REQUEST FOR DIRECTOR DECISION DD383 Title: Procurement of call-off contract from SASPAC s Framework Agreement. Executive Summary: The GLA manages the support, maintenance and development of the SASPAC software project on behalf of the GLA, functional bodies, London Boroughs, Health Authorities, Academic Institutions and a large majority of local authorities throughout the UK. SASPAC is used by these bodies to access a range of Census and other datasets and will also be required to analyse the 2011 Census results. It is therefore essential that the software is supported and continues to develop in the run-up to the next Census. The continued development of SASPAC has been identified as key to supporting Communities & Intelligence s Census deliverable of: Management and delivery of all projects related to the 2011 Census and earlier Censuses (GLA Strategic Plan 2010-12). Following the successful completion of an OJEU procurement exercise a Framework of suitable suppliers to provide SASPAC development and support services is now in place. The project is now in a position to call-off services from this framework. Decision: The Director s approval of the award of a one-year call-off contract to Jacobs Consultancy (from Lot 1 of the SASPAC Development and Support services Framework Agreement) with a value of up to 30,000 (met by SASPAC s income). AUTHORISING DIRECTOR/HEAD OF SERVICE I have reviewed the request and am satisfied it is correct and consistent with the Mayor s plans and priorities. It has my approval. Name Jeff Jacobs Role Executive Director of Communities & Intelligence Signature Date 1
PART I - NON-CONFIDENTIAL FACTS AND ADVICE Decision required supporting report 1. Introduction and background 1.1 The Greater London Authority Intelligence Unit manages the support, maintenance and development of the SASPAC software project on behalf of the GLA group, London Boroughs, Health Authorities, Academic Institutions and a large majority of local authority users throughout the UK. SASPAC is primarily used by these bodies to interrogate and analyse the decennial Census of Population undertaken by the UK Census Offices. 1.2 The Intellectual Property Rights (IPR) to the software currently reside with the Local Government Association (LGA) but the Authority manages and develops the software on their behalf. The software operates as a not-for-profit initiative and all the income received through users annual subscriptions - supports its continued development and maintenance. 1.3 The UK Census is undertaken every ten years and forms the basis for the calculation of resource allocation for regional and local public services. The next Census will be undertaken by the three UK Census Offices (Office for National Statistics (ONS), General Register Office for Scotland (GROS) and Northern Ireland Statistics and Research Agency (NISRA)) on 27 March 2011. 1.4 The development of the SASPAC software is self-funded through an annual user licence fee. Currently, there are over 230 organisations paying an annual subscription fee to support the continued development and maintenance of SASPAC. In order to facilitate this, SASPAC has a development fund that is built-up during periods of high membership (during the publication of the decennial census results) and drawn upon during periods of lower membership (the inter-census period). 1.5 SASPAC has proven to be an essential tool for users of Census statistics with over 390 organisations using the software following the release of the 2001 Census results. The software has been kept up to date for over three decades and continues to have a strong user-base today. In preparation for the delivery of 2011 Census results - and other datasets of interest - SASPAC is entering a period of development for which the Authority has completed an OJEU procurement exercise and a Framework Agreement of suitable contractors has been established (see MD612 for more details). 1.6 The Framework Agreement sets out the provision of SASPAC services under three distinct Lots: Lot 1: SASPAC development, maintenance and support - development, maintenance and support services for the existing SASPAC software. Lot 2: Web services and rich Internet applications - development, maintenance and support services for additional Web service-based applications. Lot 3: Strategic software development and support - provision of technology and strategic consultancy services in respect of SASPAC s ongoing development. 1.7 In accordance with the Ordering Procedure under this Agreement, the SASPAC Project wishes to execute a Call off Contract against Lot 1 and request the Lot 1 contractor to provide support, maintenance and development services relating to the existing application. This contract will be established and monitored following the procedure identified in the Framework s Terms and Conditions. 2
1.8 The contract value is estimated to be 30,000 and in place of a one-year period. 1.9 The Intelligence Unit is responsible for managing the Framework and all subsequent call off contracts. 2. Issues for consideration a) Links to strategies and Strategic Plan The continued development of SASPAC has been identified as key to supporting Communities & Intelligence s Census deliverable of: Management and delivery of all projects related to the 2011 Census and earlier Censuses (GLA Strategic Plan 2010-12). SASPAC is currently used in-house, by functional bodies, London Boroughs and various Health organisations across London to access a range of Census and other datasets. SASPAC will also be required to analyse the 2011 Census results. It is therefore essential that the software is supported and continues to develop in the runup to the next Census. b) Impact assessments and Consultation SASPAC is key to helping the Intelligence Unit provide its data management and analysis service and address the needs of the GLA, functional bodies and other London users. The progress of the project is overseen by a Strategy Group as well as a wider software user panel. The user panel, which consists of a group of experienced software users, have been consulted and are in agreement with the proposals outlined in this document. The panel membership includes the Greater London Authority as well as individuals representing Local Authorities in England, Scotland and Wales, the health sector and academic institutions. Further consultation under S.32 has therefore not been deemed necessary. c) Risk Possible risk: Failure to continue to support and develop the SASPAC software in the lead-up to the 2011 Census. Action to mitigate risk: Establish a call-off contract with a Framework contractor to provide maintenance, support and development services to relating to the existing SASPAC application. Possible risk: Failure to comply with annual support/maintenance agreements with existing users. Action to mitigate risk: Establish a call-off contract with a Framework contractor to provide maintenance, support and development services to relating to the existing SASPAC application for licensed users. Possible risk: Failure to support a 2011 Census services to support the GLA, functional bodies, London Boroughs and other SASPAC users. Action to mitigate risk: Establish a call-off contract with a Framework contractor to provide maintenance, support and development services to relating to the existing SASPAC application for licensed users. 3. Financial Comments 3.1 MD612 approved the establishment of a framework agreement for SASPAC development and support services for the period 2010-11 to 2012/13, which includes a lot for SASPAC development, maintenance and support. Approval is now being sought to call off the framework agreement (LOT 1) and award a contract for a period of one-year to commence in Dec 2010 until Dec 2011 (dates 3
are estimated at this time) to provide support, maintenance and development services relating to the existing application. 3.2 The estimated cost of the contract is 30,000 and will span two financial years (2010-11 & 2011-12). The costs will be funded from the SASPAC budget, specifically income generated from users through an annual software support fee each financial year. It should be noted that there are currently over 230 organisations paying the annual subscription fee to support the continued development and maintenance of SASPAC. 3.3 During the duration of the proposed contract and the framework agreement overall, the SASPAC income budget will be monitored on a monthly basis in line with the Authority s budget monitoring timetable to ensure that income generated throughout the framework s timetable is sufficient to cover the proposed contract costs. The position will be reviewed and if necessary remedial action taken. 3.4 All appropriate budget adjustments will be made. 3.5 Any changes to this proposal (including budgetary implications) will be subject to further approval via the Authority s decision-making process. 3.6 The Intelligence Unit (DMAG Group) within the Communities & Intelligence Directorate will be responsible for managing the framework agreement and all the associated contracts awarded from the framework. 4. Legal Comments 4.1 Sections 1-3 of this report indicate that: 4.1.1 the decisions requested of the Mayor relate to expenditure for the commissioning of services which fall within the Authority s statutory powers to do things facilitative of and conducive to the discharge of its general functions; and 4.1.2 in formulating the proposals in respect of which a decision is sought officers have complied with the Authority s related statutory duties to: (a) pay due regard to the principle that there should be equality of opportunity for all people; (b) consider how the proposals will promote the improvement of health of persons, health inequalities betweens persons and to contribute towards the achievement of sustainable development in the United Kingdom; and (c) consult with appropriate bodies. 4.2 The SASPAC Framework was let fully in accordance with the Public Contracts Regulations 2006 and the Authority s Contracts and Funding Code. The services required are Lot 1 services for the purposes of the framework. The sole framework provider of Lot 1 services is Jacobs Consultancy and therefore, a mini-competition exercise is not required. 4.3 Officers must ensure that all framework and call-off documentation is put in place and executed by both Jacobs Consultancy and the Authority before the commencement of the required services and should liaise with TfL Procurement is this regard. 4
6. Background/supporting papers Mayoral Decision Form MD612 SS-MW-IMPP3 Procurement Strategy ITC10917 - GLA SASPAC Director Decision Form 167 Mayoral Approval Form 2890 5
Public access to information Information in this form is subject to the Freedom of Information Act 2000 (FOI Act) and other legislation. Information on this decision will be included in the Mayor s report and decision list. The form will be available publically from then. Any facts and advice that should not be made automatically available on request should not be included in Part 1 but instead on the separate Part 2 form. Deferment is only applicable where release before that date would compromise the implementation of the decision being approved. Is the publication of this approval to be deferred? NO If yes, for what reason: Until what date: Is there a part 2 form NO ORIGINATING OFFICER DECLARATION: Legal Advice: The Commercial Law and Projects team has commented on this proposal. Financial Advice: The C&I finance team has commented on this proposal on behalf of the Assistant Director of GLA Finance. Tick to indicate approval Executive Director, Resources I have been consulted about the proposal and confirm that financial and legal advice have been taken into account in the preparation of this report. Signature Date 6