DD1375 Data Storage Expansion

Type of decision: 
Director's decision
Code: 
DD1375
Date signed: 
05 August 2015
Decision by: 
Martin Clarke, Executive Director, Resources

Executive summary

The GLA’s Technology Group (TG) seeks authorisation to conduct a procurement exercise for a 12 month contract for a cloud based hosted or on premise expanded storage with the option to extend for a further 24 months (36 months in total).

The business requirement for data storage is growing at a faster than anticipated rate. The Technology Group is continually monitoring the cost of on-site and cloud storage and having a data storage contract for 12 months will enable the GLA to meet current data storage demands as well as keeping costs to a minimum.

Decision

That the Executive Director approves expenditure of up to a maximum of £92,000 over a 36 month period for 60 terabytes of expanded storage to support new projects such as the expansion of the Safestats crime data hub initiative.  

Part 1: Non-confidential facts and advice

Introduction and background

1.1    MD1350 outlines and authorises the GLA’s approach to Information Technology (IT) infrastructure service delivery. Supporting the private cloud outlined in MD1350 are a number of current and legacy storage solutions. Rapidly increasing storage demands from the business coupled with rapidly changing market conditions has resulted in short term storage capacity issues and long term cost saving opportunities. As a result the GLA has a requirement to procure additional storage and to conduct a storage review. The expected costs and savings resulting from the storage review are to be confirmed. The total cost for the proposed 12 month expanded storage solution is expected to be up to £74,000 as outlined in section 5 below. 

1.2    The 60 terabytes (TB) of storage per site provides additional storage which can be used to support specific projects such as the Safestats initiative as well as other projects. A summary of the Safestats initiative is provided in section 4.3 below. 

1.3    The 60TB of storage per site is in addition to any previously procured storage.  

Objectives and expected outcomes

2.1 The procurement and implementation of around 60TB of expanded disk at each of the GLA’s two private cloud hosting sites as detailed in this report.

Equality comments

3.1    An equality impact assessment has been carried out. The proposals outlined in this report will result in certain remotely managed IT infrastructure technology being replaced by a different sort of remotely managed IT infrastructure technology and therefore no impact on any individuals with any protected characteristics has been identified.

Other considerations

4.1    This report addresses the GLA Business Plan 2014/15 to 2015/16 priority "Implement measures to strengthen business continuity of services at City Hall". This priority is addressed by working in partnership with TfL and thereby delivering cost savings.

4.2    The proposals outlined in this report contribute to addressing the corporate risk “C2 Business continuity” as outlined in the Corporate Risk Register by providing resilient managed data storage services. 

4.3    This storage supports the City Hall general business IT operation, as well as specifically providing additional storage for the expansion of the Safestats crime data hub initiative. ”SafeStats is London’s free data hub for crime analysts and community safety professionals. It hosts data from police, emergency services and other agencies, and it brings that data to life with interactive web-based tools”  

4.4    A competition between suppliers for the required solution will be undertaken in accordance with the GLA’s Contracts and Funding Code and using a framework contract such as the TfL internal resellers framework, Crown Commercial Services framework or open competition. 

Financial comments

5.1 Approval is sought by the Technology Group to conduct a procurement exercise to implement and expand the cloud base data storage at the Greater London Authority.   

5.2 The total estimated costs for the procurement of the storage unit and three years’ maintenance cost is £92,000.  The purchase of the hardware will be funded from the 2015/16 Technology Group capital budget at a cost of £65,000.  Maintenance of the hardware will be funded from the existing Technology Group revenue budget at a cost of £9,000 per annum, with the option to extend for a further 2 years at £9,000 per annum.

5.3 Discussion are ongoing for up to £19,000 of the capital funding for this equipment to come from MOPAC/MPS following a government grant to support expansion of the Safestats crime data hub initiative. This figure covers an increase from £23,000 per 45TB expansion shelf unit to £32,500 per 60TB expansion shelf unit.

Item

Unit cost

Qty

Total

 

 

 

 

Storage Expansion Shelf - 60TB

£32,500

2

£65,000

12 Month Support Contract

£4,500

2

£9,000

 

 

 

 

12 month total

 

 

£74,000

 

 

 

 

Optional 12 month extension

£4,500

2

£9,000

Optional 12 month extension

£4,500

2

£9,000

 

 

 

 

36 month total

 

 

£92,000

 

 

Planned delivery approach and next steps

Activity

Timeline

Procurement of contract

1 August 2015

Delivery Start Date

1 September 2015

Delivery End Date

1 September 2015

Project Closure

31 August 2016