Decision details

Managed Services - Integrated management System (IM)

Decision Maker: Cabinet Member for Finance and Reform

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes


Contract for Payment Processing and Income Management system. Ability to integrate with third party systems and enables the council to except electronic payments, manual payments and bank payments.


1.    To note that exempt Appendix 1 is not for publication on the basis that it contains information relating to the financial or business affairs of any person (including the authority holding that information) as set out in paragraph 3 of Schedule 12A of the Local Government Act 1972 (as amended).


2.    To approve, by means of a call off from the KCS Framework Y20023, a contract for the provision of income management systems, for a period of up to 7 years from 2022.

Reasons for the decision:

The Income Management Services are a critical part of income collection and processing, the existing contract arrangements does not meet with our procurement guidelines and causes the Council to be in violation of its own contract standing orders. We need assurances from a robust contract arrangement that provides stability. The offering from our existing provider allows us to take full advance of the reduce fixed rate transactional costs for a fixed period.

Alternative options considered:

Given the nature of the business, there are only a limited number of operators serving the Local Authority market. There are broadly two available options as set out below:


Call Off via an existing framework Recommended

A framework approach allows the Council to take advantage of increased purchasing power while offering an efficient and compliant route to procurement in a complex area.  Initial work has identified that KCS Framework Y20023 provides an appropriate and robust framework in terms of the Council’s specification in this area.  As such this option is recommended


Full procurement (e.g. open tender) Not recommended

In contrast to the option above, it is unlikely that the Council will be able to maximise its purchasing power in this market with a stand-alone procurement.  This is also a complex area, and the process would be resource intensive. As such this option is not recommended.

Publication date: 14/11/2022

Date of decision: 08/11/2022

Effective from: 17/11/2022

Accompanying Documents: