DD2327 City Operations Unit – accommodation adaptations & IT equipment

Type of decision: 
Director's decision
Code: 
DD2327
Date signed: 
26 February 2019
Decision by: 
Emma Strain, Executive Director, Communities and Intelligence

Executive summary

As set out in the Mayor’s consultation budget for 2019-20 a new team will be established within the City Operations Unit to provide a situational awareness capability. To accommodate the new team there is one-off expenditure required to make some changes to office space and to purchase IT equipment. This cost is anticipated at up to £80,000 and will be incurred in 2018-19.

Decision

That the Executive Director of Communities and Intelligence approves expenditure in relation to the City Operations Unit of up to:

1. £30,000 for office accommodation adaptations;
2. £10,000 for the purchase of standard office furniture including desks and chairs; and
3. £40,000 for information technology equipment.

Part 1: Non-confidential facts and advice

Introduction and background

The Mayor has an important, strategic role in leading and communicating on events that affect the life of Londoners in all respects - transport, social, health, business, security etc. This responsibility has been especially important when a major disruptive incident has occurred. In such circumstances Londoners expect to hear from the leader of the city and it is critical that the Mayor has at his disposal the most accurate and current information to enable him to speak with authority and lead London in a crisis situation.

As set out in the Mayor’s consultation budget for 2019-20 a new team within the City Operations Unit will be established to provide a situational awareness capability with the ability to identify, process, analyse and comprehend the critical elements of information about what is happening and turn this information into actionable intelligence.

As part of the permanent establishment of the team, there is a need to carry out some accommodation adaptations, purchase standard office furniture and IT equipment. It was always envisaged there would be some one-off set-up costs in establishing the new team.

Objectives and expected outcomes

Once these accommodation works are complete and the necessary furniture and equipment has been purchased, the unit will be operational and in a position to deliver the outcomes set out in paragraphs 1.1 and 1.2.

Equality comments

The potential effects of the proposed accommodation changes and equipment purchases have been considered. Accommodation adaptations made will take into account accessibility needs and no other adverse impact is expected on equalities issues or any people with relevant protected characteristics under section 149 of the Equality Act 2010.

Other considerations

No risks or issues have been identified, and the equipment can be procured and adaptations made by the end of the 2018/19 financial year.

Financial comments

Approval is being sought for up to £80,000 to provide resources and accommodation adaptations for a new team within the City Operations Unit. The role of the team is to provide a situational awareness capability with the ability to identify, process, analyse and comprehend the critical elements of information when a major disruptive incident has occurred.

Item

Cost

Room adaptations

30,000

Furniture

10,000

IT equipment

40,000

Total

80,000

  1.  
  2.  
  3.  
  4.  
  5.  
  6.  
  7. ​​​​​​​The cost during the 2018-19 year will be as follows:

​​​​​​​The costs for this project will be funded from the corporate contingency budget for 2018-19.

Activity table

Activity

Timeline

Identify and agree suitable workspace location

February 2019

Requisition space

February 2019

Works start to make location suitable as an office

February 2019

Completion of works

March 2019

Accommodation ready for use

March 2019