DD2468 ESRI (UK) GIS Software Maintenance

Type of decision: 
Director's decision
Code: 
DD2468
Date signed: 
17 March 2020
Decision by: 
Niran Mothada, Executive Director of Strategy and Communications

Executive summary

Approval is sought for the procurement of Geographic Information System (GIS) software maintenance services and desktop software licences from ESRI (UK) Ltd (ESRI (UK)) up to a maximum expenditure of £145,000 over a period of three years.

The GIS software provided by ESRI (UK) is used extensively by officers throughout the GLA for map creation and analysis tasks. It also provides an infrastructure for mapping functionality on the GLA website. Entering into an Enterprise Licence Agreement (ELA) will provide continued access for the GLA to a sufficient number of licences, ensure that the GIS software is kept up-to-date (including security patches) and ensure access to new products as they are released over the next three years.

ESRI (UK) have exclusive rights to provide the above described services within the UK and no other supplier is able to provide maintenance and support services in respect of ESRI (UK) GIS software in the UK.

Decision

That the Executive Director of Strategy & Communications approves:

Expenditure of up to a maximum of £145,000 for a three-year Enterprise Licence Agreement with ESRI (UK) Ltd for the period from 1 May 2020 to 30 April 2023 for GIS software maintenance services and sufficient desktop licences for all GLA GIS users, purchased through TfL’s GIS Applications and Associated Services Framework.

Part 1: Non-confidential facts and advice

Introduction and background

The Procurement of Original Software

  • In September 2007 a programme of work, known as the ‘GIS programme’, was authorised (MA3204) to improve the GIS infrastructure in place at the GLA, including the procurement of GIS server software.  ESRI (UK) were identified as having submitted the most economically advantageous bid and awarded a contract.
  •  
  • This DD follows on from DD1237 (that approved expenditure on a three-year Enterprise Licence Agreement (ELA) with ESRI (UK) Ltd from 1st May 2014 to 30th April 2017) and DD2111 (that also approved expenditure on a three-year Enterprise Licence Agreement (ELA) with ESRI (UK) Ltd from 1st May 2017 to 30th April 2020).
  •  
  • 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. The software products supplied by ESRI (UK) Ltd (ESRI (UK)) - recognised as a market leader - are used extensively by both the public and private sector throughout London, the UK and the world.
  •  
  • The ESRI (UK) GIS software used by officers at the GLA 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.
  •  
  • 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 individually:
  • discounted cost for desktop, but particularly server software;
  • ensures that software can be kept up-to-date for the period of the ELA;
  • provides access to new products on a trial basis; and
  • 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).

 

The table below provides a list of ESRI (UK) products in current use at the GLA.

 

Category

Product

Purpose

Desktop

ArcGIS Desktop

Creation, management and analysis of geographic data and large format map production

ArcGIS Extensions

Specialist modules for 3D visualisation, geostatistics and network analysis, Data review and publishing of read-only packages

Productivity Suite

Tools for conversion of Ordnance Survey data into useable formats

City Engine

Detailed 3D model creation and visualisation

LocatorHub

Address matching and gazetteer creation

Server

ArcGIS Server

Enterprise tools for publishing and managing geographic services, managing spatial databases and developing mapping applications via the Internet

ArcGIS Online

Tools for secure sharing of maps across the organisation or with partners

 

  1. Recent web maps can be viewed at https://www.london.gov.uk/what-we-do/research-and-analysis/webmaps-and-tools.

Software Use and Maintenance

  1. All of the licences for ESRI (UK) GIS software previously procured by the GLA cover perpetual use, entitling officers to continue to use the existing version of the software for as long as required. This DD 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. Given the value of the proposed contract, GLA officers acknowledge that section 4.1 of the GLA’s Contracts and Funding Code (Code) requires the GLA to seek a call-off from a suitable framework where possible or, if not, undertake a formal tender process to procure such services in relation to all contracts for goods or services with a value above £10,000. 
  2.  
  3. ESRI (UK) is the sole supplier on the relevant lot (Lot 1) of TfL’s GIS Framework which is open to the GLA . Lot 1 of the GIS Framework allows the GLA to call off services relating to: Enterprise licence applications which this decision form relates to and other services such as professional services and support relating to enterprise licence applications. The GLA consider the GIS Framework to be a suitable framework which enables the GLA to directly award to suppliers under it. As such, the GLA believes the appropriate route to market is a direct award of the ELA to ESRI (UK) under Lot 1 of the GIS Applications and Associated Services Framework II. 
  4.  
  5. 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 they have amassed.

