Agenda item

At a meeting of the Shared Digital Joint Committee held on Tuesday, 20th February, 2018 at 7.30 pm in Committee Room 3, Town Hall, Judd Street London WC1H 9JE

 

MEMBERS OF THE COMMITTEE PRESENT

 

Councillors Jason Arthur (Chair), Danny Beales, Ali Demirci and Andy Hull

 

MEMBERS OF THE COMMITTEE abSENT

 

Councillors Richard Olszewski and Claudia Webbe

 

 

The minutes should be read in conjunction with the agenda for the meeting. They are subject to approval and signature at the next meeting of the Shared Digital Joint Committee and any corrections approved at that meeting will be recorded in those minutes.

 

MINUTES

 

 

1.

Apologies

Apologies were received from Councillors Richard Olszewski and Claudia Webbe.

 

2.	Declarations by Members of Pecuniary and Non-Pecuniary Interests in Respect of Items on this Agenda

There were no declarations of interest.

 

3.	Deputations

There were no deputations.

 

4.	Announcements

There were no announcements.

 

5.	Notification of Any Items of Business that the Chair Decides to Take as Urgent

There was no urgent business.

 

 

 

 

6.	Representations Received about Why the Meeting Should be Open to the Public

There were no representations received.

 

7.

Minutes

RESOLVED –

 

THAT the minutes of the meeting held on 30^th October 2017 be approved and signed as a correct record.

 

8.	*Contract Award for Shared Digital Mobile Phones/Devices

Consideration was given to the report of the Chief Digital and Information Officer.

 

The Chair commented that the savings that would be achieved with the recommended contract would be significant.

 

In response to a question about the length of the transition period, the ICT Programme Consultant explained that all three Councils currently had contracts with different providers.  To avoid financial liabilities, transition would take place from April 2018, with the final contract transition to begin at the end of June 2018.

 

With regard to Social Value, the ICT Programme Consultant confirmed that there would be measures in place to assess Social Value contributions.  In response to Members’ queries about the programmes in place across Camden, Islington and Haringey as outlined in paragraph 4.2 of the report, officers advised that further detail could be provided to the Joint Committee.

 

ACTION BY:             ICT Programme Consultant

 

Members requested information in future on how successful Social Value initiatives had been. 

 

ACTION BY:             Head of Procurement

 

It was also suggested that the Committee schedule a conversation on Social Value for a future meeting.

 

ACTION BY:             Chief Digital and Information Officer

 

RESOLVED –

 

1)          THAT the Committee noted and agreed the minor amendment to the procurement strategy reducing the initial contract period from 3 years to 2 years; and,

 

2)          THAT the Committee approved a contract award for the provision of mobile voice and data services including mobile devices to EE Limited. The contract will be for an initial period of 24 months with the option to extend the contract for a further 24 months through two, 12 month extension periods. The estimated contract value is £288,316 per annum and £1,153,264 in aggregate including contract extensions. This value will increase should the councils consume more data or add connections to the contract.

 

ACTION BY:             Chief Digital and Information Officer

 

Reasons: For the reasons set out in the report and above

 

9.	*Contract Award for Shared Digital Multifunctional Devices and Print Room Services

Consideration was given to the report of the Chief Digital and Information Officer.

 

The Chair commented that the report was a good news story for Shared Digital.  Members noted that it would be important for the Committee and residents to hear the outcome of Social Value initiatives such as participation in the apprenticeship scheme within the three Council areas.  Benefits other than financial savings should be communicated.

 

The Committee considered both contract procurements to be concrete examples of why the Councils had set up Shared Digital.  It was emphasised that savings achieved from ICT procurements had to be recycled back into Council budgets and not ring-fenced to ICT projects.

 

RESOLVED –

 

THAT the Committee approved a contract award for the provision of multifunctional devices and managed print services to Xerox (UK) Ltd. The contract will be for an initial period of 36 months with the option to extend the contract for a further 24 months through two, 12 month extension periods. The estimated contract value is £3,859,440.

 

ACTION BY:             Chief Digital and Information Officer

 

Reasons: For the reasons set out in the report and above

 

10.	Meeting Dates 2018/19

RESOLVED –

 

THAT the Committee approved the meeting dates for Shared Digital Joint Committee in 2018/19:

 

• 12 July 2018 (to be held in Haringey)
• 5 November 2018 (to be held in Islington)
• 28 March 2019 (to be held in Camden)

 

11.	Any Other Business that the Chair Decides to Take as Urgent

There was no urgent business.

 

 

 

The meeting ended at 7.47 pm.

 

 

CHAIR

 

 

Contact Officer:	Cheryl Hardman
Telephone No:	020 7974 1619
E-Mail:	cheryl.hardman@camden.gov.uk

 

MINUTES END