Decision details

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.

As Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services,  I agree to the Technology Refresh Programme Strategy, approve the award of a contract for End-User Devices (Technology Refresh Programme), following a competitive process, and to delegate authority to the Director of Infrastructure, in consultation with the Deputy Leader and the Cabinet Member for Finance, Corporate and Traded Services, to enter into the necessary contractual negotiations and legal agreements.