Purpose

Procurement for all devices used by end
users

Decision

RESOLVED that
 

i.      
Cabinet approves the Strategic Procurement Plan to procure core
end-user devices to support current and future capital expenditures
as part of the ICT hardware refresh programme, subject to approvals
given under the capital PAD processes.
 

ii.    
Cabinet approves the use of lot 1 of the NHS SBS framework
(SBS10514) under further competition.
 

iii.   
Cabinet delegates authority to the Executive Director: Communities,
in consultation with the Cabinet Member, to accept the evaluated
and preferred provider as per the project team's evaluation.

Reasons for the decision

i.      
Officers and Councillors need access to appropriate end-user
devices such as laptops, tablets, and PCS to carry out their
day-to-day duties, such as communication, data collection and
updating to deliver services, produce information management, and
data analysis.
 

ii.    
At Bracknell Forest Council, the refresh programme covering the
replacement of different hardware technology is governed by the
Capital PAD process. The programme includes refreshing devices to
ensure they continue to meet minimum operating requirements, keep
them safe and secure, and run on the most optimal operating system.
It also replaces broken hardware technology outside of warranty
which is no longer possible to fix.
 

iii.   
The NHS SBS framework (SBS10514) provides a compliant route for
local authorities to engage in a one-stop shop lot that gives
access to multiple products as defined in our specification.

Alternative options considered

i.      
Option 1: Carry out a request for quote (RFQ)
process for each device type required
 
This
option was not considered viable as the volume of products could
easily make an RFQ process above the threshold depending on market
prices at the time of engagement. If this were to be the case, we
would need to carry out a competitive open process as defined in
the strategic procurement plan, and time could be lost, causing a
delay in obtaining equipment the organisation relies on for service
delivery.
 
ii.    
Option 2: Use an alternative framework
 
Whilst
other frameworks are available and open to local authorities, with
minimal product price differences, the proposed framework allows
for a one-stop shop approach, enabling all equipment types to be
specified and procured through a signal lot, saving time in
administration and providing visibility for future planning over
the life of the contract. In addition, vendors are required to
ensure alternative device provision considering supply chain
disruption. In recent years, there have been several challenges
around supply, and this requirement helps to mitigate the risk of
interruption to the organisation.