Purpose

To request authority to procure an agreement for the supply and support of Microsoft Azure Services using a Framework Agreement.

Decision

That the Corporate Director Finance and Resources:

i)               Approves Brent Council’s participation in a call-off procedure under the KCS Y23065 – Software Products and Associated Services Framework Agreement for a call off in respect of the supply and support of Microsoft Azure Services.

ii)              Confirms there is sufficient budgetary provision for the proposed call-off contract.

iii)            Approves inviting bids under the Framework Agreement on the basis of the pre-tender considerations.

iv)            Approves officers evaluating bids on the basis of the evaluation criteria.

Reasons for the decision

The Council requires the provision of Microsoft Azure services to support the delivery of cloud infrastructure, hosting, and associated operational requirements for the London Boroughs and Brent, Lewisham and Southwark. It has been determined that the most appropriate means of securing these services is through the procurement of a contract by way of a further competition under the KCS Y23065 – Software Products and Associated Services Framework Agreement, which provides access to a full range of software and associated cloud services and is valid until 29 February 2028.

Alternative options considered

Officers considered whether the supply and support of Microsoft Azure Services could be delivered directly by the Council, however, the Council does not hold the required licensing status, technical capability, or commercial accreditation to procure Azure and related cloud services directly from Microsoft. Additionally, the Council does not have the capacity to manage the required billing, optimisation, and support arrangements internally. Officers therefore concluded that Microsoft Azure services are best provided by a specialist contractor with appropriate certification, expertise and access to the required commercial channels.

Officers have reviewed a range of procurement options, including conducting a full open tender process. However, it has been determined that undertaking an open tender would significantly increase the timescales, resource requirements, and administrative burden. In contract, using a Framework enables access to software and cloud-based services and offers a compliant, efficient and cost-effective route to market. Use of this Framework allows the Council to carry out a further competition quickly and securely, thereby reducing procurement time, costs and complexity.

Officers also considered the option of a direct award under the Framework. Whilst the Framework permits direct award for certain software and licensing arrangements, it was concluded that undertaking a further competition would provide greater transparency, value for money, and competitive pricing. Further competition also ensure equal opportunity for all approved suppliers on the Framework who are authorised to supply Microsoft products and cloud services.