Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Date of Decision: December 10, 2024

Purpose:

Content: RESOLVED: Cabinet; 1.     Authorised the Chief Information Officer to award a contract for the provision to the Council of replacement AV meeting room equipment and services, in compliance with the Council’s procurement processes and procurement legislative requirements; said contract to replace existing provision supplying services to the Council and to other partners via existing agreements (contractual provision of services to Northamptonshire Children’s Trust (NCT)). 2.     Authorised the Chief Information Officer to consolidate the approved meeting room refresh funding marked for ‘Office Optimisation’ along with other meeting room refresh budgets, to seek the best value procurement to meet the Council’s needs.   REASONS RESOLVED: 1.     The existing meeting room equipment was inherited from our predecessor authorities and is end-of-life, meaning it will not be supported by the manufacturer. This will pose increasing security risks to our data and services, as well as make repairs and replacements harder to source, unless we replace the equipment. 2.     The administration of differing equipment and services from various manufacturers and suppliers adds complexity (and thus risk) and time (and thus an inefficient use of staff resource). It is a more cost-effective use of staff time to standardise this, and to seek simpler modern solutions that are less labour-intensive to maintain and allow for a faster response time to problems. 3.     Flexibility and Accessibility: Modern meeting solutions leverage cloud-based platforms and mobile applications, enabling seamless connectivity from any location and device. This flexibility fosters remote collaboration, allowing teams to convene regardless of geographical barriers. 4.     Enhanced Collaboration Tools: Advanced features such as real-time document sharing, interactive whiteboards, and virtual breakout rooms facilitate dynamic collaboration and idea generation. These tools transcend the limitations of traditional whiteboards and flip charts, enabling teams to brainstorm and innovate effectively. 5.     Efficiency and Productivity: Streamlined interfaces and intuitive user experiences minimise setup time and technical complexities, maximising meeting efficiency. Integration with productivity tools like project management software and calendars ensures seamless workflow management and task alignment. 6.     Cost Savings: Modern meeting solutions eliminate the need for expensive hardware installations and maintenance associated with traditional meeting technology. Additionally, reduced travel expenses and overhead costs contribute to significant long-term savings for organisations. 7.     Scalability and Customisation: Scalable cloud-based infrastructure enables organisations to adapt meeting solutions according to evolving business needs and scale operations effortlessly. Customisable features and modular functional       ALTERNATIVE OPTIONS: 1.     Option 1 – Do Nothing ·       It is possible to continue running with the existing meeting room equipment and opt not to replace it, negating any planned short-term costs. ·       This carries notable risks: risks to the security of our IT estate (and access of our data by a hostile third party); reduction in the benefits associated with the Office Optimisation programme (i.e. the ability to rationalise the estate and ensure sufficient meeting spaces); and problems caused by failing equipment which is not replaceable like-for-like at the time of failure.   2.     Option 2 – Partial implementation ·       Commence a partial upgrade of meeting rooms, targeting specific areas of weakness. ·       A targeted partial upgrade would reduce the upfront costs of the work but fail to fully remedy any of the issues; it would be akin to “patching up” a system in need of replacement. Mixing and matching meeting spaces with old and new equipment would create a “two-tier” set of spaces, delivering only partial benefits and increasing frustration of users with any non-refitted meeting rooms. ·       The overall costs of reaching a complete replacement would increase owing to the complexity of doing the work in phases (and so a loss of economy of scale and price lock-in) but would reduce the headline costs in the near term. ·       While this remains an option to help spread the cost of the replacement, it does not represent a good overall value-for-money proposition for the Council, and perpetuates risks considered not acceptable from a professional IT perspective.   3.     Option 3 – Full Implementation ·       Commence a holistic, co-ordinated upgrade of the meeting room technology ensuring that all devices are fully supported and the given issues in section 6.1 are resolved. ·       This options fully addresses the issues and is recommended as such from a professional IT perspective. ·       This option supports the Office Optimisation project making all meeting rooms standardised, usable, collaborative, and supported making the reduction in office space more manageable for the authority.