Final Report - The Supply and Delivery of Switches and Licences
Renfrewshire Council · 12 June 2025
Back to Finance, Resources and Customer Services Policy Board — 12 June 2025 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 June 2025 ___________________________________________________________________ Report by: The Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for the Supply and Delivery of Switches and Licences (RC-CPU-24-330) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report 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-24-330) to XMA Limited. 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 January 2024. 1.3 A Contract Strategy was approved by the Strategic Category Manager on 1 April 2025 and Head of Digital, Transformation & Customer Services on 2 April 2025. ___________________________________________________________________
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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 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 to XMA Limited. 2.1.2 Approves the Call-Off Contract for a period of 7 years. It is envisaged that the Call-Off Contract will commence on 1 August 2025 and will expire on 31 July 2032. However, the actual Call-Off Start Date and Call-Off Expiry Date will be confirmed in the Order Form and the Call- Off Contract is to be awarded in accordance with this Framework’s Call-Off Award Procedure. 2.1.3 Authorises that the Call-Off Contract value will be £260,000 excluding VAT for the 7-year period. 2.1.4 Authorises the aggregate liability cap in accordance with the Framework Agreement Core Terms and Framework Special Terms, which for this Call-Off Contract will not exceed the greater of £1 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. A network switch is hardware that 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 the 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 1 January 2024.
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3.3 In accordance with the Framework Guidance, Expressions of Interest were sought from all 16 suppliers on Lot 1 of the Framework on 2 April 2025. 3 Expressions of Interest were returned. The e-auction was run via the Public Contracts Scotland – Tender portal on the 15 April 2025 at 10am. All 16 suppliers on Lot 1 of the Framework were invited to participate in the e-auction, 2 suppliers participated: XMA Limited and Akhter Computers PLC. 3.4 The e-auction award criterion was based on 100% price in accordance with the Call-off 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 Capital budget. ___________________________________________________________________ Implications of the Report 1. Financial – The cost for this Call-Off Contract will be funded by the ICT Capital Budget at a one-off costs of £260,000 excluding VAT for all switches and associated licences. 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. 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 1 January 2024. 5. Property/Assets – Upon delivery of the switches, the Council will own those switches.
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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 directly arising from this report. 8. Health & Safety - None directly arising from this report. 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 Services and Renfrewshire Council’s Standing Orders Relating to Contracts 1 January 2024. 10. Risk – The insurance cover held by XMA Limited was assessed as part of their appointment on to the Framework. The aggregate liability cap in accordance with the Framework Agreement Core Terms and Framework Special Terms, which for this Call-Off Contract will not exceed the greater of £1 million or 150% of the Estimated Yearly Charges. 11. Privacy Impact – None directly arising from this report. 12. Climate Risk - The level of impact associated with this Call-Off 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 Call-Off 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 directly arising from this report. 14. Cosla Policy Position – None directly arising from this report. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Rachel Davison, Digital Category Manager, rachel.davison@renfrewshire.gov.uk