Content

Salford City Council – Record of
Decision
 
I Councillor Youd, Lead Member
for Finance and Support Services and chairman of the Procurement
Board, accept the recommendation of the Procurement Board and in
exercise of the powers contained within the Council Constitution do
hereby:
 
·    
approve to Award the Contract forthe provision of
End User Devices, as detailed in the table below:
 

Detail
required

Answers

Title/Description of Contracted
Service/Supply/Project

Provision of End user
devices

Procurement Reference numbers (DN
and CR number supplied by Procurement)

S1072

Name of Successful
Contractor

Kingsfield Ltd

Supplier Registration
Number
(to be supplied by
Procurement

03357539

Proclass Classification
No.
(to be completed by
procurement)

271200

Type of
organisation
(to be supplied by
Procurement)

Private Limited
Company

Status of
Organisation
(to be supplied by
Procurement)

Non-SME

Contract Value
(£)

£500,000

Total contract value £
(including extensions)

£500,000

Contract
Duration

One off purchase

Contract Start
Date

Click or tap to enter a
date.

Contract End
Date

Click or tap to enter a
date.

Optional Extension Period
1

N/A

Optional Extension Period
2

N/A

Who will approve each Extension
Period?

Choose an item

Contact Officer (Name &
number)

Peter Cowling

Lead Service
Group

Reform &
Transformation

How the contract was
procured?
(to be supplied by
procurement)

ITT

Framework Details (where
applicable)
(procurement body, framework
reference & title, start/ end date

Crown Commercial
Services
RM6068 Technology
Products
& Associated
Services
Lot 2 Hardware and Associated
Services
 

Funding
Source

Combination of Above (please detail
below)

Ethical Contractor (EC):
Mayor’s Employment Charter

No
 

EC: Committed to sign The
Mayor’s Employment Charter

No
 
 

EC: Committed to the principles
outlined in the Mayor’s Employment
charter

No
 

EC: Accredited Living Wage
Employer

No
 

EC: Committed to becoming
Accredited Living wage Employer

No
?

 
 
The Reasons are:
A
mini competition was held between all suppliers in Lot 2 of the
Crown Commercial Services RM6098 Technology Products and Associated
Services using the following criteria issued via The
Chest:

·    
To provide pricing meet a budget of
£500K.

·    
Equipment specification to be Microsoft Surface
Laptop 13 with latest Generation Snapdragon X Processor, 256gb SSD
and 16gb Ram.

·    
Supplied with extended warranties and auto enrolled
into Salford City councils’ Microsoft endpoint.

·    
Able to be delivered in full and invoiced by
1st February 2026.

·    
Evaluation 100% price only (lowest cost unit
price).
 
Of
the 33 suppliers on the framework invited to tender, the Council
received 4 compliant bids, and the remaining suppliers did not
respond.  All tender submissions were
received via The Chest before the closure deadline.
 
Tender
Evaluation
The
Evaluation panel consisted of Matthew Wall (Technology and
Architecture manager Ddat) and Peter Cowling (Digital Operations
Manager Ddat).
 
The
Tenders submissions were evaluated on a price-only basis due to the
requirements being set out to procure goods only, excluding
services with 100% scoring being allocated to the organisation that
can supply the most devices within the allocated budget of
£500K.
 
Of
the 4 respondents, none were rejected due to the specification of
devices being supplied incorrectly or insufficient.
 
Kingsfield Ltd provided the most competitive quotation to supply
698 units for a total value of £499,774.98.
 
The
Evaluation panel agreed that Kingsfield Ltd provided the most
financial benefit for the number of devices to meet the maximum
budget allowance and met the required specification and therefore
should be appointed as the successful bidder.
 
Social
Value
No
social value element was included in this procurement process due
to this being a purchase only request that includes no further
opportunity for the supplier to engage with ongoing expectations
within the contract term, however the Ddat management team will be
working alongside this supplier to look for Social value
opportunities including opportunities to provide retired equipment
into social projects/digital inclusion.
 
Options considered and rejected
were: None
 
Assessment of Risk:
There is a significant risk that should this procurement request
be declined the authority would be unable to provide digital
devices to returning Aspire employees who would then be unable to
fulfil their duties.
 
In
addition through turnover of equipment/ end of warranty devices and
updated security features, failure to procure will lead to
significant delays in onboarding new staff, replacement of ageing
equipment and impact to services due to breakages. Additionally,
the new equipment complies with the latest security standards the
authority is applying across services and will help strengthen the
protection against cyber incidents.
 
The source of funding
is:
This will be procured
within allocated budgets which comprises £280,000 relating to
Adult Social Care and £220,000 relating to the current
Hardware Refresh programme, all of which will be funded via the
Resource and Transformation approved Capital Programme.
 
Of the 698 procured laptops 379
will be allocated to Adult social care and 319 will be provided for
Hardware refresh.
 
Legal Advice obtained:
Yes
 
Financial Advice obtained:
Yes
 
Procurement Advice obtained:
Yes
 
HR Advice obtained:
N/A
 
Climate Change Implications
obtained: Yes
 
Contact Officer: Peter
Cowling
Telephone number: 0161 779
4996
 
Please delete from the bullets
below any which are not relevant:
·    
This matter is also subject to consider by the Lead
Member for         
Finance and support Services. The Lead Member has been consulted
and is supportive of the proposed contract.
·    
This matter is not subject to consideration by
another Lead Member.
·    
The appropriate Scrutiny Committee to call-in the
decision is the  Procurement
Board.
 
 

Signed:    Cllr J
Youd         Dated:    15 December
2025.
         
    Lead Member
 

FOR DEMOCRATIC SERVICES USE
ONLY:
 
*         This
decision was published on 15 December 2025
*         This
decision will come in force at 4.00 p.m. on 22 December 2025 unless
it is called-in in accordance with the Decision Making Process
Rules.