Agenda item - Microsoft Enterprise Subscription Agreement Renewals

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

RESOLVED: That the Committee –

(i)            Approved the award of a reseller contract for the provision of Microsoft software licence agreements to Phoenix Software Limited with a term of three years.

(ii)          Approved the award of software licence agreements to Microsoft, each with a term of three years for the following products and services under Microsoft’s Educational and Enterprise Licensing subscriptions:

(i) The Windows operating system (Windows 7, Windows 10);

(ii) Microsoft Office (Word, Excel, PowerPoint, Visio & Project);

(iii) Office 365;

(iv) The Microsoft Active Directory identity management service that securely manages user accounts;

(v) The Microsoft Active Directory access control service that ensures users are only allowed to access to their work;

(vi) The Microsoft SQL database service that stores the data for applications, including the Electoral Register (Xpress), Clients of Concern Register (CCR) and various document management systems (IDOX, Workforce 360);

(vii) The Microsoft Intune service that is used to secure and manage the

corporate iPhone devices issued to BHCC councillors and staff.

(viii) The Microsoft Direct Access service that allows user laptops to connect to the office from home.

(iii)       Provided authority to the Executive Director Finance and Resources to initiate a fresh review (reflecting the scope of the 2015 review that compared Microsoft with comparator products) of BHCC’s office software requirements with a view to reducing medium term BHCC dependence on expensive Microsoft products.

147.1  The Committee considered the report of the Executive Director Finance & Resources regarding options for the future provision of Microsoft software licence agreements and outlined the competitive procurement process which had been carried out in order to select a reseller to provide Microsoft software licence agreements.

147.2  Councillor Sykes suggested that it would be useful for the Committee to see some of the Procurement Advisory Board’s (PAB) comments on major procurement items such as this to help guide the Committee on its decision making. The Executive Director Finance & Resources agreed, and said that PAB had met earlier in the week and were happy with this proposal.

147.3  The Chair noted that an amendment had been submitted from the Green Group and asked Councillor Sykes to propose the amendment.

147.4  Councillor Sykes said that there were pros and cons of continuing with Microsoft, and that there were alternatives available which were significantly cheaper, and so the amendment was asking the Executive Director to consider other options over a period of time and not be reliant on one expensive provider. Councillor Sykes proposed the following amendment (changes in italics):

2.1       Approves the award of a reseller contract for the provision of Microsoft software licence agreements to Phoenix Software Limited with a term of three years.

2.2       Approves the award of software licence agreements to Microsoft, each with a term of three years for the following products and services under Microsoft’s Educational and Enterprise Licensing subscriptions:

(i) The Windows operating system (Windows 7, Windows 10);

(ii) Microsoft Office (Word, Excel, PowerPoint, Visio & Project);

(iii) Office 365;

(iv) The Microsoft Active Directory identity management service that securely manages user accounts;

(v) The Microsoft Active Directory access control service that ensures users are only allowed to access to their work;

(vi) The Microsoft SQL database service that stores the data for applications, including the Electoral Register (Xpress), Clients of Concern Register (CCR) and various document management systems (IDOX, Workforce 360);

(vii) The Microsoft Intune service that is used to secure and manage the

corporate iPhone devices issued to BHCC councillors and staff.

(viii) The Microsoft Direct Access service that allows user laptops to connect to the office from home.

2.3         Provides authority to the Executive Director Finance and Resources to initiate a fresh review (reflecting the scope of the 2015 review that compared Microsoft with comparator products) of BHCC’s office software requirements with a view to reducing medium term BHCC dependence on expensive Microsoft products.

147.5  The Executive Director Finance & Resources said the amendment was helpful, and said all options would always be considered and in future officers would ensure that there was transparency on possibilities.

147.6  Councillor Mac Cafferty seconded the amendment.

147.7  Councillor Janio said the Conservative Group would support the amendment, but noted that whilst some options may be cheaper they may cost more to maintain.

147.8  The Committee voted on the amendment and it was agreed.

147.9  RESOLVED: That the Committee –

(i)            Approved the award of a reseller contract for the provision of Microsoft software licence agreements to Phoenix Software Limited with a term of three years.

(ii)          Approved the award of software licence agreements to Microsoft, each with a term of three years for the following products and services under Microsoft’s Educational and Enterprise Licensing subscriptions:

(i) The Windows operating system (Windows 7, Windows 10);

(ii) Microsoft Office (Word, Excel, PowerPoint, Visio & Project);

(iii) Office 365;

(iv) The Microsoft Active Directory identity management service that securely manages user accounts;

(v) The Microsoft Active Directory access control service that ensures users are only allowed to access to their work;

(vi) The Microsoft SQL database service that stores the data for applications, including the Electoral Register (Xpress), Clients of Concern Register (CCR) and various document management systems (IDOX, Workforce 360);

(vii) The Microsoft Intune service that is used to secure and manage the

corporate iPhone devices issued to BHCC councillors and staff.

(viii) The Microsoft Direct Access service that allows user laptops to connect to the office from home.

(iii)       Provided authority to the Executive Director Finance and Resources to initiate a fresh review (reflecting the scope of the 2015 review that compared Microsoft with comparator products) of BHCC’s office software requirements with a view to reducing medium term BHCC dependence on expensive Microsoft products.