Decision details

The Cabinet Member:

1. Authorised Peterborough City Council to join with Cambridgeshire County Council to contract collectively, as a Cluster Member, under a single Call Off Contract rather than as separate individual Call Off Contracts, for the supply of laptop devices and associated services for an initial period of three years from February 2022 to February 2025, with an option to extend for up 12 months, based on business need. Contract value is £1,755,000 for the total possible duration of 4 years.
2. Authorised the Corporate Director: Resources to award the contract to the successful bidder and vary this contract if the Council has to amend its detailed business requirements.

This call-off contract allows the Council to work directly with a supplier to mitigate the supply issues as much as possible. Procuring jointly with Cambridgeshire County Council has given Peterborough City Council a greater economy of scale which has secured a standard per device cost of £585 which is a discount of £100 per device compared to previous laptop procurements.

Continue as is without replacing the Chromebooks is not an option as the Chromebooks are becoming increasingly problematic leaving staff unable to work and reliant on an increasingly costly Citrix software environment

Continuing with ad-hoc procurement projects is increasingly likely to run into challenges as stock issues dominate the market and small procurements are given less and less priority leading to low availability and higher prices.

Peterborough City Council run its own large tender, this was considered but would mean committing to a high number of devices to ensure the higher discounts, by partnering with Cambridgeshire County Council both Councils could each agree to a lower-level minimum purchase while still offering enough purchasing power to draw a high discount.

This option, we believe is the best option for PCC and is reflected in the final per unit cost.

None.

No additional documents were used.