Issue details

21/00041 - Total Refresh Programme - End-User Devices

Reason for the decision-

 

KCC decision 15/00106 detailed a new End-User Device renewal programme (Technology Refresh Programme (TRP) 2017-2021).  The original devices purchased under this initiative, which are still in use within KCC, are now reaching the end of their useful life.  The replacement of devices enables continued delivery of the Council’s services and for the Council to exploit its technology capabilities.  The contract will be over £1million and is therefore a key decision. 

 

Background

The procurement exercise and device strategy is a key enabler to the delivery of KCC’s strategic ambition to support a modern workforce using modern technology tools. The Council over recent years has been increasing the mobility of its workforce, which has further accelerated as a result of the COVID-19 Pandemic, with over 6,000 KCC staff now working remotely. The TRP is critical to support the Council’s ongoing ambition to work flexibility and embrace a digitally enabled approach to the way services are delivered.  The strategy will consider the optimum model which supports the Council’s future operating model and include the procurement, build, distribution, and ongoing management of the devices throughout their lifecycle.  The strategy will be developed within the wider context of the Council’s Technology Strategy and ensure that the specifications are such that the Council is able to respond to the future pace of change and fully utilise the benefits of the Council’s technology investments.  

 

The new arrangement will need to cover the following equipment types:

 

         Laptop computers

         Tablet devices (such as Apple iPad and Microsoft Surface)

         Monitors

         Docking stations and other accessories

         Desktop computers to support a community provision such as public access to PCs in libraries.

         Mobile devices

 

The initial device specifications set out in the tender, will be sufficient to adequately support the various job profiles identified in the KCC Workforce Strategy.  Any device will support the latest operating systems, automated set-up and device-management, Microsoft Office 365 productivity suite and security products, and Council line-of-business applications.

 

The outcome of this procurement is to provide flexibility, to ensure that the Council is able to access a selection of devices to meet its business needs, for both staff and Members.  It will be designed to allow the specifications to change over the life of the contract, as device models are replaced, but also cater for new device-types as they arise within the personal computer device category.

 

Options (other options considered but discarded)

 

1.       Maintain current stock for a further 12 months - current policy is to hold laptop stock for four years and desktop PCs for five years.  The current kit has a warranty for three years, with the volume of laptop repairs increasing for the older devices over the last 12 months.  Older devices (2016/17 stock) are now needing frequent hardware support and maintenance, as well as being unable to support key modern workplace software tools (Microsoft Teams, etc).

 

As part of the strategy and procurement process, we will also consider the options for Device as a Service (which also encompasses device management) as well as a more traditional lease arrangement, alongside a purchase of the hardware and the current management arrangements.

 

Decision type: Key

Reason Key: Expenditure or savings of more than £1m;

Decision status: For Determination

Division affected: (All Division);

Notice of proposed decision first published: 11/05/2021

Anticipated restriction: Part exempt  - View reasons

Decision due: Not before 19th Jul 2021 by Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services
Reason: in order that the proposed decision can be published for a minimum of 28 days, in accordance with statutory requirements

Lead member: Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services

Lead director: Rebecca Spore

Department: Strategic & Corporate Services

Contact: 03000 413922 Email: dave.lindsay2@kent.gov.uk.

Consultees

The proposed decision will be discussed by the Policy and Resources Cabinet Committee on 13 July 2021.

Financial implications: The expected budget requirement for a full End-User Device refresh is expected to be circa £6million if purchased upfront. A budget is available and has been allocated within the current Asset Management Reserve for this. The current ongoing device-support arrangements are included in the technology budgets and are delivered by Cantium Business Solutions. If the strategy and procurement led to a leasing or Device as a Service solution, the money provisioned within the reserve, along with the annual budgets within the Council for ongoing device support, would be used to meet annual costs.

Legal implications: Legal advice will be sought in relation to the contract award.

Equalities implications: An EQUIA will be completed.