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Executive (I)
Tuesday, 28th January, 2014

REPORT TO:70
DECISION NUMBER:PH/10/2014
EARLIEST DATE FOR DECISION:28th January 2014

THE APPOINTMENT OF INSIGHT TO PROVIDE DESKTOP/MOBILE HARDWARE TO SUPPORT THE ROLLOUT OF NEW MICROSOFT SOFTWARE AND FLEXIBLE WORKING
Matter for Consideration:
To consider the appointment of Insight Direct (UK Limited) to provide desktop/mobile hardware. This follows a tender process conducted via the Government Office Procurement Framework.
Information:
Linked to previous Cabinet Member Decision PH74/2012 a formal tendering exercise was undertaken in December 2013 to select a supplier to provide suitable desktop/mobile hardware. This is required to modernise the Council’s desktop hardware estate and ensure the rollout of Windows 7. The majority of the current hardware estate is 10 years old and therefore unsuitable to be upgraded to Windows 7 and incompatible with modern mobile working requirements. The existing estate runs Windows XP which is becoming obsolete and a security risk.

The Council invited tenders through the Government Procurement’s Service IT Hardware and Software (ITHS RM1692) Framework.

Insight Direct (UK Limited) has provided the most economically advantageous tender and it is the intention to enter into a formal agreement.

Does the information submitted include any exempt information?NO
Legal Considerations:
The Project is in line with the Council’s Contracts Procedure Rules and authority has been sought from the Head of Procurement.
Personnel Considerations:
None
Financial Considerations:
The costs of the commission will be met from within existing expenditure within the Council’s revenue budget with costs spread over a 5 years period supported by either prudential borrowing or leasing
Performance Management Considerations:
Performance will be managed via a contract including robust performance indicators and contract management procedures.
Risk Management Considerations:
A new contract needs to be in place in order to mitigate the security risks associated with the withdrawal of Windows XP, to ensure compatibility with the new ways of working required to support the Council’s Accommodation Strategy. This contract will also enable a productive workforce that is being required to do more with less as resources continue to diminish. Risk will be integrated as part of the overall approach to project management. The appointment of a specialist supplier will help minimise risk.
Relevant Officer:
Carmel McKeogh, Deputy Chief Executive- Human Resources, Communication and Engagement
Relevant Cabinet Member:
Councillor A. Cross
Consultation Undertaken:
None
Background Papers:
None
Is this a key decision?NO
Is the decision required in less than 5 days?NO
Recommendations:
To approve the appointment of Insight Direct (UK Limited) to supply desktop/mobile hardware.
Reasons for Recommendations:
It is essential that the Council enters a new contract as soon as possible due to the impending April 2014 Microsoft deadline for the withdrawal of Windows XP. The Council needs to progress its rollout as quickly as possible.
Is the recommendation contrary to a plan or strategy adopted or approved by the Council?NO
Is the recommendation in accordance with the Council’s approved Budget?YES
Other alternative options to be considered:
Not to proceed with the new contract, which risks leaving the Council with an obsolete IT infrastructure.
Policy, Overview, and Scrutiny Committee Chairman (where appropriate)
Date Informed: N/A
Date Approved: N/A
DECLARATION(S) OF INTEREST (if applicable)
None
Decision:
The Cabinet Member agreed the recommendation as outlined above namely: To approve the appointment of Insight Direct (UK Limited) to supply desktop/mobile hardware.
Date:28th January 2014
Reason for Decision:
It is essential that the Council enters a new contract as soon as possible due to the impending April 2014 Microsoft deadline for the withdrawal of Windows XP. The Council therefore needs to progress its rollout as quickly as possible.

Date of Publication:		28th January 2014


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