URL: https://moderngov.lambeth.gov.uk/ieDecisionDetails.aspx?ID=9981

Decision Maker: Corporate Director: Resident and Enabling Services

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Purpose: NEC DM is a document management system supplied by NEC Software Solutions UK Ltd (NEC). It is widely used across Lambeth and is used to store documents containing sensitive personal data which is integrated into various business systems. NEC DM is a supplier-owned solution, and the Council owns the software licences for NEC DM in perpetuity; therefore it is essential that the application is maintained and updated by NEC to protect corporate and resident information.   The previous contract expired on 31 March 2025 and in order to allow the completion of the procurement process, an interim contract was let from 1 April – 30 June 2025 at a cost of £25,315.24   This report requests approval to reprocure a new support and maintenance contract with NEC using the Crown Commercial Services Vertical Application Solutions Framework for three years from 1 July 2025 to 30 June 2028 at a cost of £101,260.95 per year fixed for three years (£303,782.85 in total) with the option for a further one-year extension, extending the end date to 30 June 2029 and the total cost to £405,043.80.  

Content: NEC DM is a document management system supplied by NEC Software Solutions UK Ltd (NEC). It is widely used across Lambeth and is used to store documents containing sensitive personal data which is integrated into various business systems. NEC DM is a supplier-owned solution, and the Council owns the software licences for NEC DM in perpetuity; therefore it is essential that the application is maintained and updated by NEC to protect corporate and resident information.   The previous contract expired on 31 March 2025 and in order to allow the completion of the procurement process, an interim contract was let from 1 April – 30 June 2025 at a cost of £25,315.24   This report requests approval to reprocure a new support and maintenance contract with NEC using the Crown Commercial Services Vertical Application Solutions Framework for three years from 1 July 2025 to 30 June 2028 at a cost of £101,260.95 per year fixed for three years (£303,782.85 in total) with the option for a further one-year extension, extending the end date to 30 June 2029 and the total cost to £405,043.80.   1.    To note the spend of £25,315.24 for the interim three-month support and maintenance contract with NEC from 1 April – 30 June 2025.   2.    To approve the award of a support and maintenance contract to NEC Software Solutions UK Ltd (NEC) for NEC Document Management system through a direct award on the Crown Commercial Services Vertical Application Solutions Framework RM6259 Lot 1: Business Applications, for a duration of three years running from 1 July 2025 to 30 June 2028 at a contract cost of £303,782.85. The contract includes provision to extend for a further year, extending the end date to 30 June 2029 and bringing the maximum total cost of the contract to £405,043.80.    

Date of Decision: June 23, 2025