Decision details

Decision Title

Unified Communication (Telephony) and Contact Centre platform

Date of Decision:

02 November 2023

Decision Maker:

(Including Job Title)

Luke Sayers; Assistant Director of Customer, Information and Digital Services (CIDS)

Specific Delegation:

(If any)

Executive functions – Procurement (c) To make decisions in relation to commissioning and procurement activity. Such activity should be carried out in accordance with the Finance and Procurement Procedure Rules.

Brief Description of Decision:

To make a direct award and appoint 8x8 Ltd to provide the Council’s Unified Communication (Telephony) and Contact Centre platform.

Reasons for the Decision:

Following evaluation of the procurement options against the Council’s requirements, the Council used the Kent County Council via KCS Communications Solutions and Associated Telephony Services Framework (Y22007) to undertake this procurement exercise, in accordance with the Council’s FPPR’s. This framework allows for a direct award.

Details of alternative options considered and rejected:

·  Above Threshold – Open Tender Process - There is a need to act quickly to ensure service continuity.  As the potential value of the contract is above the threshold set out in the Procurement Contract Regulations (£189,330), the timescales associated with undertaking this type of procedure are too long and as such this option was discounted. 

·  Above Threshold – Restricted Tender Process - There is a need to act quickly to ensure service continuity.  As the potential value of the contract is above the threshold set out in the Procurement Contract Regulations (£189,330), the timescales associated with undertaking this type of procedure are too long and as such this option was discounted. 

·  Direct Award – Crown Commercial Services (CCS) G-Cloud 13 Framework (RM1557.13).Although the Council can enter into a direct award through this framework it does not offer value for money.

·  Further Competition – Kent County Council via KCS Communications Solutions and Associated Telephony Services Framework (Y22007).  There is a need to act quickly to ensure service continuity, the timescales associated with undertaking this process are too long and as such this option was discounted.

Conflicts of interest declared by any Executive Member consulted by the decision maker which relates to the decision:

No conflicts of interest raised

Dispensations Granted:

(If any)

Reports or parts of reports considered

The procurement business case was used to determine and agree the most appropriate procurement route.