Decision details

Arrangement of ICT asset and peripheral disposal service

Decision Maker: Lead Specialist for ICT

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


Enter into a non-exclusive contract for the secure selling, recycling or disposal of ICT related assets including hardware and peripherals.

Reasons for the decision:

The Council uses ICT hardware and peripherals, but currently has no provider agreed for the secure selling, recycling or disposal of such assets.

This agreement is non-exclusive, and provides an option for the Council to securely dispose of hardware and peripherals that are no longer of use to the Council.

There is currently a backlog of such assets, using up space in the Council's offices. Assets with old or damaged batteries may also pose a fire risk. Prompt disposal will free up space, reduce risk to the Council and potentially enable the assets to be re-used or suitably recycled, dependent on their condition and quality.

Alternative options considered:

Officers discussed the option of investing time to wipe all hardware that is awaiting disposal, and build an inventory to attempt to sell the reusable items.

Sample lists were produced and shared with example providers, but the condition and age of much of the hardware made this uneconomic at this time.

Three suppliers were approached, one required a fee, two others did not. The Council therefore intends to agree a non-exclusive contract with the most responsive zero-cost supplier.

Whilst the provider has suggested no cost would be incurred based on the example inventory, this arrangement will assume a small cost may be incurred for hazardous or awkward items over the length of the contract. This will help ensure the Council can promptly dispose of redundant ICT hardware and peripherals over the life of the contract.

Source of Authority to take Decision:

Council Constitution dated 21st July 2023, Part 3, Page 3-42, paragraph 2(c):

2. To undertake the day-to-day management and operation of staff reporting to them and of the premises and services for which they are responsible in accordance with the policies and procedures laid down by the Council, including:

(c) entering into contracts (in consultation with the relevant Lead Councillor where the value is above £200,000), memoranda of understanding or other arrangements

Publication date: 08/09/2023

Date of decision: 08/09/2023