Item 07 - Provision of Replacement of a Wireless Access Point
West Dunbartonshire Council · 15 February 2023
Back to Tendering Committee — 15 February 2023 and its agenda
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WEST DUNBARTONSHIRE COUNCIL Report by Chief Officer – Supply, Distribution and Property Tender Committee: 15 February 2023 ___________________________________________________________________ Subject: Note of Contract Award – Provision of Replacement of a Wireless Access Point 1. Purpose 1.1 The purpose of this report is to provide the Tendering Committee with an update on the contract for The Provision of Replacement of a Wireless Access Point. 2. Recommendations 2.1 It is recommended that the Tendering Committee: a) Note that the Chief Officer - Regulatory and Regeneration will conclude on behalf of West Dunbartonshire Council (the Council), the award of the contract for the Provision of Replacement of a Wireless Access Point to Capita plc, under Financial Regulations – 8.1c. b) Note that the contract value shall be £475,019.40 and the period is from 27 January 2023 to 27 January 2024. 3. Background 3.1 The Council currently operates Wireless networks in 72 locations across the Council estate, the wireless hardware in these locations is about to reach End of Life status and will no longer be supported as of August 2023 and no longer manageable as of March 2024. The devices are will therefore be running at risk as they will not receive security updates or hardware replacement in the event of failure. 3.2 Through the ICT Security Budget, approval has been given to the replacement of approximately 885 wireless access points across the Council estate. The approved budget of £500,000 for this requirement in 2022/23 was formally noted by the Corporate Services Committee on 23 February 2022. 3.3 This procurement exercise has been conducted in accordance with the Council’s Standing Orders and Financial Regulations and the Public Procurement Regulations. 4. Main Issues 4.1 The Contract Strategy determined that the SWAN VAS Framework Agreement (FA) was the best route to market. 4.2 The SWAN VAS FA is a single supplier FA. The Price and Quality ratio was determined at the time that the FA was tendered. As such, the Quality aspect ITEM 7
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has already been assessed and the Price captured in catalogues which the Council has access to. 4.3 Capita plc had advised that a price increase of between 5% - 40% would be implemented starting from 28 January 2023. Based on the Council’s order this would represent an increase of between £23,000 - £190,000 to the order value. 4.4 The order was placed prior to the Tendering Committee and authorised by the Council’s Section 95 Officer under Financial Regulations section Q8c.1in order to avoid increased costs to the Council. 4.5 It is recommended to conclude the award of the contract for the Provision of Replacement of a Wireless Access Point to Capita plc. The contract value is £475,019.40 and the period is one year from 27 January 2023. 4.6 Capita plc have committed to following Fair Working Practices in line with the FA process and pay all staff the real Living Wage (min. of £10.90 per hour). There are no specific social benefits associated with the contract, however further social benefits will be discussed with the Capita and any actions to take any social benefits forward will be agreed and will be monitored as part of the Contract and Supplier Management Policy. 5. People Implications 5.1 There are no people implications. 6. Financial and Procurement Implications 6.1 Financial costs in respect of these contracts will be met from the approved capital budgets for People and Technology. 7. Risk Analysis 7.1 Capita plc have no known links to Serious and Organised Crime which would have significant political and reputational ramifications for the Council. 7.2 If not authorised to award the contract before 27 January 2023, then the Council will not receive the very competitive pricing as noted. 8. Equalities Impact Assessment (EIA) 8.1 An equalities screening was undertaken for the original Home Committee report and there were no equalities implications. Where specific needs are identified, adjustments are made to the device specification. 9. Consultation 9.1 Consultation has taken place with ICT Services and Finance Services. 10. Strategic Assessment 10.1 The Replacement of Wireless Access Points contributes to the Council’s strategic priority of delivering fit for purpose estate and facilities and delivers a positive response to staff feedback in the annual ICT Customer Satisfaction Survey.
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Name: Angela Wilson Designation: Chief Officer – Supply, Distribution and Property Date: Person to Contact: Ellie Street, Procurement Officer, Corporate Procurement Unit Telephone: N/A Email: ellie.street@west-dunbarton.gov.uk Appendices: None Background Papers: The Contract Strategy EIA Screening Wards Affected: None
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