Decision Maker: Executive

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: July 17, 2025

Purpose: The Council's general software partner contract is coming to the end of its main term, and whilst a 1-year extension of this agreement is possible, Microsoft Enterprise Agreements (used for Microsoft licensing in the Council) usually come in 3-year terms, and therefore would not be possible under this arrangement. Microsoft licensed technologies remain at the heart of the Council's architecture and a replacement licensing agreement is therefore assumed to be required. The Council's Procurement team has identified a Crown Commercial Services aggregation process (procurement tendering process run on-behalf of multiple public sector organisations by Crown Commercial Services) dedicated to Microsoft licensing. This process is now completed, with the Council receiving pricing, and is seeking Executive approval to award to the winning bidder identified by Crown Commercial Services.

Content: Decision: 1.            Note and endorse the procurement exercise which was undertaken prior to seeking approval from the Executive, as set out in paragraph 6.3 of this report.[A1]  2.            [A2] [A3] Approve the award for Microsoft Enterprise Agreement to Phoenix Software Limited for a period of three years, with the option to extend the agreement by a further, single year at a combined cost of up to £1,091,000 (one million and ninety-one thousand pounds) Reason(s): 1.            Phoenix Software Limited provided the most economically advantageous tender, under the Public Contracting Regulations 2025, via the CCS Framework: RM6098 Technology Products and Services 2 – Lot 3, as per NFC190 Provision of Microsoft Licenses and related services – Lot 1. 2.            Phoenix Software Limited demonstrated the strongest commercial score out of all tenderers, and gave full confidence in their technical response, which included social value aspects. 3.            Further detail of the procurement process conducted, and recommendations are set out in Appendix 1 – Recommendation to Award report. Other options considered and rejected by the Executive: None. Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted: None.  [A1]What does this recommendation mean?  [A2]This procurement was not brought to Executive initially (for approval to proceed with activity). With guidance from [Mention was removed], we will need to have both the requirement and the award approved in one motion.  [A3]If you are meaning we didnt go to the Executive and we should have done under the CPRs, then the report needs to say that and why we didnt comply.  And the recommendation can be that the Executive NOTE that approval was not sought to the procurement exercise.