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Decision details

Microsoft Enterprise License Agreement 2021-24

Decision Maker: Cabinet

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: Yes

Purpose:

A Microsoft Enterprise Agreement is a volume licensing programme that gives flexibility to purchase Microsoft services and software under one agreement. Our current agreement with Phoenix expires 30 April 2021 and IT are about to launch a framework procurement to renew this for another 3 years.

Normally the licenses are i.r.o £150k per annum (£450k for 3 years) however with the addition of the Teams Calls as the telephony solution (i.r.o. £30k per annum) this takes the yearly contract to i.r.o £180k and therefore possibly up to £540k over 3 years. The telephony procurement was awarded and agreed in 2020.

Discovery work has indicated the new licenses should be within the current expenditure and revenue budget and negotiations are underway between Crown Commercial Services and Microsoft on behalf of the wider public sector.

Cabinet is requested to give Delegated Authority to the Head of Digital and Transformation to enter into a contract with the awarded Provider through this procurement.

Decision:

RESOLVED

 

That the Cabinet delegates

 

a)            authority to the Head of Digital and Transformation (in consultation with the Cabinet Member for Planning and Economic Development) to approve the award of the contract for the renewal of the Council’s Microsoft Licenses following the appropriate procurement process (within the appropriate existing budgets).

 

b)            the negotiation, approval and completion of the all the relevant legal documentation following the award of contract to the Head of Digital and Transformation, Head of Legal, Governance & HR, in consultation with the Cabinet Member for Planning and Economic Development.

(Generic Delegation 2 & 3 will be used to enact this recommendation).      

 

 

Reasons for the Recommendations

 

To provide a key decision that will enable the procurement process to be awarded under delegated authority once the tender process has concluded.

Report author: Simon Jones

Publication date: 11/03/2021

Date of decision: 10/03/2021

Decided at meeting: 10/03/2021 - Cabinet

Effective from: 17/03/2021

Accompanying Documents: