Key information
Decision type: Assistant Director
Reference code: ADD359
Date signed:
Decision by: Emma Strain, Director, GLA Group Collaboration and Monitoring Officer
Executive summary
The External Relations team require video, photographic and lighting equipment for the GLA Photographer/Photo Editor, who is responsible for populating the GLA’s digital channels – London.gov.uk, official social media accounts, Instagram and email marketing templates - with high quality imagery and video content showcasing the work of City Hall with the aim of generating engagement in the GLA’s programmes, policies and opportunities.
Decision
That the Assistant Director approves expenditure of up to £11,000 to purchase photographic, video and lighting equipment.
Part 1: Non-confidential facts and advice
1.1 The GLA’s Digital Strategy set out in MD1326 – (which covers the London.gov website, social media and email marketing) aims to make the GLA’s digital channels:
- The first place to go for information about London government
- Modern, open and engaging
- Resourceful hubs
- A place to showcase the work of the organisation in a way that drives meaningful engagement.
1.2 In August 2014, the GLA employed a Photographer/Photo Editor to manage the existing image assets and to create new imagery and video to be used across our digital channels, which effectively showcases the work of the organisation, as part of the Digital Strategy. The imagery, which is currently held across the organisation, varies in quality and is not, for the most part, suitable for the digital channels.
1.3 The Photographer/Photo Editor requires specialist video, photographic and lighting equipment to undertake his role. The procurement will be by way of three quotes and TfL procurement will be consulted. Any procurement shall be undertaken in accordance with the Contracts and Funding code.
1.4 ADD221 approved the procurement of the minimum amount of equipment needed to be able to undertake basic professional photography; however, the equipment was reviewed after a six-month period, and more equipment is required to ensure that the photographer is equipped for the variety of subjects needed. For example, additional lighting is required for photographing large groups of people but the photographer has only two lights; an additional two are needed to prevent shadows. In addition, different lenses are needed as photography is being commissioned at a variety of indoor and outdoor locations - a more detailed explanation and use of the additional equipment sought is provided in the table below.
Table 1
2.1 The objective of procuring video and photographic equipment is to:
- Ensure the Photographer/Photo Editor can undertake his role and take photos which showcase the programmes, policies and work of the GLA
- Effectively fill the GLA’s digital channels – social media, email and London.gov with high quality photography and video, which drives engagement in our work.
- Deliver value for money by undertaking, where possible, photographic and video assignments in-house which external suppliers would previously have delivered.
3.1 The procurement process for this activity shall be undertaken in accordance with the Authority’s Contracts and Funding code.
3. 2 No adverse impacts are identified for this proposed decision, but the undertaking of new photography and video is expected to bring a positive contribution to equality measures through promoting the work of the GLA and the diversity of London.
4.1 The risks to the organisation of not having the all of the necessary equipment for the GLA Photographer/Photo Editor to use are:
- Poor quality photography on digital channels, which is a reputational risk.
- The Photographer/Photo Editor is unable to complete his roles and responsibilities to the best of his ability.
- GLA staff continue to procure all photography from external suppliers, where some of these tasks can be delivered in-house demonstrating value for money.
5.1 Approval is being sought for expenditure of up to £11,000 to procure photography, video and lighting equipment and will be met from the Brand element of the existing External Relations budget
6.1 The equipment will be procured upon approval in September/October 2015.
Signed decision document
ADD359 Photographic equipment (signed) PDF