Item 06 - Contract Authorisation Report – Provision of Server Maintenance Renewal
West Dunbartonshire Council · 3 August 2022
Back to Tendering Committee — 3 August 2022 and its agenda
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WEST DUNBARTONSHIRE COUNCIL Report by Chief Officer – Supply, Distribution and Property Tendering Committee: 3 August 2022 ___________________________________________________________________ Subject: Contract Authorisation Report – Provision of Server Maintenance Renewal 1. Purpose 1.1 The purpose of this report is to seek the approval of the Tendering Committee to authorise the Manager of Legal Services, Regulatory and Regeneration to conclude the award of the contract for Server Maintenance Renewal. 2. Recommendations 2.1 It is recommended that the Tendering Committee: a) Authorise the Manager of Legal Services, Regulatory and Regeneration to conclude on behalf of West Dunbartonshire Council (the Council), the award of the contract for Server Maintenance Renewal to Park Place Technologies Ltd; and a) Note that the contract shall be for a maximum period of 12 months and at a value of £59,942.76 ex VAT and £71,931.31 incl VAT. The estimated commencement date of the contract is 4 September 2022. 3. Background 3.1 The Council has a requirement to procure Server Maintenance. The contract is required to provide cover for hardware infrastructure which is beyond the original warranty period. The contract will have the inbuilt facility and flexibility to allow hardware items to be added and to be deleted during the annual period with change debits (warranty additions) to be invoiced and change credits (warranty deletions) to be applied pro-rata. The current contract is with Park Place Technologies Ltd. 3.2 The budget for Server Maintenance Renewal was approved at the Corporate Service Committee on 23 February 2022. This procurement exercise has been conducted in accordance with the Council’s Standing Orders and Financial Regulations and the Public Procurement Regulations. A Contract Strategy was also approved on 4 July 2022. 4. Main Issues 4.1 The Scottish Government framework agreement for Server and Infrastructure Maintenance 2019-2021 with a further 12 month extension option was identified as providing best value. As there is one provider on this framework agreement, a direct award procedure was the only available route. ITEM 6
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4.2 It is recommended that the contract is awarded to Park Place Technologies Ltd Clydesdale House, 300 Springhill Pkwy, Baillieston, Glasgow G69 6GA United Kingdom. The contract shall be for a period of 12 months at a value of £59,942.76 ex VAT. The value of the contract is above the value approved by the Corporate Services Committee and the extra funding will be provided from within the Computer Software budget. This is due to increased global costs however still in line with the framework agreement and the addition of 14 servers to the maintenance programme in this financial year. 4.3 Park Place Technologies Ltd has committed to paying all staff as a minimum the real Living Wage (£9.90 per hour) and promotes Fair Working Practices across their organisation. Further, Park Place Technologies Ltd has committed to delivery of the following social benefits as a direct result of delivery of this contract: • Donation of goods to local food-share scheme. The social benefits will be discussed at the implementation meeting with Park Place Technologies Ltd and actions to take these forward will be agreed. 5. People Implications 5.1 There are no people implications. 6. Financial and Procurement Implications 6.1 Financial costs in respect of this contract will be met from the approved revenue budgets of ICT Services. 7. Risk Analysis 7.1 Failure to implement a Server Maintenance renewal will leave the Council staff with no access to vital maintenance. 7.2 Park Place Technologies Ltd has no known links to Serious and Organised Crime which would have significant political and reputational ramifications for the Council. 8. Equalities Impact Assessment (EIA) 8.1 An equalities impact assessment screening was undertaken by the ICT Services which determined a full equalities impact assessment was not required. 9. Consultation 9.1 Consultation has taken place with ICT Services, Finance Services and Legal Services.
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10. Strategic Assessment 10.1 At its meeting on 25 October 2017, the Council agreed that its five main strategic priorities for 2017 - 2022 are as follows: • Open, accountable and accessible local government; and • Efficient and effective frontline services that improve the everyday lives of residents. Name: Angela Wilson Designation: Chief Officer – Supply, Distribution and Property Date: Person to Contact: Michelle McKenzie, Senior Procurement Officer, Corporate Procurement Unit Telephone 01389 737484 Email: michelle.mckenzie@west-dunbarton.gov.uk Appendices: None Background Papers: The Contract Strategy EIA Screening Wards Affected: None