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The Vale of Glamorgan Council

Cabinet Meeting: 29 June, 2015

Report of the Leader

Telephone Lines and Calls Contract Renewal

Purpose of the Report

1.    To obtain approval for delegated powers to let a contract for the supply of telephone lines and calls.

Recommendations

1.    That delegated authority is granted to the Managing Director in consultation with the Leader to let a contract under the Crown Commercial Services G-Cloud 5 Framework Agreement for Council telephone lines and calls on the most economically advantageous terms to the Council.

Reasons for the Recommendations

1.    To have an appropriate contract in place for the supply of telephone lines and calls.

Background

2.    The existing Council contract with BT for telephone lines and calls has been in place for a number of years, has been largely trouble free and considerable savings have already been generated within that contract through negotiation.

 

3.    The Crown Commercial Services (CCS) G-Cloud 5 Framework Agreement has been selected as the most appropriate procurement vehicle for the renewal of this contract.

 

4.    The G-Cloud framework is an agreement between the government and suppliers who provide cloud-based services. The basic terms of use are agreed by both parties following a formal Official Journal of the European Union (OJEU) procurement process. This saves public sector organisations and suppliers the time and cost traditionally associated with individual procurement contracts. Buyers and suppliers will need to sign a ‘call-off contract’ for each service procured through the framework.

 

5.    The Council currently receives billing from British Telecom in a format called “One Bill”. Each month, this details the numbers and types of lines and quantities of each type of call that has been made. A typical bill was chosen as the evaluation matrix and the relative costs and details compared against all suppliers rates and tariffs listed on the G-Cloud portal.

 

6.    Welsh Government has mandated that all Public Sector bodies should use framework agreements where appropriate so the procurement process in this instance has been greatly simplified for the Council.

Relevant Issues and Options

7.    The contract will be awarded for a period of two years, which is the maximum period allowed under the G-Cloud framework. Given the changes in technology and the reduction in prices in this market place, a shorter term contract such as this means that the Council will be able to keep pace with these changes.

 

8.    The volumes of calls and lines will vary over the period of the contract as staff and office accommodation changes take place and the contract has the flexibility to allow changes without affecting the level of discount that has been agreed.

 

9.    The ICT telecoms team evaluated the offers received based on the cost and quality wrap of each proposal. Lines and Calls is quite a complex area, the Telecoms Team based their evaluation on their expert knowledge of our estate.

 

10.    As a result of the evaluation, our existing supplier, BT has been chosen as the most economically advantageous supplier.

Resource Implications (Financial and Employment)

11.    The award of this contract under this framework agreement will make savings over the current arrangements in place. It is anticipated that efficiencies of around 20% (circa £40k per annum) will be achieved.

Sustainability and Climate Change Implications

12.    There are no such implications that arise as a result of this report.

Legal Implications (to Include Human Rights Implications)

13.    The Council will need to enter into a contract under the terms and conditions of the G-Cloud 5 Framework Agreement which have been agreed by the Crown Commercial Service.

Crime and Disorder Implications

14.    There are no crime and disorder implications for this report.

Equal Opportunities Implications (to include Welsh Language issues)

15.    There are no Equal Opportunities implications for this report.

Corporate/Service Objectives

16.    This project comes under the priority outcome of Community Leadership

Policy Framework and Budget

17.    This is a matter for Executive decision.

Consultation (including Ward Member Consultation)

18.    No ward member consultation has taken place.

Relevant Scrutiny Committee

19.    Corporate Resources Scrutiny Committee.

Background Papers

The Crown Commercial Services G-Cloud 5 Framework Agreement

Contact Officer

David Vining - Head of Strategic ICT

Officers Consulted

Alan Jenkins - Section 151 Officer

Mike Walsh - Legal

Steve Leat - Procurement

Responsible Officer:

Rob Thomas - Managing Director