Decision details

Contract Award: Fleet Maintenance System for “Transport Depot” and “Parks & Environment workshop”.

Decision Maker: Assistant Director: Parks and Environment

Decision status: For Determination

Is Key decision?: No

Is subject to call in?: No


The Assistant Director has decided to award a 3 year contract for a “Transend” Fleet Maintenance system at a total value of £118, 440 (£39,480pa) to Civica UK Limited.

Reasons for the decision:

The current Civica contract for the “Transport Depot” system expires on 30th Sept 2023. The current setup cannot be continued, as the security setup on the current system will expire on 10-10-23.

A Tender last year failed to replace the current “Parks and Environment system” in Ebeneezer Street, which is old and fragile. This system urgently requires an upgrade to meet Health & Safety guidelines.

A new Civica cloud based “Fleet Maintenance” system can replace both above systems. This will keep the sections functioning.

The BOS purchasing framework can be used to make a Direct Award.

Alternative options considered:

Accept the risks of Data Loss, the risks of not meeting Health and Safety guidelines, and continue to just-about-manage with the existing systems.

Interests and Nature of Interests Declared:

Part 3 Section C – Overview and Scheme of Delegations of Authority to Officers


The decision is not reserved to a Committee or Sub-Committee and the Director is satisfied that paragraphs 2(a) to 2(c) apply.

Publication date: 15/09/2023

Date of decision: 10/08/2023