Agenda item

To consider the report and make any appropriate recommendations to Cabinet.

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This item was taken after item 7 on the Agenda.

The ICT Manager presented the report and explained that the three-year Enterprise Agreement covering all Microsoft licencing for the authority was due for renewal by 1 April 2022.

The Panel’s attention was drawn to the following sections of the report:

•           Background.

•           Options considered.

•           Financial Implications.

•           Risk Management Implications.

The Chair thanked the ICT Manager for the report and invited questions from the Panel.

Under Standing Order 34, Councillor de Whalley thanked the ICT Manager for forwarding details of the security arrangements and commented that Open Source was considered better value for money than Microsoft and asked if the Council had investigated Open Source.  In response, the ICT Manager explained that the Council had previously looked at Open Source and Open Office and Microsoft and advised that way that the Borough Council and most local authorities operated, the system needed to be compatible with templates, etc and Microsoft had been identified as the best match for the Council.  It was noted that Open Source was a good system and offered a good solution but did not fit the needs of the Council.  The importance of an integrated solution across the authority was highlighted.

Under Standing Order 34, Councillor Kemp asked if the Council would be looking at any other providers, innovative investment or developing homegrown solutions in order to save money.  In response, the ICT Manager explained that the Council did undertake small developments but did not have the resource to undertake the magnitude of work to develop a homegrown solution.  In conclusion, the Panel was advised that the Council was always looking at innovate ways and would continue to do so.

The ICT Manager responded to questions from Councillor Morley on the Agreement with Bytes Software Services and CCS Aggregation.

Following questions from Councillor Ryves on there being no suitable alternative to Microsoft, the ICT Manager explained that it would have cost the Borough Council more for the software to remain on premise than to move to Microsoft Cloud.  The Panel was advised that the Local Government Association had expressed concern regarding the increase in price and had held negotiations with Microsoft.

The ICT Manager responded to questions from Councillor Humphrey on the winning supplier – CCS aggregation.

In response to questions from Councillor Ryves regarding sharing knowledge with other local authorities with regard to procurement, the ICT Manager explained that wherever practicable the Borough Council would talk to other councils.

The Chair, Councillor Moriarty asked with regard to hardware, would there be any impact on Councillors.  In response the ICT Manager explained that there would be no impact on Councillors.

Councillor Long, Portfolio Holder for Corporate Services explained that he had also asked the ICT Manager it there was an alternative to Microsoft but had received a response that only Microsoft was compatible with the Borough Council’s systems.

Councillor Morley referred to the reason for decision and suggested be amended to read – To maintain service provision at the lowest possible cost.

The Chair therefore proposed that the reason for decision be amended to read to maintain service provision at the lowest achievable cost, which was seconded by Councillor Morley and agreed by the Panel.

RESOLVED:  The Panel supported the recommendation to Cabinet to approve the renewal with Bytes Software Services subject to the reason for the decision being amended to read:

To maintain service provision at the lowest achievable cost.