URL: https://democracy.southend.gov.uk/ieDecisionDetails.aspx?ID=1571

Decision Maker: Cabinet Member for Technology, Learning and Customer Services

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: To award a 3-year contract (with the option to extend for a further 12 months) with a supplier to complete the current refresh cycle for the procurement of laptops.

Content: That the award of a contract, following a compliant tender process, for the supply of end user devices as part of the Council’s Device Refresh Programme, be awarded to the successful suppliers as set out in confidential Appendix A to this decision record for a period of 3 years with an optional extension of 12 months.    That the Executive Director for Strategy and Change, in consultation with the S151 Officer, and Monitoring Officer be delegated authority to agree all necessary contractual documentation associated with the award.   Background and Drivers   The Council previously approved a rolling refresh programme for end user devices, based on a lifecycle of approximately 3–4 years. This approach ensures continued access to secure and supported hardware.   Changes to national procurement arrangements mean that aggregated procurements are no longer available. As a result, the Council has undertaken its own compliant procurement process via a Public Sector Framework.   A new contract is required to maintain continuity of supply and support the ongoing refresh of laptops, desktops, and associated equipment.   Procurement Process and Policy Outcomes   A compliant further competition was undertaken through an appropriate CCS framework, in accordance with the Council’s Contract Procedure Rules and applicable procurement legislation.   The procurement process included the issue of a specification, evaluation of bids against published quality and price criteria, moderation of scores, confirmation of affordability, and a final e-auction stage. The e-auction stage enabled the Council to ensure best value for the price submission for each bidder. The outcome of the procurement process and e-auction identified the most economically advantageous tender.   The contract award supports the Council’s Corporate Plan priorities by ensuring continuity, resilience, and value for money in the provision of a critical corporate service.    Contract Management   The contract will be managed by the Technology service in accordance with the Council’s contract management guidelines.   Performance will be monitored against agreed key performance indicators (KPIs) and service level agreements (SLAs), with regular supplier review meetings and defined escalation routes.   Financial performance will be monitored through existing budget management processes aligned to the Medium-Term Financial Strategy (MTFS).   The contract will be subject to regular operational review, including monitoring of delivery against agreed milestones, performance. Option 1 – Not recommended. Lease devices from a supplier/manufacturer. This approach would see the council enter into a lease agreement with a supplier for a fixed period. The benefits of this approach are a much lower upfront cost with monthly, quarterly, or annual payments. Additional supplier support could be provided throughout the lease (maintenance, break fix, replacement etc). This approach changes the method of funding from Capital to Revenue. The approach also creates restrictions on how the equipment is used and at the end of the lease equipment needs to be returned to the Lessor   Option 2 – Recommended. Procure devices via a tender process and replace on a rolling basis.   

Date of Decision: August 18, 2026