DMFD188 Procurement of Replacement Server Hardware

1.1. Report LFC-0779 to the London Fire Commissioner (LFC) explains that the LFC physical server infrastructure is located over two data centres at Merton (primary site) and Stratford (fall-back site). A software-based operating system installed on 16 physical servers allows the creation of approximately 350 virtual servers. Eight of these physical servers are located at Merton, and eight at Stratford. This infrastructure provides the platform to run all LFC production and test server workloads, providing access to a large number of business applications for users.

1.2. Splitting the server infrastructure between Merton and Stratford data centres provides the LFC with disaster recovery capabilities between sites. Data can be replicated between sites in real time and provides the basis for continuity of operations, should there be interruption to ICT services at one site.

1.3. The server estate has proven itself to be an extremely reliable platform in terms of day-to-day availability of servers. It also offers excellent disaster recovery capabilities, which is vital for both planned and unplanned continuity events. However, the server estate has been in service for over five years and is now in need of replacement.

1.4. The costs set out in part 2 of the report are for the equipment purchase only. The replacement servers will have a warranty period from the manufacturer, which will be managed by the LFC’s existing hardware break/fix contractor. When the warranty period comes to an end, the maintenance and support costs will be included in the overall hardware break/fix budget, as with all other hardware.

2.1. The objective is to secure authorisation for capital expenditure to replace the existing server infrastructure. The equipment needs to be replaced to ensure that LFC ICT services are delivered on a modern hardware platform.

2.2. Whilst this is critical in its own right, remaining on supported platforms also allows the LFC to take advantage of technology developments. This ensures that the LFC can continue to receive essential security updates, which are published regularly in response to ever-changing security threats.

2.3. A successful outcome of the procurement will result in new hardware for both Merton and Stratford data centres. New equipment will have an updated specification, offering higher performance levels in support of LFC applications, and is expected to be in operation for up to five years.

3.1. The LFC and the Deputy Mayor for Fire and Resilience are required to have due regard to the Public Sector Equality Duty (section 149 of the Equality Act 2010) when taking decisions. This in broad terms involves understanding the potential impact of policy and decisions on different people, taking this into account and then evidencing how decisions were reached.

3.2. It is important to note that consideration of the Public Sector Equality Duty is not a one-off task. The duty must be fulfilled before taking a decision, at the time of taking a decision, and after the decision has been taken.

3.3. The protected characteristics are: age, disability, gender reassignment, pregnancy and maternity, marriage and civil partnership (but only in respect of the requirements to have due regard to the need to eliminate discrimination), race (ethnic or national origins, colour or nationality), religion or belief (including lack of belief), sex, and sexual orientation.

3.4. The Public Sector Equality Duty requires decision-takers in the exercise of all their functions, to have due regard to the need to:

i. eliminate discrimination, harassment and victimisation and other prohibited conduct

ii. advance equality of opportunity between people who share a relevant protected characteristic and persons who do not share it

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

3.5. Having due regard to the need to advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it involves having due regard, in particular, to the need to:

i. remove or minimise disadvantages suffered by persons who share a relevant protected characteristic where those disadvantages are connected to that characteristic

ii. take steps to meet the needs of persons who share a relevant protected characteristic that are different from the needs of persons who do not share it

iii. encourage persons who share a relevant protected characteristic to participate in public life or in any other activity in which participation by such persons is disproportionately low.

3.6. The steps involved in meeting the needs of disabled persons that are different from the needs of persons who are not disabled include, in particular, steps to take account of disabled persons’ disabilities.

3.7. Having due regard to the need to foster good relations between persons who share a relevant protected characteristic and persons who do not share it involves having due regard, in particular, to the need to:

i. tackle prejudice

ii. promote understanding.

3.8. An equalities impact assessment has not been produced. The procurement of replacement hardware will have no direct impact on users, and the hardware will reside in LFC data centres.

Workforce comments

4.1. There are no workforce consultations planned as a result of this report.

Sustainability comments

4.2. Any new procurement activity will need to be undertaken in line with the GLA Group Responsible Procurement policy. As part of delivery of this policy, the GLA Group has affiliated with Electronics Watch, which requires the inclusion of additional terms and conditions for contracts with significant hardware purchases. The terms aim to improve the transparency of the supply chain and management of any non-compliance with labour standards identified with the support of Electronics Watch. Where hardware replacement of considerable value forms part of the requirement for any of the options proposed, additional terms covering ethical sourcing will need to be included in the tender or renegotiation.

Procurement comments

4.3. A number of frameworks have been considered for use to tender this requirement, and a decision has been made to utilise the London Procurement Partnership (LPP) Information, Management and Technology (IM&T) Framework. This consists of suitably experienced, capable, qualified and resourced suppliers available for use by local authorities and third-sector organisations, as well as NHS trusts, clinical commissioning groups, GP services, and other health and social care providers within the UK. This framework offers suitable terms and conditions, competitive rates, and a sufficient number of value-added resellers to encourage competition. It is also accessible to the LFC.

4.4. Collaboration with the GLA has been investigated, and the LFC has been advised that there are no suitable contracts in place that LFC can use for this procurement. The LFC has also been advised that it cannot use the GLA Reseller Framework, as the financial threshold has already been reached.

Conflicts of interest

4.5. There are no conflicts of interest to declare from those involved in the drafting or clearance of this decision.

6.1. Under section 9 of the Policing and Crime Act 2017, the LFC is established as a corporation sole with the Mayor appointing the occupant of that office. Under section 327D of the GLA Act 1999, as amended by the Policing and Crime Act 2017, the Mayor may issue to the LFC specific or general directions as to the manner in which the holder of that office is to exercise his or her functions.

6.2. By direction dated 1 April 2018, the Mayor set out those matters, for which the LFC would require the prior approval of either the Mayor or the Deputy Mayor for Fire and Resilience (the Deputy Mayor).

6.3. Paragraph (b) of Part 2 of that direction requires the LFC to seek the prior approval of the Deputy Mayor before “[a] commitment to expenditure (capital or revenue) of £150,000 or above as identified in accordance with normal accounting practices…”. The Deputy Mayor’s approval is accordingly required for the LFC to expend the sums set out in part 2 of this report.

6.4. The statutory basis for the actions proposed in this report is provided by sections 7 and 5A of the Fire and Rescue Services Act 2004 (FRSA 2004). Under section 7 (2)(a) FRSA 2004, the LFC has the power to secure the provision of personnel, services and equipment necessary to efficiently meet all normal requirements for firefighting; and section 5A allows the LFC to procure personnel, services and equipment they consider appropriate for purposes incidental or indirectly incidental to their functional purposes. The server hardware referenced in this report is incidental to the functional purposes of the LFC as it is required to run many of the LFC’s business systems.

6.5. This report confirms this procurement will be carried out by utilising the LPP IM&T Framework. This procurement will be carried out in compliance with the relevant statutory Procurement Regulations and the LFC’s standing orders on procurement.

6.6. These comments have been adopted from those provided by the LFC’s General Counsel Department in report LFC-0779 to the LFC.