Agenda and draft minutes

Microsoft Server and Cloud Enrolment for the supply of Microsoft Cloud Server Licence Subscriptions, Cabinet Member Signing
Friday, 12th April, 2024 11.00 am

Contact: Kodi Sprott, Principal Committee Coordinator Email: kodi.sprott@haringey.gov.uk

Items
No.	Item
1.	Filming at meetings Minutes: The Chair referred to the notice of filming at meetings and this information was noted.
2.	Apologies for absence To receive any apologies for absence. Minutes: There were none.
3.	Declarations of interest A member with a disclosable pecuniary interest or a prejudicial interest in a matter who attends a meeting of the authority at which the matter is considered: (i) must disclose the interest at the start of the meeting or when the interest becomes apparent, and (ii) may not participate in any discussion or vote on the matter and must withdraw from the meeting room. A member who discloses at a meeting a disclosable pecuniary interest which is not registered in the Register of Members’ Interests or the subject of a pending notification must notify the Monitoring Officer of the interest within 28 days of the disclosure. Disclosable pecuniary interests, personal interests and prejudicial interests are defined at Paragraphs 5-7 and Appendix A of the Members’ Code of Conduct Minutes: There were none.
4.	Deputations/petitions/questions Minutes: There were none.
5.	Microsoft Server and Cloud Enrolment for the supply of Microsoft Cloud Server Licence Subscriptions PDF 497 KB Minutes: Award of contracts under Contract Standing Order (CSO) 3.01(b) stated that contracts valued at £500,000.00 (five hundred thousand pounds) or more must be awarded by the Cabinet or delegated Lead Member. To direct award a new contract for the supply of the Council’s Microsoft (MS) cloud server licence subscriptions, under Crown Commercial Services Framework RM6098, Lot 3, through a new MS Server and Cloud Enrolment (SCE) agreement. The new SCE would be awarded to Bytes Software Solution Ltd (Bytes), an MS Licencing Solution Partner (LSP) and is eligible for the new Memorandum of Understanding (MoU) pricing structure and discounts. There was currently a new Public Sector (PS) MoU, referred to as Digital Transformation Agreement 2024 (DTA24), being negotiated by Crown Commercial Services (CCS) and MS. DTA24 provided baseline pricing and significant discounts on the range of MS cloud server subscriptions required by the Council. The MoU DTA24 pricing and discounts were available through established procurement frameworks and by contracting with a MS LSP. The Cabinet Member queried the scope of the contract and was assured that this was to service the number of licences that the Council required at this point in time but that an annual review would be taken in advance each year to see if the Council needed to continue the arrangement. The Cabinet Member was assured that any additional spend would need to be agreed by the Director of Culture Strategy and Engagement in consultation with the Cabinet Member for Finance and Local Investment. The Cabinet Member RESOLVED That subject to contract standing order 7.01.(b) and 16.02 A new contract is awarded for the supply of the Council’s MS cloud server licence subscriptions to MS LSP Bytes Software Solution Ltd, through a new MS SCE agreement and Memorandum of Understanding (MoU) over a 3-year term, commencing 1 May 2024 and until 30 April 2027. To approve a contract value of up to £720,000.00, over the 3-year term. Reasons for decision The London Borough of Haringey’s current MS SCE agreement, for the provision of MS cloud server licence subscriptions, expired on 30 April 2024, with no option to extend. A new contract was required for the supply of MS cloud server licence subscriptions to support the continuation of digital operations within the Council. If the Council did not take any action before the SCE expired, Microsoft (MS) have confirmed server licencing will be impacted as detailed below: - Licences would no longer be supported via an active SCE agreement. - Unlicenced products would not receive updates, security patches nor support. - The Council would be in breach of MS Licence ‘Product Terms’. - Licences would cease to operate after approximately 30 days from the expiry date of the SCE and approximately 259 physical & virtual IT servers may cease to function effectively, The MS licence subscriptions supplied through the MS SCE agreement support a total of approximately 259 physical and virtual servers. The servers enabled the Council to deliver critical services. MS software was in strategic alignment to ... view the full minutes text for item 5.
6.	Exclusion of the Press and Public Item 5 is likely to be subject to a motion to exclude the press and public be from the meeting as it contains exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); paras 3 and 5, namely information relating to the financial or business affairs of any particular person (including the authority holding that information) and information in respect of which a claim to legal professional privilege could be maintained in legal proceedings. Minutes: Item 8 was subject to a motion to exclude the press and public be from the meeting as they contain exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); paras 3 and 5, namely information relating to the financial or business affairs of any particular person (including the authority holding that information) and information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.
7.	EXEMPT - Microsoft Server and Cloud Enrolment for the supply of Microsoft Cloud Server Licence Subscriptions View the reasons why item 7. is restricted Minutes: The Cabinet Member considered the exempt information.
8.	New items of exempt urgent business Minutes: There were none.