Software systems for various service areas
Case reference FOI2025/02156
Received 30 October 2025
Published 17 November 2025
Request
This FOI request concerns the software systems currently in use by your local authority to support the functions listed below. Please note that more than one functionality may be served by the same software, or each may be covered by a different software system or even different providers, depending on your technological configuration.
Where the requested information is already in the public domain, please provide the relevant URLs and guidance on how to access it.
Functionalities:
* Planning
* Building Control
* Land Charges
* Environmental Health
* Licensing
(In case of bundling the above functionalities, please specify which functionalities are covered by the contract)
1. Software System in Use
For each of the functions mentioned above, please provide:
a) The name of the software/product
b) The vendor/provider
c) Whether the version used at your local authority is on-premise or cloud-hosted
d) The year of original implementation
e) Was it a direct awarded or RFP (if RFP, please provide the link for all relevant information)
f) The respective contract’s end date; term extension clauses and respective conditions; and current plans to use the extension option (if applicable)
2. Supplier Performance
For each of the functions mentioned before:
* a) Is the vendor currently (or in the last 12 months) under any performance improvement measures, as described in their respective contract?
3. Expenditure
For each of the functions mentioned before:
* a) Please indicate the total contract value (TCV), the implementation cost and the total on-going annual subscription cost
4. Licenses / Users
For each of the functions mentioned before:
* a) Current number of active users licenses
* b) Current number of active users
5. Other
* a) Are there any ongoing discussions, proposals, or binding decisions related to local government reorganization involving your authority (as part of the Local Government Reorganization programmed) — including potential structural changes such as consolidation into a unitary authority or shared service arrangements with neighboring councils? If it is public knowledge, can you provide the councils with which the consolidation will occur?
Response
This FOI request concerns the software systems currently in use by your local authority to support the functions listed below. Please note that more than one functionality may be served by the same software, or each may be covered by a different software system or even different providers, depending on your technological configuration.
Where the requested information is already in the public domain, please provide the relevant URLs and guidance on how to access it.
Functionalities:
* Planning
A: Civica Flare
* Building Control
A: Civica Flare
* Land Charges
A: M3
* Environmental Health
A: Civica Flare
* Licensing
A: Civica Flare
(In case of bundling the above functionalities, please specify which functionalities are covered by the contract)
1. Software System in Use
For each of the functions mentioned above, please provide:
a) The name of the software/product
b) The vendor/provider
c) Whether the version used at your local authority is on-premise or cloud-hosted
d) The year of original implementation
e) Was it a direct awarded or RFP (if RFP, please provide the link for all relevant information)
f) The respective contract’s end date; term extension clauses and respective conditions; and current plans to use the extension option (if applicable)
A: This information is publically available on Herefordshire Council’s Contracts Register and can be viewed via the following link:
Council contracts register and future opportunities - Herefordshire Council
As such we consider this information to be exempt under Section 21 of the Freedom of Information Act 2000 because it is reasonably accessible to you via other means. Please take this letter as a refusal notice under S17 of the Act.
For ease, you will find the information you require on Line 820 and Line 246.
2. Supplier Performance
For each of the functions mentioned before:
* a) Is the vendor currently (or in the last 12 months) under any performance improvement measures, as described in their respective contract?
A: There are no current supplier improvement performance measures for any of the systems in scope of this FOI.
3. Expenditure
For each of the functions mentioned before:
* a) Please indicate the total contract value (TCV), the implementation cost and the total on-going annual subscription cost
A: This information is publically available on Herefordshire Council’s Contracts Register and can be viewed via the following link:
Council contracts register and future opportunities - Herefordshire Council
As such we consider this information to be exempt under Section 21 of the Freedom of Information Act 2000 because it is reasonably accessible to you via other means. Please take this letter as a refusal notice under S17 of the Act.
For ease, you will find the information you require on Line 820 and Line 246.
4. Licenses / Users
For each of the functions mentioned before:
* a) Current number of active users licenses
A: We have 120 concurrent licenses for Civica
We have 8 licenses for M3
* b) Current number of active users
A: We have approximately 250 users for Civica.
We have 8 users for M3
5. Other
* a) Are there any ongoing discussions, proposals, or binding decisions related to local government reorganization involving your authority (as part of the Local Government Reorganization programmed) — including potential structural changes such as consolidation into a unitary authority or shared service arrangements with neighboring councils? If it is public knowledge, can you provide the councils with which the consolidation will occur?
A: Herefordshire was formed in 1998 as a Unitary Council so Herefordshire is not involved in the Review of Local Government but we are maintaining informal contact with our neighbouring counties.
Documents
This is Herefordshire Council's response to a freedom of information (FOI) or environmental information regulations (EIR) request.
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