Decision details

Award of a Contract for Microsoft Licences for the London Borough of Southwark

Decision Maker: Strategic Director, Resources

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes


To approve the award of the contract for the provision of Microsoft Software Licences for the London Borough of Southwark. The award and contracting are delegated to the London Borough of Brent under the terms of the ICT Shared Service Inter Authority Agreement.


RESOLVED that the Strategic Director Resources awarded the contract for Microsoft 365 Licences to Trustmarque Solutions Ltd for a period of 3 years.


Reasons for the decision:

The London Borough of Southwark uses a number of Microsoft software products for the provision of desktop services to staff. These include the Windows Operating System, Office, Exchange, SharePoint, Project and Visio.


The current licences for these products come to an end on 31 March 2019. The licensing is on a subscription basis, and without the subscription the Council will not have use of the products. Therefore a new licensing arrangement needs to be in place from 1 April 2019.


The licences were tendered in advance of the start date of 1 April 2019 in order to avoid anticipated 6% - 10% price increases in Microsoft products, which come into effect this year.


Alternative options considered:

A tender evaluation was carried out by Digital Services. All tenders had to be submitted electronically no later than 12 noon on 27 November 2018. 6 tenders were submitted.


The scores received by the tenderers are included in Appendix 2, with Tenderer F being the highest scoring tenderer.

Interests and Nature of Interests Declared:


Reason Key: Signficant expenditure/savings of £500k or more;

Contact: Philippa Brewin, Senior Category Manager, Procurement Email: Tel: 0208 937 1733.

Publication date: 12/02/2019

Date of decision: 12/02/2019

Effective from: 20/02/2019

Accompanying Documents: