CAR Microsoft enterprise V4
Renfrewshire Council · 9 February 2023
Back to Finance, Resources and Customer Services Policy Board — 9 February 2023 and its agenda
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___________________________________________________________________ To: The Finance, Resources and Customer Services Policy Board On: 9th February 2023 ___________________________________________________________________ Report by: The Chief Executive and the Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for a Microsoft Enterprise Agreement (RC-CPU-22-256) ___________________________________________________________________ 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 a Call Off Contract for a Microsoft Enterprise Agreement. 1.2 The procurement exercise was conducted in accordance with the Call Off award procedure as a further competition under the Crown Commercial Services (CCS) Framework Agreement for Technology Products and Associated Services RM6068 Lot 3 (Software and Associated Service) and Renfrewshire Council’s Standing Orders Relating to Contracts for an above Government Procurement Agreement (GPA) Threshold contract. 1.3 A contract strategy document was approved by the Head of ICT and the Strategic Commercial and Procurement Manager on 15th December 2022. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board authorise the Head of Corporate Governance to:
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2.1 Award a Call-Off Contract for a Microsoft Enterprise Agreement to Phoenix Software Limited following a further competition under Lot 3 of the Crown Commercial Services (CCS) Framework Agreement Technology Products and Associated Services, RM6068 in accordance with the Framework Call-Off Award Procedure. 2.2 The Call-Off Contract is for a period of 3 years and it is envisaged that the Call-Off Contract will commence on the 1st April 2023 and will expire on the 31st March 2026, however the actual Call-Off Start Date and Call-Off Expiry Date will be confirmed in the Order Form in accordance with the Framework Call-Off Award Procedure. 2.3 The Call-Off Contract value will not exceed £4,460,629 excluding VAT. _________________________________________________________ 3. Background 3.1 The Council has a requirement for a replacement Microsoft Enterprise Agreement as the current contract for this requirement expires on 31st March 2023. This Contract will provide Microsoft licensing for all of the Council’s current corporate and academic users. 3.2 A review of the procurement options identified that the Crown Commercial Services (CCS) Framework Agreement Technology Products and Associated Services RM6068 could be utilised. The procurement exercise for this Contract was conducted in accordance with the Call-Off Award Procedure as a further competition under Lot 3 of the Crown Commercial Services (CCS) Framework Agreement Technology Products and Associated Services RM6068 (“the Framework”) and in accordance with the procedures for use of frameworks under the Council’s Standing Orders Relating to Contracts. 3.3 The further competition documentation was issued to 27 of the 28 suppliers on the Framework Agreement via the Public Contracts Scotland – Tender portal on 9th January 2023 with the submission deadline of 12 noon on the 16th January 2023. 2 responses were received in response to this further competition. 3.4 The suppliers who did not bid were contacted to ascertain the reason for not bidding. The main reasons provided stated that they were not accredited to provide the Microsoft Licences or did not have the capacity to bid. 3.5 The Supplier selection requirements contained in the SPD were already met at the Framework Award stage.
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3.6 The 2 tender submissions received were evaluated against the further competition Award Criteria of 20% Quality and 80% Price. The scores relative to the Award Criteria for the tender responses are noted below: Tenderers Name Quality Score (20%) Price Score (80%) Total Score (100%) Phoenix Software Limited 15.50% 78.66% 94.16% Insight Direct (UK) Ltd 10.00% 80.00% 90.00% 3.7 It is recommended that the Call-Off Contract under Lot 3 of the Framework, is awarded to Phoenix Software Limited, who based on evaluation, have provided the most economically advantageous tender. The Contract will be formed under the Framework Award Procedure using the Order Form and relevant call off and joint schedules. 3.8 The cost for this Call-Off Contract will be funded by the ICT Revenue Budget. 3.9 Community benefits were requested as part of the Further Competition Procedure and Phoenix Software Limited have committed to deliver the following community benefits as part of this Call-Off Contract: 9 X Business advice/support to an SME /Social Enterprise/ Voluntary organisation ___________________________________________________________________ Implications of the Report 1. Financial - The financial status of Phoenix Software Limited was assessed by Crown Commercial Services at the time of awarding a place onto the Framework Agreement. 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 provide necessary licences for Corporate and Academic which allows the Council to operate the technology and have a robust communication channel. 4. Legal - The procurement for this contract was carried out in accordance with the further competition requirements under the CCS
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Framework Agreement for Technology Products and Associated Services, RM6068 and Renfrewshire Council’s Standing Orders Relating to Contracts for a Supplies contract above GPA Threshold. 5. Property/Assets - No property/assets implications have arisen or are anticipated. 6. Information Technology – This contract will provide necessary licences for Corporate and Academic which allows the Council to operate the technology and have a robust communication channel. 7. Equality & Human Rights (a) The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety - The health and safety for Phoenix Software Limited was evaluated by the Council’s Health and Safety Section and met the Council’s requirements. 9. Procurement – The procurement exercise was conducted in accordance with the Call Off award procedure as a further competition under the Crown Commercial Services (CCS) Framework Agreement for Technology Products and Associated Services RM6068 Lot 3 (Software and Associated Service) and Renfrewshire Council’s Standing Orders Relating to Contracts clauses 1.5 and 29 of the Council’s Standing Orders Relating to Contracts. 10. Risk - Phoenix Software Limited insurance documentations were evaluated by Crown Commercial Service at the time of Framework award and were deemed to meet the minimum requirements. T 11. Privacy Impact - No Privacy Impact implication has arisen or is anticipated. 12. Cosla Policy Position – No Cosla policy position implications have arisen or are anticipated. 13. Climate Change - The level of impact associated with this Contract has been assessed using the Scottish Government Sustainability Test
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and is considered to be low risk with no climate change implications noted as part of this Call-Off Contract. _________________________________________________________ List of Background Papers None ___________________________________________________________________ Author: Gillian Gordon, Senior Procurement Specialist, Corporate Procurement Unit, gillian.gordon@renfrewshire.gov.uk