Agenda and decisions

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

Contact: Carol Eddleston, Senior Democratic Services Advisor 

No. Item


Apologies for absence


Declarations of interest


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


Matters arising


Decision items - Part 1 (open to the public)


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


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


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)


Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)


Contract Value

£ 535,037.22

Full Project

Contract Duration

36 months

Contract Start Date


Contract End Date


Optional Extension Period 1


Optional Extension Period 2


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



Financial Advice obtained

Alex Archer, the Finance Team


Procurement Advice obtained

Emma Heyes, the Corporate Procurement Team 


HR Advice obtained



Climate Change Implications obtained



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




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


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


Exclusion of the public


Decision items - Part 2 (closed to the public)


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.