Waverley Borough Council Home Page Waverley Borough Council Home Page


Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 13/11/2001
REPLACEMENT PLANNING COMPUTER SYSTEM



This report summarises the results of the tendering process for the replacement planning computer system, makes recommendations for the preferred supplier and seeks authorisation for letting the contract as set out in (Exempt) Annexe 1 to this report.
APPENDIX C

WAVERLEY BOROUGH COUNCIL

EXECUTIVE COMMITTEE - 13TH NOVEMBER 2001



Title:
REPLACEMENT PLANNING COMPUTER SYSTEM
[Wards Affected: All]


Note pursuant to Section 100B(5) of the Local Government Act 1972

The Annexe to this report contains exempt information by virtue of which the public is likely to be excluded during the item to which the report relates, as specified in Paragraph 8 of Part I of Schedule 12A to the Local Government Act 1972, viz:-

The amount of any expenditure proposed to be incurred by the authority under any particular contract for the acquisition of property or the supply of goods and services.



Summary and Purpose

This report summarises the results of the tendering process for the replacement planning computer system, makes recommendations for the preferred supplier and seeks authorisation for letting the contract as set out in (Exempt) Annexe 1 to this report.



Introduction

1. A provision of 28,000 was included in the 2000/01 capital programme for the upgrade of the planning system. This followed the upgrades of Building Control, Property Terrier and Environmental Health software in 1999/2000. Due to the manpower resources needed to carry out the Best Value Review of Planning Services Members agreed to the slippage of the capital provision from 2000/01 to 2001/02.

Background

2. The present planning system was developed by MKA Software Ltd and has been in use in various versions since 1987. The latest version was installed in 1995.

3. When the estimate for the system upgrade was prepared, MKA were offering a windows version which had been developed by a Northern Ireland firm called SCP. It was a natural progression from the current system and a number of authorities had already proceeded with their upgrades. The upgraded Building Control system had also been developed by SCP. During the following year MKA were bought by MVM and SCP were also bought out by another firm, SX3.


4. At this stage, rather than being a straightforward upgrade, your Officers took the view that it would be sensible to have a wider look at the market. In addition, the Best Value Review of Planning Services had also highlighted a number of areas where IT could make a significant difference to service delivery.

5. A specification for a new system was drawn up and amongst other technical issues it was felt that the new system should allow:-

better integration with the mapping system thus saving time in administrative routines e.g. automating the neighbour notification routines,

the possibility of exporting data from the planning register to the web to enhance access for the public,

greater flexibility and ease of use in terms of documentation with Microsoft Word being the standard interface,

improved analytical tools and reporting software which would assist with performance management .

6. During the last few years, the market for Development Control systems has consolidated with a number of software houses being bought by others. Four suppliers now seem to cover the market sector; CAPS Solutions Ltd, Flare Software Systems, MVM Consultants plc, and SX3 Public Sector. In December 2000 these companies were asked to demonstrate their systems and this was followed by further investigations and site visits. Tenders were requested in October this year and an analysis of these tenders is set out in (Exempt) Annexe 1.

"Opportunities for All" implications

7. The system will enable greater access to planning information via the web.

Recommendation

It is recommended that:-

1. the letting of the contract to supply a development control system, associated software and services to the company at a cost set out in (Exempt) Annexe 1 be approved; and

2. the purchase of a file server at the cost detailed in (Exempt) Annexe 1, be approved.



Background Papers (DP&D)

There are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to this report.



CONTACT OFFICER:

Name: Louise Norie Telephone: 01483 523464
Email: lnorie@waverley.gov.uk