Issue - decisions
Contract for Replacement of Laptops, Desktops and Tablets
08/11/2024 - Contract for Replacement of Laptops, Desktops and Tablets
The Cabinet considered a report of the Executive Director (Strategy and Change) which sought approval to award the Device Refresh procurement via the aggregated tender framework with effect from 14th November 2024.
Resolved:
1. That the proposed award for new devices through an aggregated tender framework, within the already allocated budget for the ICT capital investment programme for the 2024/25, 2025/26 and 2026/27 Financial Years, be approved.
2. That authority be delegated to the Executive Director (Strategy and Change), in consultation with the Leader of the Council, to finalise the contract award to the successful supplier.
Reason for Decisions:
An aggregated tender process allows the Council to take advantage of economies of scale. Additionally, if procuring via aggregation we should achieve further savings by submitting our requirements alongside other government entities through a single tender making it very attractive to prospective bidders. This is the same approach used for the Microsoft Enterprise Agreement approved by Cabinet in January 2024.
Other Options:
1. Procure devices via the G-cloud framework. This approach would be more costly as the Council would not benefit from an aggregated purchase achieving reduced item cost and is therefore not recommended.
2. Lease devices from a supplier/manufacturer. This approach would see the Council enter into a lease agreement with a supplier for a fixed period. The benefits of this approach are a much lower upfront cost with monthly, quarterly or annual payments. Additional supplier support could be provided throughout the lease (maintenance, break fix, replacement etc). This approach changes the method of funding from Capital to Revenue. The approach also creates restrictions on how the equipment is used and at the end of the lease equipment needs to be returned to the Lessor and is therefore not recommended.
Note: This is an Executive Function
Not eligible for call-in
Cabinet Member: Cllr Cowan