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Upgrade and Hosting of the Cemetery and Crematorium Administration System

22/07/2013 - Upgrade and Hosting of the Cemetery and Crematorium Administration System

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.