Item 10 - The Supply and Delivery of Switches and Licences
Renfrewshire Council · 12 September 2024
Back to Finance, Resources and Customer Services Policy Board — 12 September 2024 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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1 ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12th September 2024 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for The Supply and Delivery of Switches and Licences (RC-CPU-24-143) ___________________________________________________________________ 1. Summary 1.1 The purpose of this paper is to seek the approval of the Finance, Resources and Customer Services Policy Board to award the Call-Off Contract for the Supply and Delivery of Switches and Licences (RC- CPU-24-143). 1.2 The procurement exercise was conducted in accordance with the Call Off Contract requirements under Lot 1: Hardware and Software and Associated Services of the Crown Commercial Services Framework Agreement RM6098 Technology Products & Associated Services 2 (“the Framework”) and Renfrewshire Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the Strategic Category Manager and Head of Digital, Transformation & Customer Services on 2 August 2024. ___________________________________________________________________
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2 2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Service Policy Board: 2.1.1 Authorises the Head of Corporate Governance to award the Call-Off Contract for the Supply and Delivery of Switches and Licenses to XMA Limited following an e-auction under the Crown Commercial Service Framework Agreement RM6098 Technology and Associated Services 2 - Lot 1 Hardware and Software and Associated Services. 2.1.2 Authorises the approved contract value of £272,000 excluding VAT for the Call-Off Contract period. 2.1.3 Authorises the Call-Off Contract for a period of 7 years. The Call-Off Start Date is anticipated to be 21 October 2024. The actual The Call- Off Start Date will be confirmed in the Order Form. 2.1.4 Authorises the Core Terms of the Framework Agreement aggregate liability cap for this Contract which will not exceed the greater of £5 million or 150% of the Estimated Yearly Charges _________________________________________________________ 3. Background 3.1 The Council requires the Supply and Delivery of Switches and Licenses as part of the Switch Replacement Programme which includes Renfrewshire Council, associated bodies, and Renfrewshire Leisure Limited (trading as OneRen). A network switch acts as a focal point on a network to connect devices (computers, phones, WiFi) and allow them to communicate with each other. 3.2 A review of procurement options identified that Lot 1 of the Crown Commercial Services Framework Agreement RM6098 Technology Products & Associated Services 2 (the Framework) could be utilised. The procurement exercise for this Call-Off Contract was conducted in accordance with the Framework’s Call-Off Award Procedure as an e- auction and in accordance with the procedures for use of Framework Agreements under the Council’s Standing Orders Relating to Contracts. 3.3 The e-auction was run via the Public Contracts Scotland – Tender portal on 9 August 2024 at 10am. All 16 suppliers on Lot 1 of the Framework were invited to participate in the e-auction. One supplier participated.
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3 3.4 The e-auction award criterion is 100% price using the simplified award procedure under this Framework. 3.5 It is recommended that the Call-Off Contract under Lot 1 of the Framework, is awarded to XMA Limited who submitted the lowest price. The Contract will be formed under the Framework Award Procedure using the Order Form and relevant schedules. XMA Limited is the reseller of the switches and licences being purchased. 3.6 The Call-Off Contract will be funded from the ICT budget. ___________________________________________________________________ Implications of the Report 1. Financial – The costs will be funded by the ICT Capital Budget at a one-off cost of £272,000 excluding VAT for all switches and associated licences. The Call-Off Start Date is anticipated to be 21 October 2024 2. HR & Organisational Development - No HR and Organisation development implications for the Council have arisen or are anticipated. 3. Community/Council Planning – Working together to improve outcomes – This Contract will ensure ongoing support for the Council’s requirements in relation to the ICT’s Switch Replacement Programme. 4. Legal – The procurement for this Call-Off Contract was carried out in accordance with the requirements of the Crown Commercial Service Framework Agreement RM6098 Technology Products and Associated Services 2 - Lot 1 Hardware and Software and Associated Services and the Council’s Standing Orders Relating to Contracts. 5. Property/Assets – Upon delivery, the Council will own the switches. 6. Information Technology – This Call-Off Contract will ensure ongoing support for the Council’s requirements in relation to the ICT’s Switch Replacement Programme. 7. Equality & Human Rights - None arising directly from this report.
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4 8. Health & Safety - No Health & Safety implications are anticipated. 9. Procurement – The procurement exercise was conducted in accordance with the Call- Off Contract award procedure under the Crown Commercial Services (CCS) Framework Agreement RM6098 Technology Products & Associated Services 2 - Lot 1: Hardware and Software and Associated Serviced and Renfrewshire Council’s Standing Orders Relating to Contracts. 10. Risk – The insurance cover held by XMA Limited was assessed as part of their appointment on to the Framework. An aggregate liability cap which will not exceed the greater of £5 million or 150% of the Estimated Yearly Charges as per the conditions set out in the Core Terms of the Framework Agreement. 11. Privacy Impact – No Privacy Impact implications have arisen or are anticipated. 12. Climate Risk - The level of impact associated with this Contract has been assessed using the Scottish Government Sustainability Test and is considered to be low risk with limited climate change implications noted as part of this Contract. Consideration will be given to minimising the number of individual deliveries carried out to deliver the switches in full. 13. Children’s Rights – None arising directly from this report. 14. Cosla Policy Position – No Cosla policy position implications have arisen or are anticipated. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Rachel Davison, Digital Category Manager, rachel.davison@renfrewshire.gov.uk