Crown Commercial Service

Croydon Council saves £250,000 on software by moving to the cloud

Croydon Council has streamlined its software packages by moving to one cloud based system using G-Cloud from Crown Commercial Service (CCS).

The requirement

The streets division within the Place department at Croydon Council deal with all highways contracts, woodlands and the management of assets.

Previously, the Council was using 4 different information management systems to administer and service all aspects within the streets division. This generated inconsistency and put a strain on resource and finance required for the management, support and maintenance of the 4 different systems.

Originally the council had taken the decision to run its own OJEU for a single solution to consolidate the 4 solutions into one. The OJEU had started to be planned in summer 2017 with the release of supplier questionnaires in November. However, this was unsuccessful with suppliers only being able to meet 2 of the requirements needed.

The solution

After the failure of the OJEU to provide an appropriate supplier who could meet all of the demands required, the timescales were tight. The council needed to have the contract in place and implemented by November 2018 in readiness for a large highways contract, which needed the systems to be up to date.

Croydon Council looked in to the G-Cloud 9 framework from Crown Commercial Service on the Digital Marketplace. It decided that lot 3 for Cloud Hosted Software could offer the ideal route to market. It allowed the council to procure the solution within a short timescale and gave access to a broad range of suppliers who could meet all of its needs.

After documenting a comprehensive set of requirements that were needed to achieve the savings and consolidated approach, Croydon Council was ready with it’s requirement documents in early 2018. Using the search & filter tool on the Digital Marketplace allowed the council to quickly and efficiently narrow down the search based on its needs.

It was able to approach the shortlisted suppliers with clarification questions, which enabled it to ensure the successful supplier could deliver the hosting, support, and software elements required.

The contract was awarded to Pitney Bowes UK in April 2018, at a total cost of £470,000 (including implementation) over a potential 4 year contract.

The results

Substantial savings were made for the software support alone, with the council saving £75,000 a year.

Croydon Council place high importance on being able to ask for social value commitments that they can measure on every tender, which was something it was able to build in to their procurement via CCS’ G-Cloud framework.

The council have successfully taken the 4 software packages off the data servers and moved to one cloud based system, which is hosted in the UK. This procurement aligns to local government’s Cloud First policy and helps with business continuity. Using the G-Cloud framework, Croydon Council was also able to meet the timescale to have a solution in place by November 2018.

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