law itself and also the relevant Equality Impact Assessment, which was prepared in accordance with the requirements of the Act.


Having fully considered all the available information, I have decided to reject the alternative options and take the recommended decision to:


1. Ratify a decision taken by the Director – People and Digital Services to exercise the second of the council’s one-year extension options (which commenced on 20th September 2023) under its contract with Softcat Ltd for the supply of implementation support services in respect of the implementation of the Opentext document management system (the first such extension option having been exercised in September 2022); and


a)    2. Approve the modification of such contract by increasing the council’s spend thereunder by £80,882.35 (i.e. from £250,400 to £331,282.35) due to the need to broaden the scope of the implementation and support services required in order to integrate the Opentext system with a new version of the SAP system; and


b)    the greater than expected complexity of the overall implementation as described more particularly in paragraph 3 of this report.


For the reasons set out in the report.



Publication date: 12/04/2024

Date of decision: 12/04/2024

Effective from: 20/04/2024

Accompanying Documents: