Purpose

This decision is for the procurement of new laptops and docking stations, replacing equipment that is at the end of its realistic lifecycle and thus does not have the required specification to be able to upgrade to Windows 11.
Microsoft have stated that all devices that run Windows 10 as their operating system will be required to be updated to Windows 11 by 14th October 2025. Past this date will result in no further support from Microsoft or security patches / updates released to them.
The procurement will ensure the following benefits will be accrued:
1)Value for Money. An RFQ procurement process was carried out to ascertain value for money and the chosen supplier’s quote, came out the cheapest.
2)Cybersecurity – The procurement will ensure, older laptops within the Tendring estate are replaced with newer ones that will continue to receive important security updates.
3)Business Continuity. Minimal service disruption and business continuity risk to a complex range of critical digital council support services.
4)Procurement procedures – The obtaining of quotes for the devices was carried out through an Request For Quotation (RFQ) process.
5)Resilience enhancements – The devices procured will ensure that the councils devices remain resilient throughout.
The procurement route was carried out using a Request For Quotation (RFQ) procurement process.
Budget is in place within the IT budgets for this procurement.
The costs for this procurement totalling £37,629.90 broken down are:
•£6,094.55 for 55 docks
•£31,535.35 for 55 laptops
From an equality/ accessibility perspective all of the council’s IT supportive services will continue to be offered in an accessible manner.

Decision

To procure new laptops and docking stations, replacing equipment that is at the end of its realistic lifecycle and thus does not have the required specification to be able to be upgraded to Windows 11.

Alternative options considered

Option 1 - Doing nothing is not an option.
Option 2 - The service has minimal device (laptop and docks) stock levels and this new stock will be issued/ utilised within weeks