Purpose

To appoint a supplier to provide the Council
with a VoIP/cloud-based telephone and contact centre
solution/platform.

Decision

ROTHERHAM METROPOLITAN BOROUGH COUNCIL
 
RECORD OF OFFICER EXECUTIVE DECISION
 

Decision Title

Unified Communication (Telephony) and Contact Centre
platform

Date of Decision:

02 November 2023

Decision Maker:

(Including Job Title)

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

Specific Delegation:

(If any)

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.

Brief Description of Decision:

To make a direct award and appoint 8x8 Ltd to
provide the Council’s Unified Communication (Telephony) and
Contact Centre platform.

Reasons for the Decision:

Following evaluation of the procurement options
against the Council’s requirements, the Council used
the Kent County Council via KCS
Communications Solutions and Associated Telephony Services
Framework (Y22007) to undertake this
procurement exercise, in accordance with the Council’s
FPPR’s. This framework allows for a direct award.

 

Details of alternative options considered and
rejected:

· 
Above Threshold – Open Tender Process - There
is a need to act quickly to ensure service continuity.  As the potential value of the contract is above
the threshold set out in the Procurement Contract Regulations
(£189,330), the timescales associated with undertaking this
type of procedure are too long and as such this option was
discounted. 

· 
Above Threshold – Restricted Tender Process -
There is a need to act quickly to ensure service
continuity.  As the potential value of
the contract is above the threshold set out in the Procurement
Contract Regulations (£189,330), the timescales associated
with undertaking this type of procedure are too long and as such
this option was discounted. 

· 
Direct Award – Crown Commercial Services (CCS)
G-Cloud 13 Framework (RM1557.13).Although the
Council can enter into a direct award through this framework it
does not offer value for money.

· 
Further Competition – Kent County Council via
KCS Communications Solutions and Associated Telephony Services
Framework (Y22007).  There is a need to act quickly to ensure service
continuity, the timescales associated with undertaking this process
are too long and as such this option was discounted.

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

No conflicts of interest raised

Dispensations Granted:

(If any)

 

Reports or parts of reports considered

The procurement business case was used to determine
and agree the most appropriate procurement route.

 
We certify that this
is a true record of the executive decision to appoint 8x8 Ltd to
provide the Council’s Unified Communication (Telephony) and
Contact Centre platform.
 
Signed by the Decision Maker: 
 
Dated: 17/11/2023 
 
Name: Luke Sayers                    
 
Job
Title: Assistant Director –
Customer, Information and Digital Services