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DD2508 Upgrade of GLA correspondence management system

Key information

Decision type: Director

Reference code: DD2508

Date signed:

Date published:

Decision by: David Gallie, Executive Director of Resources

Executive summary

The correspondence system used by the Public Liaison Unit (PLU) and other teams in the GLA is over ten years old and runs on outdated software. A previous (unsuccessful) attempt to replace the system is under long term review and therefore the existing system needs to be urgently updated for security and supportability reasons. This decision form asks for approval of expenditure to upgrade this system to enable the GLA to continue to deliver its commitment to openness and transparency.

Decision

That the Executive Director of Resources approves:
Expenditure of up to £125,000 over a three year period to upgrade and support the GLA’s existing correspondence management system, which comprises:
- £80,000 one off capital expenditure from Technology Group capital budget from financial year 2020-21 for the redevelopment of the existing system; and
- £15,000 per year for three years’ maintenance and technical support from External Relations revenue budget to cover financial years 2020-21, 2021-22, and 2022-23.

Part 1: Non-confidential facts and advice

1.1. In October 2017 the Mayor approved replacement of the GLA's main correspondence system, as approved in MD2180, however the project encountered supplier side issues and the GLA is in the process of recouping and reallocating the expenditure approved within MD2180. The solution and expected outcomes articulated in MD2180 are now under long term review, particularly in light of the inevitable changes brought about following the Covid-19 pandemic, in particular the need to re-focus service provision and save money. The decision made in MD2180 still stands however the delay resulting from the review and the process of recouping expenditure has resulted in an urgent need to upgrade the system for security and supportability reasons and the review process is independent of this expenditure on an upgrade (the review does not preclude expenditure on this upgrade). If the review results in a recommendation not to replace the existing system that decision will be presented back to the Mayor in a new MD. Upgrading the system has become very urgent for security and supportability reasons.

1.2. Upgrading the existing system will allow the GLA to continue to deliver its commitment to openness and transparency.

1.3. The database being used for this system will be moved to an open source alternative and the operating system (Linux Ubuntu) will be upgraded to the latest version (also open source).

1.4. The total cost for this project is expected to be no more than £125, 000 (£80,000 capital and £15,000 per annum over three years).

2.1. Delivery of a solution which meets the support and security requirement for the GLA’s Technology Group and the functional, reporting and usability needs of GLA’s Public Liaison Unit (PLU) and other teams within the GLA.

2.2. Value for money will be achieved by leveraging both open source software and reusing existing functionality within the system. For example a list price for upgrading the existing database is over £150,000 and therefore the system is to be ported onto an open source PostgreSQL database architecture instead. In addition, market prices for a replacement system starts at around £300,000. Value for money can thereby be demonstrated by reusing existing components within the system and by making use of open source software.

2.3. We have engaged TfL Commercial to discuss options for the procurement approach, and value for money will also be achieved by making use of Crown Commercial Service procurement framework. It is proposed that the software and support services are procured by calling off the Crown Commercial Service 'Digital Outcomes and Specialists’ procurement framework or the TfL resellers framework.

3.1. The Public Sector Equality Duty as set out in section 149 of the Equality Act 2010 requires the Mayor of London as a public authority to have ‘due regard’ of the need to eliminate unlawful discrimination, harassment and victimisation as well as to advance equality of opportunity and foster good relations between people who have a protected characteristic and those who do not. Accordingly, this project will take due consideration of the positive and negative impacts on groups with protected characteristics.

3.2. Strategic equality, diversity and inclusion objectives are enshrined within the GLA’s programmes and activities according to the Mayor’s Equality, Diversity and Inclusion Strategy.

3.3. No adverse impacts are identified for the proposed works described in this document.

4.1. The upgrade of this system is part of the GLA’s continuing commitment to openness and transparency as articulated on our London.gov.uk website.

4.2. The use of open source software contributes to the GLA’s commitment to cost savings and delivering best value for money.

4.3. Notable project risks include the following:
• Poor response to tender. It is critical that potential suppliers with enough knowledge and expertise of the specific technologies used and specific configurations used at the GLA are attracted. Pre-market engagement and specialist procurement using the Crown Commercial Service 'Digital Outcomes and Specialists’ procurement framework will be used to address this concern.
• Security risk due to out-of-date software. This risk is being mitigated by the implementation of the upgrade as quickly as possible.
• Risk of service disruption during the implementation. This risk will be mitigated by testing the upgraded solution in the GLA’s test environment prior to implementation and by taking a full copy of all the components of the system prior to implementing the upgrade.

5.1. Approval is being sought for expenditure of up to £125,000 to upgrade and support the GLA’s Correspondence Management System.

5.2. This will be made up of £80,000 from Technology Group Capital 2020-21 Budget and £15,000 per annum for the annual maintenance and technical support as funded from External Relations 2020-21, 2021-22 and 2022-23 budgets. Future funding allocations are subject to the GLA’s annual budget setting process.

6.1. The foregoing sections of this report indicate that:

(a) the decisions requested of the Director concern the exercise of the GLA’s general powers, falling within the GLA’s statutory powers to do such things considered to further or which are facilitative of, conducive or incidental to the promotion of economic development and wealth creation, social development or the promotion of the improvement of the environment in Greater London; and
(b) in formulating the proposals in respect of which a decision is sought officers have complied with the Authority’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, health inequalities between persons and to contribute towards the achievement of sustainable development in the United Kingdom; and
- consult with appropriate bodies.

6.2. In taking the decisions requested, the Director 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 Director should have particular regard to section 3 of this report.

6.3. Officers have indicated in section 2.3 of this report that the intention is to procure the software and services from a Crown Commercial Service Framework. Officers must ensure:

6.3.1. the framework under which it is proposed the software and services required are to be “called-off” can be used by the GLA by virtue of its procurement by Crown Commercial Service on behalf of bodies such as the GLA in accordance with relevant procurement law;

6.3.2. the software and services required are procured fully in accordance with the requirements of that framework;

6.3.3. appropriate “call-off” documentation is put in place and executed by the successful bidder(s) and the GLA before the purchase of the software and commencement of the services; and

6.3.4. the terms of any agreements entered into with the suppliers do not have the effect of fettering the discretion of any successor administration, considering in particular the London elections taking place in May 2021.

Activity

Timeline

Issue tender documents

25 January 2021

Supplier response deadline

3 February 2021

Assessment

4 February 2021

Announcement

05 February 2021

Delivery Start Date

12 February 2021

Delivery End Date

28 May 2021

Project Closure

31 May 2021

None

Signed decision document

DD2508 Upgrade of GLA correspondence management system - Signed

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