Decision

Salford City Council – Record of Decision

I Councillor Youd, Lead Member for Finance and Support Services and chairman of the Procurement Board, accept the recommendation of the Procurement Board and in exercise of the powers contained within the Council Constitution do hereby:

·     approve to Award the Contract forthe provision of End User Devices, as detailed in the table below:

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Provision of End user devices

Procurement Reference numbers (DN and CR number supplied by Procurement)

S1072

Name of Successful Contractor

Kingsfield Ltd

Supplier Registration Number

(to be supplied by Procurement

03357539

Proclass Classification No.

(to be completed by procurement)

271200

Type of organisation

(to be supplied by Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Procurement)

Non-SME

Contract Value (£)

£500,000

Total contract value £ (including extensions)

£500,000

Contract Duration

One off purchase

Contract Start Date

Click or tap to enter a date.

Contract End Date

Click or tap to enter a date.

Optional Extension Period 1

N/A

Optional Extension Period 2

N/A

Who will approve each Extension Period?

Choose an item

Contact Officer (Name & number)

Peter Cowling

Lead Service Group

Reform & Transformation

How the contract was procured?

(to be supplied by procurement)

ITT

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

Crown Commercial Services

RM6068 Technology Products

& Associated Services

Lot 2 Hardware and Associated Services

Funding Source

Combination of Above (please detail below)

Ethical Contractor (EC): Mayor’s Employment Charter

No

EC: Committed to sign The Mayor’s Employment Charter

No

EC: Committed to the principles outlined in the Mayor’s Employment charter

No

EC: Accredited Living Wage Employer

No

EC: Committed to becoming Accredited Living wage Employer

No

?

The Reasons are:

A mini competition was held between all suppliers in Lot 2 of the Crown Commercial Services RM6098 Technology Products and Associated Services using the following criteria issued via The Chest:

·     To provide pricing meet a budget of £500K.

·     Equipment specification to be Microsoft Surface Laptop 13 with latest Generation Snapdragon X Processor, 256gb SSD and 16gb Ram.

·     Supplied with extended warranties and auto enrolled into Salford City councils’ Microsoft endpoint.

·     Able to be delivered in full and invoiced by 1st February 2026.

·     Evaluation 100% price only (lowest cost unit price).

Of the 33 suppliers on the framework invited to tender, the Council received 4 compliant bids, and the remaining suppliers did not respond.  All tender submissions were received via The Chest before the closure deadline.

Tender Evaluation

The Evaluation panel consisted of Matthew Wall (Technology and Architecture manager Ddat) and Peter Cowling (Digital Operations Manager Ddat).

The Tenders submissions were evaluated on a price-only basis due to the requirements being set out to procure goods only, excluding services with 100% scoring being allocated to the organisation that can supply the most devices within the allocated budget of £500K.

Of the 4 respondents, none were rejected due to the specification of devices being supplied incorrectly or insufficient.

Kingsfield Ltd provided the most competitive quotation to supply 698 units for a total value of £499,774.98.

The Evaluation panel agreed that Kingsfield Ltd provided the most financial benefit for the number of devices to meet the maximum budget allowance and met the required specification and therefore should be appointed as the successful bidder.

Social Value

No social value element was included in this procurement process due to this being a purchase only request that includes no further opportunity for the supplier to engage with ongoing expectations within the contract term, however the Ddat management team will be working alongside this supplier to look for Social value opportunities including opportunities to provide retired equipment into social projects/digital inclusion.

Options considered and rejected were: None

Assessment of Risk:

There is a significant risk that should this procurement request be declined the authority would be unable to provide digital devices to returning Aspire employees who would then be unable to fulfil their duties.

In addition through turnover of equipment/ end of warranty devices and updated security features, failure to procure will lead to significant delays in onboarding new staff, replacement of ageing equipment and impact to services due to breakages. Additionally, the new equipment complies with the latest security standards the authority is applying across services and will help strengthen the protection against cyber incidents.

The source of funding is:

This will be procured within allocated budgets which comprises £280,000 relating to Adult Social Care and £220,000 relating to the current Hardware Refresh programme, all of which will be funded via the Resource and Transformation approved Capital Programme.

Of the 698 procured laptops 379 will be allocated to Adult social care and 319 will be provided for Hardware refresh.

Legal Advice obtained: Yes

Financial Advice obtained: Yes

Procurement Advice obtained: Yes

HR Advice obtained: N/A

Climate Change Implications obtained: Yes

Contact Officer: Peter Cowling

Telephone number: 0161 779 4996

Please delete from the bullets below any which are not relevant:

·     This matter is also subject to consider by the Lead Member for          Finance and support Services. The Lead Member has been consulted and is supportive of the proposed contract.

·     This matter is not subject to consideration by another Lead Member.

·     The appropriate Scrutiny Committee to call-in the decision is the  Procurement Board.

Signed:    Cllr J Youd         Dated:    15 December 2025.

              Lead Member

FOR DEMOCRATIC SERVICES USE ONLY:

*         This decision was published on 15 December 2025

*         This decision will come in force at 4.00 p.m. on 22 December 2025 unless it is called-in in accordance with the Decision Making Process Rules.