Issue - items at meetings - ICT Data Centre and Hosting

Report of the Executive Director for Finance & Resources (copy attached).

(1)               That the findings of the options appraisal of the council’s future needs for data centre services as set out in paragraph 3.6 of the report be noted;

(2)               That the procurement of a contract for off-site data centre provision, with a contract term of up to 5 years with an option to extend for a further 2 year period be authorised; and

(3)               That the Executive Director Finance & Resources be granted delegated authority to identify and implement the most appropriate method of procurement, in accordance with the council’s Contract Standing orders, to award the contract and, subject to satisfactory performance of the contractor, to exercise the option to extend the contract for a further 2-year period.

153.1    The Executive Director for Finance & Resources introduced the report which detailed the results of an options appraisal and proposed that a procurement process be undertaken to enable a cost effective, flexible and resilient data centre to be provided for the council’s ICT systems.  She noted that partner authorities from the SE7 Group had been consulted helped to formulate the proposals for the relocation of the data centre and future storage requirements.

153.2    Councillor G. Theobald stated that this was a significant decision and one that he could not support at this point in time as he was unsure as to whether the committee members were technically qualified to make a judgement.  He felt that more information was needed before a decision was taken and had expected an officer on briefing on the matter before it came to committee.

153.3    The Executive Director for Finance & Resources referred to the options appraisal and noted that the best option was to have a co-located and hosted service which it was hoped an open procurement process would achieve.  She apologised for the lack of a briefing for Members but offered to take interested groups through the options appraisal at a separate meeting.

153.4    Councillor A. Norman stated that she was also concerned about the process and was not happy with the report at it stood and felt that given the substantial amount of money involved that an officer briefing should have been offered.

153.5    The Chair noted the comments and stated that he felt the process was very clear and referred to the options set out in appendix 1 to the report.  He therefore put the recommendations to the vote.

153.6    RESOLVED:

(1)         That the findings of the options appraisal of the council’s future needs for data centre services as set out in paragraph 3.6 of the report be noted;

(2)         That the procurement of a contract for off-site data centre provision, with a contract term of up to 5 years with an option to extend for a further 2 year period be authorised; and

(3)         That the Executive Director Finance & Resources be granted delegated authority to identify and implement the most appropriate method of procurement, in accordance with the council’s Contract Standing orders, to award the contract and, subject to satisfactory performance of the contractor, to exercise the option to extend the contract for a further 2-year period.

Note:   Councillors G. Theobald, A. Norman and Peltzer Dunn wished their names recorded as having voted against the above resolutions.