Purpose

To appoint a supplier to provide the Council
with a data/information back-up solution to meet its needs.

Decision

 

ROTHERHAM METROPOLITAN BOROUGH COUNCIL

 

RECORD OF OFFICER EXECUTIVE DECISION

 

Date of Decision:

15th August 2025

 

Title:

Corporate Data Backup Solution

 

Decision Maker:

(Including Job Title)

Luke Sayers; Assistant Director of
Customer, Information and Digital Services (CIDS)

 

Details
of Specific Delegation
 
or
 
Delegation contained in the relevant Sub-Scheme of
Delegation.

 

Executive functions – Procurement
(c) To make decisions in relation to commissioning and procurement
activity. Such activity should be carried out in accordance with
the Finance and Procurement Procedure Rules.

 

Decision:

To award a 3-year contract and appoint
Phoenix Software Ltd to provide the Council’s Corporate data
backup solution, at a value of £727,815.

 

Reasons for the Decision:

Following evaluation of the procurement
options against the Council’s requirements, the Council
decided to run a further competition via the HealthTrust Europe
(HtE) framework; Enterprise Level ICT Digital Technology Solutions
2023 (ComIT 3 – Complete IT 3); Framework Reference 2023/S
000-007857. Following evaluation of compliant tender submissions,
Phoenix Software Ltd was determined the most economically
advantageous.
 

Details of alternative options considered and
rejected:

An alternative procurement framework
(Commercial Services Group Ltd) was considered an option, however,
a further competition under this framework was not considered
viable due to the complexity and time implications of engaging
24-suppliers in a further competition which would delay the
evaluation process, conflicting with the required procurement
timeline.

 

Conflicts of interest declared by any Cabinet Member
consulted by the decision maker which relates to the
decision:

No conflicts of interest
raised

 

Dispensations Granted:

(If any)

Add details of any dispensation granted
to a member who was consulted by the Cabinet Member in respect of a
disclosable pecuniary interest or a personal interest.

 

If you require any assistance with regard
to this, please contact the Governance Team.

 

Conflicts of interest declared by the Decision Maker if they sit
as a Cabinet appointed representative to an outside body which
relates to the decision:

Add any details of conflicts of interest
here.

Dispensations Granted:

(If any)

N/A

 

Reports
or parts of reports relevant to the decision being
taken:
 

The procurement business case was used to
determine and agree the most appropriate procurement route. The
tender evaluation process and accompanying report was used to make
the decision.

 
I certify that this
is a true record of the executive decision to:
 

To award a contract and appoint Phoenix
Software Ltd to provide the Council’s Corporate data backup
solution
 
I confirm that in making this decision, due regard
was given to the seven principles of public life.
 
Signed by the Decision Maker:
 

Dated:         
15/08/2025
 
Name:
        
Luke Sayers                    
Job
Title:    Assistant Director
– Customer, Information and Digital Services  
If you require any assistance in the
completion of the decision record please contact the Governance
Team governance@rotherham.gov.uk