Contract Award - Enterprise Backup Solution
North Lanarkshire Council · 18 November 2022
Back to Enterprise and Fair Work Committee — 18 November 2022 and its agenda
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North Lanarkshire Council Report Enterprise and Fair Work Committee Does this report require to be approved? ☐ Yes ☒ No Ref KH/MB Date 18/11/22 Contract Award for an Enterprise Backup Solution From Katrina Hassell, Head of Business Solutions E-mail HassellK@northlan.gov.uk Telephone 07903 096121 Executive Summary In compliance with clause 21 of the General Contract Standing Orders (GCSO), this report recognises the contract award for an Enterprise Backup Solution. The Contract is for a period of five years from 3/10/2022 ending 2/10/2027 with a total value that shall not exceed five hundred, fourteen thousand and sixty-nine Pounds Sterling (£514,069) exclusive of VAT. Recommendations It is recommended that the Enterprise and Fair Work Committee recognise the content of this report and the award of a contract to Softcat PLC at the maximum value of five hundred and fourteen thousand and sixty-nine Pounds Sterling (£514,069) exclusive of VAT. The Plan for North Lanarkshire Priority All priorities Ambition statement (18) Ensure our digital transformation is responsive to all people's needs and enable access to the services they need
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1. Background 1.1 The current Backup solution provided by Dell EMC offers resilience of council data across all services by backing-up data to the council’s data centre; Data Vita, Motherwell. This contract is due to end on 31st December 2022, at which point the hardware is end of life. 1.2 The architecture of the current solution is based on out-dated requirements of the council, failing to align to the hybrid infrastructure adapted through the digital programme. The new solution requires a next-generation data management tool to provide resilience against the present / future cyber-threat landscape and bring itself in-line with current best practice and guidelines. 2. Report 2.1 A user intelligence group (the ‘UIG’) of technical and procurement representatives was formed to review technical specifications, routes to market and to agree the procurement strategy that would deliver maximum benefit for the Council via the Framework. 2.3 The initial estimated value of the contract dictated that the procurement procedure be undertaken in accordance with the Public Contracts (Scotland) Regulations 2015. 2.4 The procurement procedure was undertaken as a “Direct Award” from the Scottish Government Value added re-seller framework agreement. 2.5 The tender submitted by Softcat PLC has been evaluated and represented the most economically advantageous tender for this Contract. 2.6 The costs associated with contract delivery will be contained within the Business and Digital capital and revenue budgets. 2.7 Through the delegated authority provided within GCSO 21.3.2, the Chief Executive instructed the Head of Asset and Procurement Solutions to award the Contract for Enterprise Backup Solution (the ‘Contract’) to Softcat PLC. These subsequent paragraphs provide committee with details of the contract award. 2.8 The above request was made to secure the contract in line with quotation received, thereby avoiding an anticipated thirteen percent increase due to adverse movement in the dollar exchange rate. Price Savings / Increases 2.9 The contract offers £24,441.74 per annum savings from year 2 to year 5; a total of £97,766.96 savings. Price Stability 2.10 As described in section 2.8, an escalated approval for this procurement was progressed to secure the contract mitigating a thirteen percent price increase. The price secured is fixed for the five-year contract term.
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Community Benefits 2.11 The procurement did not include a community benefit requirement as detailed in the contract. Fair Work First 2.12 Within their tender submission, Softcat PLC advised that they commit to the Scottish Governments “Fair Work First” initiative. Contract Strategy 2.13 Officers from Business and Digital will be responsible for managing the Contract which will be undertaken in accordance with the council’s agreed approach to contract and supplier management. 3. Measures of success 3.1 The aim of the contract is to modernise and streamline the council’s existing corporate backup environment, provide ransomware protection, Microsoft Azure backup protection and to provide efficiencies in the management of the environment itself. 4. Supporting documentation Appendix 1 Summary of Tender Evaluation Process Appendix 2 Summary of Procurement Process Appendix 3 SME Status and Location of All Tenderers Katrina Hassell Head of Business and Digital
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Approved by Procurement Lead Approved by Service Lead Name: Lewis Blakeway Name: Graeme Finlayson Position: Senior Procurement Officer Position: Infrastructure Support Officer Signature: Signature: Date: 6/10/22 Date: 6/10/22 Approved by Senior Responsible Officer Approved by Chief Officer Name: Name: Katrina Hassell Position: Position: Head of Business and Digital Signature: Signature: Date: Date: 6/10/22
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5. Impacts 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer- scotland-duty-impact-assessments Yes ☐ No ☐ 5.2 Financial Impact Does the report contain any financial impacts? Yes ☒ No ☐ If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? Costs to be met through Business and Digital capital and revenue budgets. 5.3 HR Policy Impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.4 Legal Impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions?
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Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.5 Data Protection Impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e-mailed to dataprotection@northlan.gov.uk Yes ☐ No ☐ 5.6 Technology / Digital Impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? The Enterprise Backup Solution is required to provide ransomware protection, Microsoft Azure backup protection and keep council data Resilient. Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☒ No ☐ 5.7 Environmental / Carbon Impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☒ No ☒ If Yes, please provide a brief summary of the impact? 5.8 Communications Impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact?
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5.9 Risk Impact Is there a risk impact? Yes ☐ No ☒ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed?
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Appendix 1 – Summary of Tender Evaluation Process Final Rank Tenderer Name Total Tender Score (%) Recommended for Contract Award (Y / N) 1 Softcat PLC 100 Y Appendix 2 – Summary of Procurement Process Response Procurement Procedure Utilised: Governing Legislation / Regulations: Crown Commercial Services Date Contract Strategy Approved: 29 September 2022 Date Contract Notice Published: 23 September 2022 SME % of Expressions of Interest: 0 NLC Based % of Expressions of Interest: 0 Number of Tenders Received: 1 Where Only One Tender Is Received, Why?: Direct Award Tenders Received from SME’s: 0 Tenders Received from NLC Based Tenderers: 0 Number of Non−compliant Tenders: 0 Number of Compliant Tenders: 1 Number of Recommended Tenderers: 1 Basis of Contract Award: Quality: Price: 100% Evaluation Team: Graeme Finlayson, Brian Nisbet, Mark Brennan Anticipated Contract Start Date: 10 October 2022 Total Contract Period (Months): 60 months
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Maximum Total Contract Value: £514,069 Appendix 3 – SME Status and location of all Tenderers Name of Tenderer Size of Tendering Organisation (Micro, Small, Medium or Large) Location (Local Authority / Council Area) N/A