MD3121 ESRI (UK) GIS Software Maintenance

1.1.    Geographic information systems (GIS) are specialist software applications that allow officers at the GLA to exploit the spatial component of the large quantities of data used within the organisation. GIS software and its outputs (including maps) are used extensively by over 100 staff from teams across the GLA. The web-mapping services receive over 100,000 requests per day providing GIS information to a wide range of public, private and voluntary organisations or individuals.
1.2.    The primary software products used at the GLA are supplied by one of the market leaders, ESRI (UK) Ltd. That use falls into two distinct categories: desktop and server. Desktop products are typically installed on local PCs and are used for map production and analysis, whilst server products provide an infrastructure for developing mapping functionality on GLA websites.
1.3.    Entry by the GLA into an enterprise licence agreement (ELA) with ESRI would provide the following benefits to the GLA, over and above purchasing each product (see 1.4) individually:
•    enables a discounted cost for desktop, and particularly server, software
•    ensures that software can be kept up to date for the period of the ELA (including security patches)
•    provides access to new products on a trial basis
•    provides flexibility in the number of licences (for instance, extra licences can be accessed for a fixed period of time to support GIS training sessions or demonstrations).
1.4.    The table below provides a list of ESRI (UK) products in current use at the GLA.

1.5.    Recent web maps can be viewed here. 
Software use and maintenance
1.6.    All of the licences for ESRI (UK) GIS software previously procured by the GLA cover perpetual use, entitling officers to continue using the existing version of the software for as long as required. This MD and the associated ELA allow the GLA to access updates for such ESRI (UK) GIS software as is already owned by the GLA; and to access additional licences for the ELA period only.
Selection of ESRI (UK) as provider
1.7.    Given the value of the proposed contract, section 9 of the GLA’s Contracts and Funding Code (the Code) requires the GLA to seek a call-off from a suitable framework where possible; or, if this is not possible, to undertake a formal tender process to procure such services in relation to all contracts for goods or services with a value above £10,000. 
1.8.    ESRI (UK) is the sole supplier of ESRI software in the UK. Although the GLA has previously used the TfL GIS Framework as a route to market, this has now lapsed and TfL is making use of Crown Commercial Service’s Data and Application Solutions framework (agreement RM3821, Lot 2b: Environmental and Planning). As such, the GLA believes the appropriate route to market is a direct award of the ELA to ESRI (UK) under this Lot. 
1.9.    Additionally, continuing to contract with ESRI (UK) will provide compatibility with the existing service, in light of the knowledge and experience of meeting the GLA’s needs that ESRI (UK) has amassed.
Previous decisions
1.10.    In September 2007 the GIS programme of work was authorised (MA3204) to improve the GIS infrastructure in place at the GLA, including the procurement of GIS server software. Several desktop and server licences were also transferred from the Government Office for London to the GLA (MA2867).
1.11.    This MD follows on from: 
•    DD1237 (1 May 2014 to 30 April 2017) 
•    DD2111 (1 May 2017 to 30 April 2020)
•    DD2468 (1 May 2020 to 30 April 2023).
 

2.1.    The key objective is the supply of desktop and web-server software for the creation of maps, spatial analysis and the publishing of web map services.
2.2.    The software is available for immediate download from the ESRI website and in many cases is already installed on GLA hardware, meaning it will be available from commencement of the ELA.
2.3.    Entry into the ELA ensures that the GLA has sufficient licences to match the physical installations of ESRI (UK) GIS software.
2.4.    Examples of the essential uses to which ESRI software products are put and the value that they provide to the GLA are set out below:
•    London.gov.uk website – the GLA website contains over 50 mapping applications covering all of the main GLA directorates. These sites are all built using GIS data to communicate information to London citizens in a visual manner.
•    Planning Opportunities and Constraints Map – a key part of the process to digitise the planning system is to feed data back to developers, architects and Londoners in a consistent pan-London digital format. Data is processed using desktop GIS; and ArcGIS server provides an open Application Programming Interface (API). The planning applications considered by the GLA also rely on the corporate GIS.
•    Events – the Intelligence Unit makes extensive use of GIS software to assist colleagues in high-profile projects and events by creating maps for the general public to use and to inform officer meetings.
•    Air quality – GIS is used for analysis and creating layers to inform air-quality models.
•    Crime analysis – GIS is used to identify hotspots, process data and understand neighbourhoods.
 

