Decision details

IT Support to Consolidate Microsoft 365

Decision Maker: Assistant Director - Technology and Change

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes


To enable the new organisation to communicate and collaborate together as one council, the existing 8 instances of Microsoft 365 will need to be merged together from Day 1


To award a contract for a Microsoft 365 (M365) implementation partner from 1st July 2022 for approx. 18 months to transition the eight different installations and use of M365 into a single integrated service for the new authority by 1st April 2023.

Reasons for the decision:

Each of the eight NYC authorities use M365 to varying degrees, providing some of the following functions: email, collaboration (teams), file sharing, SharePoint and business intelligence. To enable the new organisation to communicate and collaborate together as one council and have a common email address, the existing eight instances of M365 need to be merged together into one tenant for vesting day.

The best option for compliantly awarding an implementation partner in the timescales allowed is to directly award from the KCS Y20011 Software Products and Associated Services Framework.

Alternative options considered:

Other options were to utilise a consultancy framework already in place for the Council but this was rejected due to the spend levels.

Another option was to run a further competition process via the KCS Y20011 Framework but the timescales were too tight to get this partner in place so that the work could be complete in time for the vesting date of 1st April 2023.

Publication date: 01/07/2022

Date of decision: 29/06/2022

Effective from: 09/07/2022