Public procurement notice: Voluntary Ex Ante Transparency Notice
Published: 2020-04-24
Buyer: Hart District Council
Country: UK
Contract type: Services
Procedure: Negotiated without a prior call for competition
CPV classification: 72268000: Software supply services
Estimated value: 545000 EUR

Technical requirements: Hart District Council has published this VEAT notice in advance of publishing a modification notice in accordance with Regulation 72 of The Public Contracts Regulations 2015, whereby the Council intends to extend and vary a current contract with Idox Software Ltd until 31 October 2025 following 30 full calendar days after the publication of this notice.
Hart District Council wish to complete a variation to a current contract with Idox Software Ltd to ensure compliance with Regulations 72 (b) of The Public Contracts Regulations 2015. The contract was entered into on 31 October 2012 with a maximum duration of 8 years, and relates to the supply and maintenance of the uniform software system used to support the provision of the Council’s regulatory services. To allow time to develop a long-term digital strategy for delivering enhanced digital services, the Council intends to extend the contract with Idox for further period of 5 years, thereby maintaining continuity of a reliable service under a well-established relationship. Whilst the core deliverables under the current will remain the same, some elements of the software solution will change.
The Council originally intended to refresh the software solution under the contract awarded pursuant to OJEU Notice 2017/S 238-494066. However, following a re-assessment of the project scope, it became apparent that a fundamental review of detailed regulatory services and building control processes within the Council, alongside extensive data mapping and migration to the new application, would also be required. The Council was not geared up, from the perspective of time and resources needed, to undertake this task and concluded that by abandoning the process and extending the existing contract with Idox it would be more cost-effective and afford more time to develop a long-term digital strategy for delivering enhanced digital services.
The terms agreed with Idox for extending the existing contract will result in a reduction in contract value of approximately GBP 38 000 per annum.
The core deliverables under the contract will remain unchanged. Some elements of the software solution are changing; these will include a reduction in the number of user licences required, the development of a mobile application for staff to enable on site processes to be completed and Idox pushing all upgrades and patch developments outside of core office hours to reduce the down time of the application.
Taking into account the technical and resourcing reasons preventing the implementation of a new software solution at the current time, and the severe inconvenience it would cause, the Council considers that the proposed modification satisfies Regulation 72(b) of the Public Contracts Regulations 2015.
In accordance with Regulations 88-104 (Enforcement of duties through the Court) of The Public Contracts Regulations 2015 (as amended).


Winner: Idox PLC
Award value: 545000