 

Objectives and expected outcomes

Supply of desktop and webserver software for the creation of maps, spatial analysis and the publishing of web map services.

The software is available for immediate download from the ESRI website and in many cases is already installed on GLA hardware, meaning that it will be available from commencement of the ELA.

Entry into the ELA ensures that the GLA has sufficient licences to match the physical installations of ESRI (UK) GIS software.

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 such as the Schools Atlas (featured in London & national media), London Rents Map, Heat Map and Street Trees Map. These sites are all built using server GIS components to communicate information to London citizens in a visual manner.
• Planning Opportunities & 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 API.
• Events – the Intelligence Unit make extensive use of GIS software to assist colleagues in high-profile projects and events such as the Mayor’s Fund for London, New Year’s Eve fireworks and Big Dance 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.
• Rough Sleepers Map – desktop GIS used to process and visualise the data from a variety of sources. Secure interactive map for use by partners including Charities, Boroughs and Metropolitan Police.

Equality comments

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; and
• foster good relations between persons who share a relevant protected characteristic and persons who do not share it.

The project is unlikely to have any difference in impact on any persons resulting from a protected characteristic. The change as a result of this procurement day to day will be internal to the organisation being changes to business processes, where matters are managed through HR policies to ensure no adverse impact on any person with protected characteristics is created.

Externally the implementation of this project will ensure more transparency in the Mayor’s Strategies, making data and maps more accessible and searchable. 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 its Public Sector Equality duties in all work that is carried out with the ESRI (UK) software. 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.

The analysis and interactive maps created with the software will support the Mayor’s programmes to reduce inequality in London including Rough Sleepers map, London Rent map & High Streets for All.

Other considerations

Key Risks

There is a risk that having paid for the software maintenance the services are not actually called upon. However, based on past experience the technical support services have been used on a regular basis.

The GIS infrastructure in place at the GLA is relied upon for a number of 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.

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 strategies and Mayoral and corporate priorities

The ESRI (UK) GIS software infrastructure forms part of a fundamental technology platform for a number of high-profile projects, including the London Situational Awareness Team, London Development Database, Environment Strategy (including green Infrastructure, flexible energy / heat grids, sustainable urban drainage) and Cultural Infrastructure Plan.

The redevelopment of the GLA website places an even greater emphasis on interactive maps to help the public understand the work of the GLA.

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.

Consultation and Impact Assessments

GLA officers have consulted with colleagues in the relevant departments, including Planning, Environment, Regeneration and Technology Group to identify the potential impact of not continuing ESRI (UK) GIS software maintenance arrangements. These impacts include:

• GLA officers not being able to carry out work due to lack of desktop licences;
• potential failure or shutdown of public facing mapping websites due to software incompatibilities or lack of access to bug fixes and security updates; and
• additional expenditure on future software upgrades in order to meet potential demands placed on the GIS infrastructure.

The project does not process personal data and so does not fall under GDPR or require a Data Protection Impact Assessment.

GLA officers involved in the drafting or clearance of this form do not have any conflicts of interest to declare.

Financial comments

Approval is being sought for expenditure of up to £145,000 for the period 1st May 2020 to 30th April 2023 for GIS software Maintenance Services.

 

The costs will be funded from the City Intelligence Unit and Technology Group budgets over four financial years as shown below:

 

Financial Year

Intelligence Unit

Technology Group Unit

TOTAL

2020-21

£29,192

£12,975

£42,167

2021-22

£47,833

£0

£47,833

2022-23

£50,750

£0

£50,750

2023-24

£4,250

£0

£4,250

 

The ELA provides a substantial saving to the GLA over the list capital and maintenance costs. The GLA is obtaining value for money through joint negotiations with TfL and through the low cost of maintaining the software in comparison to the high value GLA gains from the various purposes it puts the software to (see sections 1.5 and 1.6).

Activity table

Activity

Timeline

Procurement of contract

March 2020

Delivery Start Date

May 2020

Delivery End Date

April 2023


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