Board Report - Notification of the Award of a Contract for Supply and Delivery of 1500 x Laptops
Renfrewshire Council · 23 April 2026
Back to Finance, Resources and Customer Services Policy Board — 23 April 2026 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
Page 1
PUBLIC ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 23 April 2026 ___________________________________________________________________ Report by: The Director of Finance and Resources ___________________________________________________________________ Heading: Notification of the Award of a Contract for Supply and Delivery of 1500 x Laptops (RC-CPU-26-008) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to request that the Finance, Resources and Customer Services Policy Board homologates the decision of the Director of Finance and Resources and Head of Digital, Transformation and Customer Services on 08 April 2026 to award a Contract for the Supply and Delivery of 1,500 x Laptops (RC-CPU-26-008) to HP Inc UK Limited (Co Registration No. 09408979). 1.2 The Council received notification on 01 April 2026 that the price of laptops on the Scottish Procurement single supplier Framework for Mobile Client Devices (SP-24-008) (the Framework) would increase by 25%-30% from 13 April 2026. In order to mitigate this cost increase, and with consideration of the Council’s Best Value obligations, the decision was taken to conduct a procurement exercise using the Direct Award procedure under the Framework to award a contract outside of the board cycle. 1.3 A Contract Strategy was approved by the Head of Digital, Transformation and Customer Services and the Corporate Procurement Manager on 08 April 2026 reflecting the circumstances set out in this report. ___________________________________________________________________
Page 2
PUBLIC 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board homologates: 2.1 the decision taken by the Director of Finance and Resources and the Head of ICT, Transformation and Customer Service to award a contract for Supply and Delivery of 1,500 x Laptops, which was awarded to HP Inc UK Limited (Company Registration No. 09408979) via a direct award procedure off the Scottish Procurement single supplier Framework for Mobile Client Devices (SP-24-008) by the Director of Finance and Resources on 09 April 2026. 2.2 that the approved contract value is £669,870, excluding VAT. 2.3 that the Contract will be in place from 09 April 2026 until full delivery of the laptops is received, which is anticipated to be August 2026. _________________________________________________________ 3. Background 3.1 Renfrewshire Council identified the need to purchase 500 laptops for corporate requirements to support the Council’s continued refresh programme, and 1,000 laptops for Education to replace teacher and high school PC labs laptops that are more than 6 years old. 3.2 A contract for the supply and delivery of 1,500 x laptops was awarded to HP Inc UK Limited as a direct award off the Scottish Procurement single supplier Framework for Mobile Client Devices (SP-24-008). The Framework offers a compliant route to market with fixed pricing on core devices, including laptops. HP Inc UK Limited is the only supplier awarded to the Framework, and call off contracts are only possible via the direct award procedure under this Framework. 3.3 The Scottish Government advised on 01 April 2026 that the price of laptops on the Scottish Procurement single supplier Framework for Mobile Client Devices (SP-24-008) would increase between 25%-30% from 13 April 2026 due to supply constraints for memory components, caused by significant demand increase from the AI sector and lower supply in the consumer market. This has resulted in a shortage of memory components and a substantial increase in pricing. It was estimated that the price increase would cost the Council up to an additional £200,000 if the Contract was concluded after 12 April 2026, and therefore to avoid this additional cost, and with consideration of the Council’s Best Value duty, a decision was made to award a Contract urgently to secure the current rates.
Page 3
PUBLIC 3.4 The procurement exercise was conducted in accordance with the Direct Award procedure for the Framework and in accordance with the procedures for use of a third-party framework under the Council’s Standing Orders Relating to Contracts. 3.5 The costs in respect of the Contract will be split, with £223,290 funded by the ICT Capital Budget and £446,580 funded by the Education Capital Budget. ___________________________________________________________________ Implications of the Report 1. Financial – The Approved Contract Value is £669,870, excluding VAT. The costs will be met from the ICT Capital Budget (£223,290) and the Education Capital Budget (£446,580). 2. HR & Organisational Development – None directly arising from this report. 3. Community/Council Planning – Place - working together to enhance wellbeing across communities – creating a Renfrewshire where those who live, work, visit and invest are digitally capable and connected Living Our Values – Ensuring Renfrewshire delivers Best Value for our citizens and customers, that we demonstrate we are a well governed, effective organisation 4. Legal - The contract was awarded as a Direct Award made under the Scottish Procurement single supplier Framework for Mobile Client Devices (SP-24-008). The Client service seeks to homologate the decision taken to award the contract outside the board cycle for reasons as stated on the background to this report. 5. Property/Assets – The Council will take ownership of 1,500 new laptops upon delivery. 6. Information Technology – The Contract shall ensure supply of laptops to serve the ICT lifecycle maintenance programme. 7. Equality & Human Rights – None directly arising from this report. 8. Health & Safety – HP Inc UK Limited’s health and safety credentials were assessed by Scottish procurement as part of the evaluation for the Framework.
Page 4
PUBLIC 9. Procurement – The procurement procedure was conducted in accordance with the Direct Award procedure for the Scottish Procurement single supplier Framework for Mobile Client Devices (SP- 24-008). 10. Risk – HP Inc UK Limited’s tender submission in relation to insurances for appointment to the Framework were evaluated and continue to be monitored by Scottish Procurement. 11. Privacy Impact - None directly arising from this report. 12. Climate Risk - The level of impact associated with provision of this service has been assessed using the Scottish Government Sustainability Test and is considered to be low risk. 13. Children’s Rights – None directly arising from this report. 14. Cosla Policy Position – None directly arising from this report. _________________________________________________________ List of Background Papers (a) none ___________________________________________________________________ Author: Jenny Bowles, Corporate Procurement Manager, jenny.bowles@renfrewshire.gov.uk