Issue - decisions

Matter for Decision: A project team has been set up to undertake the work of re-tendering the ICT Facilities Management Contract. The report sought approval to progress with the project, to agree member input to the process and to obtain the appropriate authority to award the contract.

 

Decision of the Executive Councillor:

 

The Executive Councillor resolved to:

 

        i.            Authorise the procurement of a new corporate ICT contract for a term of 5 years plus extensions.

      ii.            Agree proposals for member involvement with the Chair and Spokes of the Scrutiny Committee.

    iii.            Delegate authority to the Director of Resources in consultation with the Executive Councillor, Chair and Spokes of the Strategy and Resources Scrutiny Committee to identify relevant social value improvements for the service if the Public Services (Social Value) Act 2012 is implemented before any public procurement commences

   iv.            Agree authority for the Director of Resources to authorise award of the contract, in consultation with the Executive Councillor and the Head of Legal Services.

 

Reasons for the Decision: As set out in the officer’s report.

 

Any alternative options considered and rejected: As set out in the officer’s report.

 

Scrutiny Considerations

 

The committee received a report from the Head of ICT.

 

The committee made the following comments on the report:

 

        i.            A 3 year contract would be too short and may limit the number of suppliers willing to bid for the contract.

      ii.            Whilst being commercially attractive for suppliers, a 10 year fixed term contract would not be appropriate for the Council.

    iii.            ICT was central to the work of the City Council.

   iv.            Highlighted the need for an exchange of ideas, not just a briefing session, between members and officers.

     v.            Questioned the need for a Pre-qualification Questionnaire (PQQ). It was felt that the procurement process would be ‘self-selecting’ in terms of those bidding and those able to do undertake the work.

   vi.            Suggested that proposals for member involvement be agreed by the Executive Councillor in consultation with the Chair and Spokes.  

 

In response to member’s questions the Head of ICT and the Strategic Procurement Advisor confirmed the following:

 

        i.            Whilst a member of the Scrutiny Committee could in theory sit on the project team, it could be a long procurement process and be a big time commitment.

      ii.            The proposed term of the contract gave a balance between the value for money gained by a longer contract, and the flexibility of not being tied in for a term of 10 years.

    iii.            The funding for the core project remained at £950,000, with the additional £1m accounting for ongoing projects, licenses and consumables.

   iv.            Interest was being shown in the contract from small local companies as well as big national companies.

 

Councillor Herbert proposed the following amendment to recommendation 1:

 

Delete all and replace with:

 

“The Executive Councillor resolved to authorise the procurement of a new corporate ICT contract for a term of 5 years plus extensions.”

 

The Scrutiny Committee considered and approved the amended recommendation by 8 votes to 0 (unanimous).

 

The Executive Councillor approved the amended recommendations.