Decision details

The Cabinet Member for Business Services and Resident Experience introduced the report which contained the financial and value for money information relating to item 8, the award of a contract to XMA Ltd. She confirmed that the winning bidder had a good track record of delivering sizeable refresh projects.

RESOLVED:

1.         The information contained in this Part 2 report be noted in order to inform the recommendations that a call-off contract is awarded under the terms of the Crown Commercial Services Framework RM1054 to XMA Ltd up-to a value, as set out in the submitted report, for the provision of a Desktop and Laptop devices and associated Services for Surrey County Council to commence on 21 March 2016.

2.         The contract is for an initial period of one year with an option for the Council to extend for two further periods of one year.

Reasons for Decisions:

The winning tender demonstrates satisfactory quality and best value for money for the Council. The winning bidder XMA Ltd has a good track record of delivering sizeable refresh projects for the likes of Kent County Council, the University of Plymouth and some London Boroughs. Surrey County Council is confident that the supplier has the technical capability to perform the project and recognises that its project management and customer service experience may be tested when deploying each device to each member of staff.

The overall price and quality offered by XMA Ltd are compelling when compared to current and previously paid prices, offer the Council the opportunity to refresh its device estate at a much lower cost than expected. The actual cost and therefore saving of contribution to the Equipment Replacement Reserve (ERR) will depend to a reasonable degree on the rate of adoption for mobile thin client devices. 

Detailed assessments were made of all four of the bidders, particularly where the suppliers were new to Surrey County Council. The results of these evaluations and recommendation to award to XMA Ltd offers Surrey County Council, the most economically advantageous solution.