Decision details

Matter for Decision:  

To upgrade the existing Cemetery and Crematorium Administration System and transfer that system to a hosted arrangement with Gower Consultants.

Decision of Executive Councillor for Public Places:

The Executive Councillor resolved to:

 Financial recommendations –

       i.          Recommend this scheme (which is not included in the Council’s Capital & Revenue Project Plan) for approval by Council, subject to resources being available to fund the capital and revenue costs.

•        The total cost of the project over 4 years is £23,400, funded from Bereavement Services IT Renewal & Replacement Fund

•        The ongoing revenue costs of the project are £6,505 (excl inflation), funded from existing revenue accounts

 Procurement recommendations:

     ii.          Approved the carrying out and completion of the procurement of:

   iii.          The transfer of the Epilog Burials and Cremation and Administration System to a hosted service with Gower Consultants.

   iv.          The upgrade of the current system to the latest stable release as part of that process.

Subject to:

•        The permission of the Director of Resources being sought prior to proceeding if the quotation or tender sum exceeds the estimated contract.

•        The permission from the Executive Councillor being sought before proceeding if the value exceeds the estimated contract by more than 15%.

Reason for the Decision:

As set out in the Officer’s report.

Any Alternative Options Considered and Rejected:

It was possible to upgrade and retain the system in-house. However, it would be necessary to not only replace the existing server but also purchase additional equipment to run the database and web-facing services, increasing both the capital and revenue costs of the system.

Scrutiny Considerations:

No Applicable as pre-scrutiny was not requested.

The Executive Councillor approved the recommendation.

Conflicts of interest declared by the Executive Councillor (and any dispensations granted)

Not applicable.