Decision details

SCC IBM Software and Hardware Maintenance Renewal

Decision Maker: Executive Director Resources

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: No



This contract is for the renewal of maintenance, services and software licenses for IBM hardware used by Surrey County Council (SCC).


The agreements are required whilst the SAP estate is in use and whilst the Council use Notebook and Analyst and the Trading Standards system. The SAP replacement program is underway but is unlikely to be completed in less than 2 years. The Analyst and Notes servers are required for at least a further 2 years although the trading standards system is being migrated to the cloud and will only require a maximum 1-year agreement.


There are three elements to this procurement:


1. Backup for SAP currently provided by Celerity (including Data back-up server software SAP on DB2 solution Tivoli Licensing a single supplier situation, and Flash Copy Manager)

2. IBM hardware storage – Storage Area Network (SAN) for SAP

3. IBM software – Lotus Domino renewal


The required products and services are only available from a single supplier/manufacturer. IBM do not provide the products and services directly, but work through partners. A suitable partner, Boxxe Limited (previously Software Box Limited), has been identified through a compliant procurement framework, provided by Health Trust Europe. The use of this framework and provider represents the most economically advantageous route to awarding this contract.




Decision made:


It was AGREED that:


1. a contract is awarded to Boxxe Limited under the HealthTrust Europe, ICT Solutions 2019 framework.


Reasons for the decision:

The award of the contract to Boxxe Limited represents the most economically advantageous outcome for Surrey County Council to purchase the required products and services to ensure continuation of the support of the SAP ERP Back-up and IBM infrastructure.


Alternative options considered:

Alternative options were considered for the procurement route and these are listed in the attached Procurement Report.


Interests and Nature of Interests Declared:


Publication date: 05/10/2020

Date of decision: 29/09/2020

Accompanying Documents: