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M365 Renewal

Watford Borough Council

This public procurement record has 1 release in its history.

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27 Aug 2026 at 21:44

UK5 - Transparency Notice
Summary of the contracting process

Watford Borough Council is renewing its Microsoft 365 software and information systems. The requirement covers the council’s existing Microsoft 365 environment, including Exchange Online, Teams and the wider platform, together with continuity of licensing, support, consultation and professional services. The work is intended to maintain the current technical architecture and support the council’s Local Government Reorganisation technology workstreams. Delivery is for the council’s multi-site environment in Watford and its associated United Kingdom operations. The requirement is primarily a software and information-systems purchase rather than construction or general IT hardware. It involves maintaining and supporting an established tenant and its configuration, security, dependencies and support arrangements.

This is a completed procurement awarded through a direct award under NHS Digital Workplace Solutions 2, using a single-supplier technical-reasons rationale. Phoenix Software Limited was selected for the sole lot. The award value is £572,604.03 excluding VAT and £687,124.84 including VAT. The contract period is 1 October 2026 to 30 September 2029. A contract signature milestone was scheduled for 30 September 2026. The stated basis for the direct award is Phoenix Software’s embedded knowledge of the council’s complex, multi-site environment, supporting continuity and reducing technical and operational risk. The procurement is classified as above threshold, with the award category recorded as goods and CPV 48000000 for software packages and information systems.

This requirement indicates demand for suppliers able to manage Microsoft 365 licensing, tenant configuration, security, Exchange Online, Teams and related support in a complex, multi-site local-government environment. A credible competitor would need demonstrable Microsoft expertise, strong transition and continuity planning, and the capacity to provide consultation and professional services alongside licensing and support. Experience of integrating or consolidating existing Microsoft environments would be relevant to Local Government Reorganisation work, particularly where multiple councils, configurations and dependencies are involved. The award also shows the commercial importance of established technical knowledge, low-disruption service delivery and the ability to work with internal ICT teams managing business-as-usual activity, critical projects and organisational change.

How relevant is this notice?

Notice Information

Notice Title

M365 Renewal

Notice Description

M365 Renewal Direct Award via NHS - Digital Workplace Solutions 2

Procurement Information

*Phoenix Software has a deeply embedded understanding of the council's complex, multi site environment. This embedded knowledge is essential for maintaining the current technical architecture without disruption. *Awarding this work to Phoenix Software will ensure continuity of service, minimise risk, and help prevent disruption to critical services such as Exchange Online, Teams, and the wider Microsoft 365 platform. Their existing familiarity with our environment will enable efficient delivery and reduce the likelihood of downtime moving to a different vendor. As Phoenix set up our tenant, they have in depth knowledge of how the W3R set is. Moving away from Phoenix would incur further costs as new vendors would need to perform audits and workshops of the configuration and security of the tenancy as there would be a lack of knowledge. *This will also support the LGR contract management work stream, retaining the vendor and the contract without applying any significant changes by moving away to a different vendor and contract agreements. *A transition to a new supplier is currently not feasible as it would be resource-heavy for internal ICT staff already managing concurrent demands from BAU, critical projects, and the LGR. *Phoenix Software has been identified as the preferred partner for the LGR Technology Workstreams for consultation and associated professional services. *Phoenix is the established Microsoft licensing and support partner for Hertsmere Borough Council, Hertfordshire County Council and other Councils within Hertfordshire. Through these existing relationships, Phoenix has developed extensive knowledge and practical experience of the Councils' Microsoft environments, including tenant setup, configuration, licensing and ongoing support. *This existing expertise provides Phoenix with a strong understanding of the current technical landscape, configurations, dependencies and support arrangements across the participating organisations. This knowledge is particularly valuable in the context of LGR work considering the complexities of bringing existing Microsoft environments together and supporting the transition *Retaining Phoenix as the vendor, it will help the council with consultation and professional services during LGR to draw on an already established technical knowledge and experience, reducing the time required for initial discovery and familiarisation. This will also support continuity, minimise duplication of effort, and reduce technical and operational risks.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06ee24
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/082001-2026
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK5 - Transparency Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Direct
Procurement Method Details
Direct award
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
£572,604 £500K-£1M
Contracts Value
Not specified

Notice Dates

Publication Date
27 Aug 20262 weeks ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Oct 2026 - 30 Sep 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Pending
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Watford Borough Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
WATFORD
Postcode
WD17 3EX
Postcode Area
Watford
Country
England
Major Region (ITL 1)
TLH East (England)
Basic Region (ITL 2)
TLH2 Bedfordshire and Hertfordshire
Small Region (ITL 3)
TLH27 South West Hertfordshire
Delivery Location
Not specified
Local Authority
Watford
Electoral Ward
Park
Westminster Constituency
Watford

Supplier Information

Number of Suppliers
1
Supplier Name

Phoenix Software

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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