EAST AYRSHIRE COUNCIL CABINET 4 JUNE 2014 ROAD ASSET MANAGEMENT SYSTEM - UPDATE. Report by the Acting Executive Director of Neighbourhood Services

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1 EAST AYRSHIRE COUNCIL CABINET 4 JUNE 2014 ROAD ASSET MANAGEMENT SYSTEM - UPDATE Report by the Acting Executive Director of Neighbourhood Services 1. PURPOSE OF REPORT 2. To seek the approval of Cabinet for the Acting Executive Director of Neighbourhood Services to procure and implement WDM Ltd. s Maintenance Management Systems for the Ayrshire Roads Alliance in terms of Paragraph 21(1) of the Council s Standing Orders Relating to Contracts. 3. To seek the approval of Cabinet for the replacement of an earlier report considered by Cabinet on 19 March 2014 with the current report. 4. BACKGROUND 5. East Ayrshire Council is currently running Insight for Highways Version , by Symology Limited, to manage the roads maintenance management system (RMMS), primarily to programme and record the results of the inspections undertaken by the Clerks of Works. An earlier report was presented to Cabinet on 19 March 2014 which included various details relative to the operation of the current system. Cabinet subsequently approved the negotiation of a new contractual arrangement with WDM Ltd. based on the information provided at that time. A VEAT Notice was subsequently placed in the OJEU on 21 March 2014 and at the end of the period on 4 April 2014 no objections had been submitted in relation to the Notice. However, Symology Limited thereafter contacted the Roads and Transportation Service seeking to clarify several points of detail included in the narrative in respect of their software. They have also formally confirmed that they do not intend to challenge the decision taken to move to WDM Ltd. s system and that they will provide assistance in the data migration process. East Ayrshire Council enjoys a good working relationship with Symology Limited and is appreciative of their commitment to provide this assistance. 6. Having considered and reflected upon the issues raised by Symology Limited it is therefore deemed appropriate to return to Cabinet with a revised report expanding and clarifying on the detail originally presented to ensure that the potential functionality which could be offered by Symology Limited is not misrepresented. 7. Symology Limited have indicated that an interface to the Councils corporate mapping system, GGP, could have been provided. The current operating system was upgraded in 2010 from a DOS based system which previously did not incorporate any mapping functionality. Symology Limited confirmed at that time that mapping could be provided via two embedded mapping functions, one utilising ESRI ArcGIS and the other based on Cadcorp SIS. After further discussions Symology Limited confirmed that their additional mapping products could be configured to provide connectivity to the corporate system. This option was never progressed as no funding was identified for this and the system has been operated by the Roads and Transportation Service without mapping over the last four years.

2 8. In the earlier report three options were considered to ensure that the business objectives outlined within the Ayrshire Roads Alliance Service Plan can be delivered. These are set out below; Option 1 Take forward a new competitive tender exercise to procure a new fully integrated RAMS. This was rejected due to timescales in the implementation of the Ayrshire Roads Alliance. Option 2 Merge both East and South Ayrshire Councils existing data into Symology s Insight for Highways System as operated by East Ayrshire Council. This option considered the adoption of the existing East Ayrshire Council maintenance management system and made reference to poor integration with other related systems. This scenario refers to utilising the Symology Limited system for the roads maintenance function as currently operated by East Ayrshire Council as opposed to a fully integrated system. The service would still retain other systems for lighting, structures and fault reporting and is not intended to be a comparison to a fully integrated system supplied by Symology Limited. Option 3 Merge both East and South Ayrshire Councils existing data into the WDM Ltd. Maintenance Management System. This considered the adoption of the existing South Ayrshire Council system and expanding it to include all elements of the road service, including lighting, structures, footways and roads. 9. At this time it is considered that there is a greater level of justification for the Ayrshire Roads Alliance to proceed with the expansion of South Ayrshire Council s current WDM system (i.e. Option 3). By adopting the WDM system only staff from East Ayrshire Council will require retraining as the former South Ayrshire Council staff will already be experienced in its use. WDM have agreed to consider the Ayrshire Roads Alliance to be an existing customer and have offered a significant reduction on the standard implementation cost (a 37% discount). In addition, this system is used by our neighbouring authorities in North Ayrshire Council and Dumfries and Galloway Council to manage their road assets. While the service could continue to function with discrete systems to manage all of the road assets this would be operationally inefficient. For example the introduction of a single on-line fault reporting system covering both East Ayrshire Council and South Ayrshire Council operational areas to replace the two systems currently in use has the potential to improve the response times by ensuring that the information is directed to the appropriate recipient.

