ADD2291 Sharing Cities (H2020) Facilitation of Smart Use Case Workshop

Type of decision: 
Assistant Director's decision
Date signed: 
30 October 2018
Decision by: 
Jeremy Skinner, Assistant Director of Strategy, Insight & Intelligence

Executive summary

MD1574 approved the GLA’s acceptance of a grant award of €24,988,759 (€2.4m of funding was awarded for specific GLA activities) from the European Commission and approved expenditure at a high-level for the period January 2016 to January 2020 for the coordination and delivery of the ‘Sharing Cities’ programme.

As part of the Sharing Cities programme the Smart London Team intends to convene a series of four workshops with a range of important stakeholders to identify a suite of use cases that could provide scale up opportunities for smart city technologies in London. Facilitation expertise is required to support the successful delivery of these workshops and to maximise the outcomes.


The Assistant Director of Intelligence approves:

The use of up to £20,000 of Sharing Cities programme funds to procure facilitation expertise to support the delivery of four workshops.

Part 1: Non-confidential facts and advice

Introduction and background

In September 2015, the European Commission (EC) awarded the GLA and a consortium of 34 European partners a grant award to deliver the Horizon 2020 (H2020) Smart Cities and Communities ”Lighthouse Project” programme. This five-year programme supports the implementation and integration of very near-to-market smart city technologies and systems, to maximise their benefit in demonstrator areas and prove their replicability across wider city environments.

The project aims to develop, deploy and integrate replicable solutions in the energy, transport, data and ICT sectors in each of the three lead cities of London, Milan, and Lisbon. A further three ‘follower’ cities - Burgas, Bordeaux and Warsaw are actively involved with the three lead cities to validate city service designs and implement a number of specific solutions.

A total of €24,988,759 has been awarded by the European Commission to the consortium with €2.4m of funding awarded for specific GLA activities, €2.7m to the Royal Borough of Greenwich (RBG) and €1.3m to other London partners.

The programme aims to implement a number of measures in each of the ‘lighthouse’ cities. These include:

• Smart Lampposts – integrated smart lighting with other smart service infrastructures (eV charge; smart parking; traffic sensing; flow data; WiFi etc).
• Shared eMobility – a portfolio of inter-connected initiatives supporting the shift to low carbon shared mobility solutions, specifically: eV Car-Sharing; e-Bikes; eV Charging; Smart Parking; eLogistics.
• Integrated Energy Management System – system to integrate and optimise energy from all sources in districts (and interface with city-wide system); including demand response measures.
• Urban Sharing Platform (USP) – a data platform to manage data from a wide range of sources including sensors as well as traditional statistics; built using common principles, open technologies and standards.

Alongside implementation in the programme’s demonstration areas, the programme will aim to scale up and replicate such measures to other boroughs and cities. However, it is also important to explore the potential of smart technology use cases more broadly as there may be significant opportunities in other areas that offer highly impactful outcomes.

Therefore, the Sharing Cities Team will be convening a series of four thematic workshops to develop a suite of use case with important stakeholders in the areas of Community Safety & Crime; Health & Social Care; Transport & Environment; and Economic Growth.

Facilitation expertise is required to support the successful delivery of these workshops. Having requested appropriate suppliers on the TfL Supplier Framework, a number were identified however it was deemed that their expertise did not meet the requirement in this case. Therefore, TfL has advised that as the value of the contract will not exceed £25,000 approval would be provided to conduct a competitive tender process by inviting suppliers (three) to provide written quotes.

A budget of £20,000 has been allocated to this project based on an estimation of the market rate for the services required.

Objectives and expected outcomes

The GLA Smart London Team will be convening a series of workshops in late 2018 / early 2019 with the aim of identifying a suite of smart technology use cases to help establish areas of potential scale up in London.

The objectives of the workshops will be to:

• Identify new use cases in areas of high spend that could most benefit from smart technology (this is likely to include instances where smart technology is currently used or concerns about the use of smart technology).
• Develop a use case ‘menu’ for London Boroughs to aid decision making.
• Build the team’s engagement activities with a range of stakeholders in smart tech collaboration
• Provide useful intelligence to feed into the London Office of Technology & Innovation (LOTI).

Equality comments

The programme’s aims of introducing innovations in technology and improving the use of data are presenting new ways of meeting peoples' needs in urban landscapes. These technologies have the potential to transform the efficiency of city operations; city-level decision making; and the relationships with people and businesses to improve sustainability; while at the same time addressing resource pressures faced by communities and authorities.

An increased emphasis on technological solutions can have positive impacts on people with protected characteristics. Green buildings and improved infrastructure will cut carbon emissions, and alongside information about NOx emissions will improve health outcomes for Londoners. Smart-parking, self-driving cars and e-bike services can specifically support people with certain disabilities, while access to shared vehicles can increase mobility for those on low incomes.

Other considerations

a) Links to strategies and Mayoral and corporate priorities

The project directly contributes to the delivery of the Mayor’s key strategic objectives of the Smarter London Together Roadmap which aims to solve London’s environment challenges by bringing together people, technology and data.

b) Impact assessments and Consultation

TfL (Procurement & Legal) and LEDNET have been consulted in the development of this proposal and the tender specification.

c) Risk

Engaging the right stakeholders and securing their attendance remains a risk to the validity of the workshop outcomes. However, this will be mitigated with timely planning of the workshops and on drawing on appropriate bodies such as LEDNet as well as GLA teams to ensure engagement.

Financial comments

The expenditure of up to £20,000 will be funded from the 2018-19 H2020 Programme budget within the Intelligence Unit, where a full reimbursement of costs will be submitted and reclaimed from the European Commission (EC).

Activity table



Obtaining of quotes from 3 suppliers

1-7 November 2018


9 November 2018

Delivery Start Date

26 November 2018

Project set up and workshop preparatory phase

w/c 26 November 2018

Workshops 1-4 delivery

w/c 14 & 21 January 2019

Workshop write-up and other deliverables to the GLA

w/c 4 February 2019 

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