Decision details

Members received a report seeking approval to enter into a new 3-year contract for Microsoft server and database licences along with the associated financial implications.

The Council entered into an agreement previously with Microsoft in 2021. The SCE (Server and Cloud Enrolment scheme) was the most cost-effective way to cover the Council’s requirement for licences on its SQL estate (database environment) and server estate. This agreement was for a three-year period and was due to end on the 31st of March 2024, in order to retain the software assurance on these products a new agreement was required. Pricing for the new agreement was set by government with Microsoft, the department is planning to execute the agreement with Phoenix Software Limited through the KCS framework with the supplier providing the licences at cost.

If the Council did not renew these agreements, we would be in breach of Microsoft licencing terms as software assurance was required to run the software in the current format. The Council periodically had audits from Microsoft which would pick up any licencing shortfall and would result in the Council incurring additional costs. The new agreement would allow the Council to deploy any new versions of the software released over the term of the agreement allowing it to keep up to date with the latest software available. The agreement will fix the price of the agreement for the next three years.

RESOLVED –

That the Executive Board:

·       Approves the award of the contract to Phoenix software through the KCS framework.

·       Approves a supplementary capital estimate of £308k to fund the agreement.

·       Approves a virement of £210k (over 3 years) from the Corporate ICT Investment budget.