3 10. PROPOSAL 11. East Ayrshire and South Ayrshire Councils formerly paid a combined total of 47,199 annually for maintenance and support of their existing systems, split 20,099 to East Ayrshire Council and 27,100 to South Ayrshire Council. It should be noted that East Ayrshire Council has no cost related to a dynamic IT management system for structures, provision of which could potentially increase this cost by a further 5, Preliminary enquiries regarding the potential costs of an annual maintenance and support agreement with WDM Ltd for the Ayrshire Roads Alliance have been progressed. The system is a modular system and costs are incurred as each module is implemented. Indicative costs of 53,000pa have been identified and are shown in the table below along with the initial implementation costs; as indicated above this represents a 37% reduction per annum on the standard maintenance costs if the Ayrshire Roads Alliance was identified by WDM Ltd as a new client and includes unlimited licence access to each of the modules. 13. Set-up and data migration costs were considered in the Detailed Business Case for the Roads Shared Service as part of the review of existing ICT systems. It was recognised that transferring data between systems would be required to ensure continuity of service and costs were included to reflect this. This would be the case no matter what system was being implemented. Some work has already been undertaken successfully in this regard as data had to be transferred from South Ayrshire Council servers to East Ayrshire Council servers. WDM Ltd have confirmed that implementation and data migration costs will total 19,800 and again will only be charged as the various modules are introduced. This represents 9% of the total value of the proposed four year contract period. Module/System Implementation Payments Annual Reoccurring Payments Lighting Management System 5,000 14,000 Routine Maintenance System 5,000 17,720 Structures Management System 3,000 9,080 Remote Working for Lighting and 3,200 Included RMMS WDM PMS Including Scheme Manager Included 4,000 On-line Fault Reporting 1,200 1,200 Web Information Publisher 2,400 4,000 UKPMS Included 3,000 Total:- 19,800 53, These costs can be met from existing budgetary provision within the Ayrshire Roads Alliance and will provide additional functionality, such as remote working, and additional systems which are currently unavailable within East Ayrshire Council. These are

4 Web Information Publisher (WIP) This module provides an online (intranet/internet) dashboard which can be customised to show the following; Roadwork Information Programmed Work Completed Works On Line Fault Reporting This module allows call centre staff to log public fault reports which are then automatically transferred to the appropriate maintenance module. With the introduction of remote working these faults would then be passed directly to the clerk of works while on site rather than having to await their return to the office. This would replace the current Streetscene system previously developed in-house by East Ayrshire Council Roads and Transportation Service. WDM PMS Including Scheme Manager This module generates maintenance schemes based on the Clerks of Works inspections and from the SRMCS data. 15. FINANCIAL AND RISK IMPLICATIONS 16. A complete review of the road asset management systems was undertaken as part of the development of the Detailed Business Case for the roads shared service. It was noted that both South and North Ayrshire Councils used the WDM systems while East Ayrshire Council used a mix of incompatible systems. If the Ayrshire Roads Alliance adopts the use of WDM the system is also compatible with North Ayrshire Council and Dumfries and Galloway Council thereby ensuring that any future collaborative working is not restricted. 17. Both East and South Ayrshire Councils have statutory responsibilities to maintain the adopted road network under the Roads (Scotland) Act Failure to inspect and maintain the network would expose both Councils to potential risks associated with defects in the condition of the network. Integrating all aspects of road maintenance management, including roads, footways, structures and lighting into one system will improve the overall efficiency of the service. 18. LEGAL IMPLICATIONS 19. As detailed above, in terms of paragraph 21(1) of the Council s Standing Orders Relating to Contracts, Cabinet approval is required in respect of negotiating a tender with a single supplier. A Voluntary Ex-Ante Transparency (VEAT) Notice was placed in OJEU and no challenge was received and further, as explained above, Symology Ltd. have confirmed that they do not intend to challenge the decision to adopt the WDM Ltd. system.

5 20. The contractual arrangements will require to ensure Public Services Network compliance, in particular in relation to the supply of IT equipment to the contactor, which will allow the contactor remote access to perform maintenance tasks on the Council s WDM Ltd. modules; and the obligation of the contractor to keep their software up to date to ensure that it operates with the latest operating system and database patching. 21. There are no additional legal implications arising from the proposals identified within this report. 22. HUMAN RESOURCES IMPLICATIONS 23. Staff will require training in the new systems. Former South Ayrshire Council staff will already be familiar with the WDM systems for roads and structures and will be able to mentor East Ayrshire Council staff. 24. POLICY IMPLICATIONS 25. Nil. 26. RECOMMENDATIONS 27. It is recommended that Cabinet: i) Remits the Solicitor to the Council to award WDM Ltd a contract to supply and maintain the Road Asset Management System; ii) Approves the replacement of an earlier report considered by Cabinet on 19 March 2014 with the current report; iii) Otherwise, notes the content of the report Chris McAleavey Acting Executive Director of Neighbourhood Services 29 May 2014

6 BACKGROUND PAPERS None Members wishing further information, please contact Stewart Turner, Head of Ayrshire Roads Alliance, telephone Implementation Officer: Kevan Aitken, Network Manager, Ayrshire Roads Alliance, telephone

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