3.1.    The GLA is required, in the exercise of its functions, to have due regard to the need to:
•    eliminate discrimination, harassment, victimisation and any other conduct that is prohibited by or under the Equality Act 2010
•    advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it
•    foster good relations between persons who share a relevant protected characteristic and persons who do not share it.
3.2.    The project is unlikely to have any difference in impact on any persons with a protected characteristic. The day to day impact of this procurement will be internal to the organisation as it relates to changes to business processes where matters are managed through GLA HR policies to ensure no adverse impact on any person with protected characteristics is created.
3.3.    By making data and maps more accessible and searchable, the implementation of this project will ensure that there is more transparency around the Mayor’s statutory strategies. Provisions for compliance with the Public Sector Equality Duty were included in the procurement process. New web maps will need to be developed and tested in accordance with the new GLA accessibility requirements which will ensure that there is no adverse impact on any person (with or without a protected characteristic). The GLA will continue to have due regard to the Public Sector Equality Duty in all work that is carried out with the ESRI (UK) software. 
3.4.    The analysis and interactive maps created with the software will support the Mayor’s programmes to reduce inequality in London, including the Rough Sleepers map, the London Rent map and High Streets for All.
3.5.    Overall, no adverse impacts have been identified as a result of entering into a contract for services with ESRI (UK) for use and maintenance of the above-described GIS software and related licences.
 

Key risks
4.1.    There is a risk that having paid for the software maintenance, the services are not actually called upon. However, in the past, the technical support services have been used on a regular basis.
4.2.    The GIS infrastructure in place at the GLA is relied upon for several high-profile projects and will form the basis for any future projects or developments that require mapping functionality. It is possible (though highly unlikely) that some existing or new projects are deemed surplus to requirements and that the GIS infrastructure would therefore no longer be required. 
4.3.    Any software upgrades will need to be implemented by appropriately trained staff and there is a risk that insufficient staff resources will be available to do so. The appropriate service-management procedures will be put in place to ensure that any required upgrades can be implemented in a timely manner.
Links to Mayoral strategies and corporate priorities
4.4.    The ESRI (UK) GIS software infrastructure forms part of a fundamental technology platform for several high-profile projects including the London Situational Awareness team, the London Development Database, the London Environment Strategy (including green infrastructure, flexible energy/heat grids, sustainable urban drainage) and the Cultural Infrastructure Plan.
4.5.    The redevelopment of the GLA website places an even greater emphasis on interactive maps to help the public understand the work of the GLA.
4.6.    The management and use of geographic data using ESRI (UK) GIS software forms a fundamental part of the work programme for the GIS team in the Intelligence Unit. The team provides a mapping and GIS service to a wide range of strategic projects within the organisation.
Conflicts of interest
4.7.    There are no conflicts of interest to declare from anyone involved in the drafting or clearance of this decision form.
 

5.1.    Approval is sought for the procurement of GIS software maintenance services and licences from ESRI (UK) up to a maximum expenditure of £268,533 over three years (approximately £90,000 per year). This will be funded from the GIS and City Data budget in City Intelligence. This will be a call-off arrangement and the estimate is based on recent years’ usage rates of specialist support, meaning costs may be lower than the approval limit stated.
5.2.    There is sufficient budget in this financial year to cover the annual payment; in subsequent years, this will represent a commitment that will be confirmed through the annual budgeting processes and therefore cannot be guaranteed. As a mitigation, the contract should include the standard break clauses to allow the GLA to terminate the contract if necessary.
 

6.1.    The foregoing sections of this report indicate that the decisions requested of the Mayor concern the exercise of the GLA’s general powers, falling within its statutory powers to do such things considered to further, or that are facilitative of, or conducive or incidental to, the promotion of economic development and wealth creation, social development or the improvement of the environment in Greater London. In formulating the proposals in respect of which a decision is sought, officers have complied with the GLA’s related statutory duties to:
•    pay due regard to the principle that there should be equality of opportunity for all people
•    consider how the proposals will promote the improvement of health of persons, and health inequalities between persons; and contribute towards the achievement of sustainable development in the United Kingdom
•    consult with appropriate bodies.
6.2.    In taking the decisions requested, the Mayor must have due regard to the Public Sector Equality Duty, namely the need to eliminate discrimination, harassment, victimisation and any other conduct prohibited by the Equality Act 2010; and to advance equality of opportunity, and foster good relations, between persons who share a relevant protected characteristic (race, disability, sex, age, sexual orientation, religion or belief, pregnancy and maternity, and gender reassignment) and persons who do not share it (section 149 of the Equality Act 2010). To this end, the Mayor should have particular regard to section 3 (above) of this report.
6.3.    The ELA must be procured in accordance with the Code and the Public Contracts Regulations 2015. Furthermore, officers must liaise with TfL’s procurement and commercial team to ensure that a call-off contract under the appropriate framework is executed between ESRI (UK) and the GLA before the commencement of the ELA.