Item 05 - Contract Authorisation Report – Microsoft 365 Backup Solution
West Dunbartonshire Council · 12 October 2022
Back to Tendering Committee — 12 October 2022 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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WEST DUNBARTONSHIRE COUNCIL Report by Chief Officer – Supply, Distribution and Property Tendering Committee: 12 October 2022 ___________________________________________________________________ Subject: Contract Authorisation Report – Microsoft 365 Backup Solution 1. Purpose 1.1 The purpose of this report is to seek the approval of the Tendering Committee to authorise the Chief Officer - Regulatory and Regeneration to conclude the award of the contract for Microsoft 365 Backup Solution. 2. Recommendations 2.1 It is recommended that the Tendering Committee: a) Authorise the Chief Officer - Regulatory and Regeneration to conclude on behalf of West Dunbartonshire Council (the Council), the award of the contract for Microsoft 365 Backup Solution to PMD Magnetics; and a) Note that the contract shall be for a period of two years with the option to extend for a maximum of two years and at a value of £155,261.21 incl VAT over two years and £309,112.42 incl VAT should the contract be extended. The estimated commencement date of the contract is 31 October 2022. 3. Background 3.1 The Council are at the early stages of Microsoft 365 project. Whilst a number of low-risk mailboxes have been migrated for testing purposes, the Council has a requirement for a scalable solution to facilitate migrations for all Council services and staff. Furthermore, the Council has a requirement to manage risk around potential data loss without backups in place. The Council has 5000 mailboxes across three tenancies and a requirement to back up some or all of these mailboxes. The Council’s existing exchange on premise (based at Aurora House in Clydebank) holds a range of mailbox sizes throughout the Council, although the majority fall between 0-5 gigabytes. In order to mitigate the risk of data loss, non-compliance with statutory/legal obligations and mailbox compromise a cloud based solution is recommended to provide backup and restoration services for migrated mailboxes. 3.2 The overall budget for Microsoft 365 project was approved at the Corporate Services Committee on 23 February 2022. No current revenue budget exists for this element of the project however the costs are recognised as an in-year burden on the budget and full year costs will be added as an ongoing burden for financial year 2023-24 and beyond. 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 9 September 2022. ITEM 5
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4. Main Issues 4.1 The Corporate Procurement Unit undertook an assessment of the G-Cloud Framework Agreement to identify any providers of Microsoft 365 Backup Solution which met the Council’s requirements. ICT Services carried out an assessment of their specific requirements against what the providers were offering as part of the G-Cloud Framework Agreement. Following the Framework Agreement assessment, it was identified that Barracuda was the only solution that met the Council’s cloud-to-cloud backup requirements. Whilst two suppliers (Stream Networks Ltd and PMD Magnetics) provided the same Barracuda solution, it was determined that PMD Magnetics had a cost advantage and offered the ‘Barracuda Quick Start Installation Service’ as part of their quote to enable quick on-boarding of this solution. 4.2 It is recommended that the contract is awarded to PMD Magnetics, Magnetics House, Avenue Farm Industrial Estate, Stratford-upon-Avon, CV37 0HR. The contract shall be for a period of two years with the option to extend for a further two x 12 months extension and at a value of £155,261.21 incl VAT over two years and £309,112.42 incl VAT should the contract be extended. 4.3 PMD Magnetics has committed to paying all staff as a minimum the real Living Wage and promotes Fair Working Practices across their organisation. Further, PMD Magnetics has committed to delivery of the following social benefits as a direct result of delivery of this contract: • Donation of money to a community group or charity that supports health and wellbeing within the community; • Donation of money to support a local community project; and • Supporting environmental educational projects in schools such as tree or woodland planting or educational packs. The social benefits will be discussed at the implementation meeting with PMD Magnetics 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. 6.2 No current Revenue budget exists to fund this service when purchased. The costs are recognised as an in-year burden on the budget and full year costs will be added as an ongoing burden for financial year 2023-24 and beyond. 7. Risk Analysis 7.1 Failure to implement Microsoft 365 Backup Solutions will impact on the Council’s overall Microsoft 365 project.
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7.2 PMD Magnetics 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. 10. Strategic Assessment 10.1 The Microsoft 365 Backup Solution will contribute to the delivery of the Council’s strategic priorities: • 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