Proposed decision:
The Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services to agree to:
1. award a contract and the permitted contract term extensions to Rimini Street for the support of the Council’s Oracle E-Business Suite (April 2024 to April 2026 with the potential for extensions to 2027);
2. delegate authority to the Director of Technology in consultation with the Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services, to activate the permitted contract term extensions; and
3. delegate authority to the Director of Technology to take other relevant actions, including but not limited to entering in contracts and other legal agreements, as required to implement this decision.
Reason for the decision:
The Council’s current support from Rimini Street for the Oracle E-Business Suite (EBS) expires on 5 April 2024. E-Business Suite is used for critical business processes in finance, human resources and procurement, including payroll and accounts payable and is necessary in order to provide continuing support for Oracle whilst the Enterprise Business Capabilities project implementation is underway.
Background:
Rimini Street is a well-established and proven provider of support for Oracle E-Business Suite (including the Local Government sector). Contracting for support from Rimini Street will secure service continuity and will give the Council time to implement the Enterprise Business Capabilities system replacement.
Options (other options considered but discarded):
Alternative options have been considered but discarded which included:
1. Using Oracle
2. Moving to another supplier
Given the practical and financial considerations as well as timing, awarding a new contract to Rimini Street provides business continuity of service whilst the Enterprise Business Capabilities project implementation is underway.
How the proposed decision supports the Interim Strategic Plan:
This decision maintains continuity of critical business processes until such time as the Enterprise Business Capabilities project is fully implemented.
Decision type: Key
Reason Key: Expenditure or savings of more than £1m;
Decision status: Recommendations Approved
Notice of proposed decision first published: 14/11/2023
Decision due: Not before 13th Dec 2023 by Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services
Reason: To allow 28 day notice period required under Exeuctive Decision regulations
Lead member: Deputy Cabinet Member for Finance, Corporate and Traded Services
Lead director: Lisa Gannon
Department: Strategic & Corporate Services
Contact: Tina Lloyd, Commercial Lead Email: tina.lloyd@kent.gov.uk or 03000 41 47 45.
Consultees
The proposed decision was considered and endorsed at the Policy and Resources Cabinet Committee on 22 November 2023.
Financial implications: The term of the contract will be April 2024 to April 2026 with an option to extend for up to one further year. The value of the contract is £1,241,536 with the option to extend priced at £702,846 (£1,944,382 in total).
Legal implications: The Council has selected Rimini Street through the Government’s Digital Marketplace (“G-Cloud”). With the previous 3-year contract, General Counsel were satisfied that the appropriate terms were in place with Rimini Street and had been reviewed by external lawyers
Equalities implications: Equalities implications: An Equality Impact Assessment (EqIA) has been completed and no further action is required. Data Protection implications: The proposed contract with Rimini Street contains the appropriate provisions for compliance with the General Data Protection Regulations as they apply in the UK, tailored by the Data Protection Act 2018. Rimini Street will not have access to or collect information about individuals as a result of this contract.