URL: https://democratic.bracknell-forest.gov.uk/ieDecisionDetails.aspx?ID=3998

Decision Maker: Cabinet

Outcome:

Is Key Decision?: No

Is Callable In?: Yes

Purpose: Procurement for all devices used by end users

Content: RESOLVED that   i.       Cabinet approves the Strategic Procurement Plan to procure core end-user devices to support current and future capital expenditures as part of the ICT hardware refresh programme, subject to approvals given under the capital PAD processes.   ii.     Cabinet approves the use of lot 1 of the NHS SBS framework (SBS10514) under further competition.   iii.    Cabinet delegates authority to the Executive Director: Communities, in consultation with the Cabinet Member, to accept the evaluated and preferred provider as per the project team's evaluation. i.       Officers and Councillors need access to appropriate end-user devices such as laptops, tablets, and PCS to carry out their day-to-day duties, such as communication, data collection and updating to deliver services, produce information management, and data analysis.   ii.     At Bracknell Forest Council, the refresh programme covering the replacement of different hardware technology is governed by the Capital PAD process. The programme includes refreshing devices to ensure they continue to meet minimum operating requirements, keep them safe and secure, and run on the most optimal operating system. It also replaces broken hardware technology outside of warranty which is no longer possible to fix.   iii.    The NHS SBS framework (SBS10514) provides a compliant route for local authorities to engage in a one-stop shop lot that gives access to multiple products as defined in our specification. i.       Option 1: Carry out a request for quote (RFQ) process for each device type required   This option was not considered viable as the volume of products could easily make an RFQ process above the threshold depending on market prices at the time of engagement. If this were to be the case, we would need to carry out a competitive open process as defined in the strategic procurement plan, and time could be lost, causing a delay in obtaining equipment the organisation relies on for service delivery.   ii.     Option 2: Use an alternative framework   Whilst other frameworks are available and open to local authorities, with minimal product price differences, the proposed framework allows for a one-stop shop approach, enabling all equipment types to be specified and procured through a signal lot, saving time in administration and providing visibility for future planning over the life of the contract. In addition, vendors are required to ensure alternative device provision considering supply chain disruption. In recent years, there have been several challenges around supply, and this requirement helps to mitigate the risk of interruption to the organisation. None

Date of Decision: June 24, 2025