{meta} Agenda for Procurement Board on Wednesday, 22 April 2020, 10.00 am

Agenda and decisions

Venue: The Boardroom, Salford Civic Centre, Chorley Road, Swinton

Contact: Carol Eddleston, Senior Democratic Services Advisor 

Items
No. Item

1.

Apologies for absence

2.

Declarations of interest

3.

To approve, as a correct record, the minutes of the meeting held on 8 April 2020 pdf icon PDF 38 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Contract Award - Unified Communications Software and Support pdf icon PDF 131 KB

Decision:

Salford City Council - Record of Decision

 

I Councillor Hinds, Lead Member for Finance and Support Services and chairman of the Procurement Board, in exercise of the powers contained within the Council Constitution do hereby approve the award of the contract as outlined in the table below:

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Unified Communications software and support.

Name of Successful Contractor

XMA Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

02051703

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£ 535,037.22

Full Project

Contract Duration

36 months

Contract Start Date

01/06/2020

Contract End Date

31/05/2023

Optional Extension Period 1

none

Optional Extension Period 2

none

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Steven Fry / Matt Wall

Lead Service Group

Service Reform & Development

How the contract was procured?

(to be supplied by procurement)

Framework Call-off (Mini Competition)

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

Lot 3 Crown Commercial Services

 Technology Products 2 RM3733

Funding Source

Capital Programme

 


 

 

 

 

The Reasons are

The Council’s Unified Communications platforms are approaching end of life. This procurement seeks to upgrade the systems currently in use, to the latest, stable versions. In addition, the procurement includes support and maintenance for a period of three years.

In order for Digital, Data and Technology (DDaT) to provide a stable platform for critical Council services, such as the Contact Centre; systems need to be moved to the latest versions.

 

Options considered and rejected were

Not to upgrade the systems currently in use.

 

Assessment of Risk

Salford City Council relies heavily on its VoIP infrastructure to provide telephony services across the city. This technology also provides telephony for all SCC contact centres and the majority of schools in Salford. The risk of running on end of life software which the manufacturer no longer supports is very high. Any faults or service outages could potentially be much more severe due to a lack of support. The current solution also does not allow Salford to explore and make use of new technologies which will assist in home and remote working which is needed particularly with the current COVID19 situation.

 

The source of funding is

Technology refresh budget 20/21

Expenditure Code: C00081

 

Legal Advice obtained

N/A

 

Financial Advice obtained

Alex Archer, the Finance Team

 

Procurement Advice obtained

Emma Heyes, the Corporate Procurement Team 

 

HR Advice obtained

N/A

 

Climate Change Implications obtained

N/A

 

Contact Officer: Steven Fry and Matt Wall

Telephone number: 0161 793 3993

 

 

This matter is also subject to consider by the Lead Member for Finance and Support Services. The Lead Member has been consulted and is supportive of the proposed contract.

 

The appropriate Scrutiny Committee to call-in the decision is the Overview & Scrutiny Board.

 

 

 

Signed: COUNCILLOR BILL HINDS        Dated: 22 April 2020

                        Lead Member

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*           This decision was published on 22 April 2020  ...  view the full decision text for item 5a

6.

Any other business - Part 1 (open to the public)

7.

Exclusion of the public

8.

Decision items - Part 2 (closed to the public)

9.

Date and time of next meeting

The meeting will be held remotely via TEAMs and will commence at 10:00am on Wednesday 13 May 2020.