Content

Salford City Council – Record of
Decision
 
I Councillor Youd, Lead Member
for Finance and Support Services and chairman of the Procurement
Board, in exercise of the powers contained within the
Council Constitution
do hereby approve:
 
·     
to Award the Contract forthe Provision of end-user
devices, and
·     
to go out to competition for End User Hardware
Replacement, as detailed in the table below:
 

Detail required

Answers

Title/Description of Contracted
Service/Supply/Project

Provision of End User Devices

Name of Successful
Contractor

XMA LTD

Supplier Registration Number

(to be supplied by Corporate
Procurement)

02051703

Type of organisation

(to be supplied by Corporate
Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate
Procurement)

Non-SME

Contract Value (£)

£779,670.66 full project

Contract Duration

NA

Contract Start Date

Click here to enter a date.

Contract End Date

Click here to enter a date.

Optional Extension Period 1

NA

Optional Extension Period 2

NA

Who will approve each Extension
Period?

Choose an item.

Contact Officer (Name &
number)

Lead Service Group

Service Reform & Development

How the contract was procured?

(to be supplied by
procurement)

Mini Competition

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

 

EC: Committed to sign Charter

 

EC: Accredited Living Wage
Employer

 
The Reasons are:
To award a contract for the
supply of end-user devices (laptops) to continue with the
organisation's hardware refresh policy. This is to provide 1258
devices to enable continued security compliance and maintain
operational devices for the authority.
 
Options considered and rejected
were: None.
 
Assessment of Risk: High
The reasoning behind
the high assessment of risk is due to organisation demand 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 to strengthen against cyber
incidents.
 
The source of funding
is:
·     
it has been confirmed that the £779,670.66
Laptops cost will be funded from the Cyber and Hardware Refresh
Capital programmes:
o 
£400,000.00 will be funded from the current
Cyber and Hardware Refresh capital programmes (Cyber
£183,745.89 and Hardware £216,254.11).
o 
the remaining £379,670.66 will be funded from
the planned 2024/25 Hardware Refresh capital programme.
o 
Expenditure codes: Cyber Refresh C00223 7009 and
Hardware Refresh C00228 7009.
 
Legal Advice obtained: Yes.
 
Financial Advice
obtained: Yes.
 
Procurement Advice obtained:
Yes.
 
HR Advice obtained: N/A,
however aligns with Mywork
methodologies.
 
Climate Change Implications
obtained: No.
 
The following documents have
been used to assist the decision process.
·     
Procurement board report – Awarding the
contract – Provision of end-user devices.
 
Contact Officer: Peter Cowling/ Matthew
Wall
Telephone number: 0161 793 3993
 
Please delete from the bullets
below any which are not relevant.
·     
This matter is also subject to consideration by the
Lead Member for Finance, Support Services and Industrial Relations.
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:     27
March 2024.
           
  Lead Member
 

FOR DEMOCRATIC SERVICES USE
ONLY
 
*          
This decision was published on 27 March 2024.
*          
This decision will come in force at 4.00 p.m. on 5 April
2024 unless it is called-in in
accordance with the Decision Making Process Rules.