DMFD273 Procurement of a replacement backup system

1.1.    Report LFC- 25-53 to the London Fire Commissioner (LFC) provides a detailed overview of the proposal. This is a summary of that report. 

1.2.    The current backup system used by London Fire Brigade (LFB) is implemented through a dedicated software package, Veritas Backup Exec. This involves duplicating data sets for retention via online and offsite storage. This system stores core service delivery data, with less critical-service data backed up directly to tape for offsite storage. Other data sets, such as MS Office 365 and the Vision Mobilising System, have alternative backup and restore systems. 

1.3.    LFB requires a modern backup system that is equipped to deal with modern workloads and threats. The new system is anticipated to include many or all of the following features readily available in modern backup systems:

•    improved data protection
•    faster backup and recovery
•    scalability
•    data integrity
•    protection against ransomware and cyber threats
•    disaster recovery
•    efficient data de-duplication and storage optimisation.
 

2.1.    The objective is to ensure that LFB has a backup system that is fit for purpose to cope with modern workloads.

 
2.2.    The proposed contract length is three years, with options to extend for a further two years in one-year increments. A break clause will be included in the contract. 

2.3.    The successful procurement of a new system will ensure that LFB maintains continuity of service with the ability to backup and recover critical data in the event of a systems incident.  
 

3.1.    Under the public sector equality duty, it is required to identify the likely potential impacts, both positive and negative, of the decision on those with protected characteristics. (The relevant protected characteristics are age, disability, gender reassignment, pregnancy and maternity, race, religion or belief, sex, and sexual orientation.) It is also required to set out how these duties are being addressed. 

3.2.    An equalities impact assessment has not been undertaken in respect of this report. The replacement of the existing backup system by a newer and more efficient one, will be transparent to all but selected ICT staff. Use of this system will have no impact on any persons with the protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. 
 

4.1.    The proposed procurement will be undertaken following a compliant competitive procurement procedure. This could be via an existing public-sector framework agreement, under the Public Contracts Regulations 2015, that allows for a direct award, a mini-competition, or a flexible competition under the Procurement Act 2023 guidelines. The exact approach will depend on which route provides the best value for money, and most appropriately meets the LFC’s technical and operational requirements.

4.2.    LFB’s Procurement and Commercial team will support the development of the tender and evaluation methodology to ensure the selected solution aligns with technical and security standards; and delivers against the LFC’s business continuity and cyber resilience objectives. The procurement will also include appropriate contract terms, including provisions for service levels, data protection, system scalability, exit management, and a break clause. A full procurement strategy will be developed and approved before commencing the procurement exercise.

Conflicts of interest

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

5.1.    The report seeks approval to procure a new data backup system. This is to replace the current system, which has been in use for many years and is now considered obsolete. The agreement will last up to five years and is planned to commence in late 2025-26. All costs related to the renewed agreement will be solely funded by the LFC revenue budget. The amounts are set out in the accompanying Part 2 report.

5.2.    The current system has been operational for several years since it is an ongoing requirement.  There is sufficient budget to meet the costs of a new agreement. 
 

6.1.    The LFC’s General Counsel’s Department have confirmed the following.

6.2.    Under section 327D of the Greater London Authority 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.

6.3.    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 Planning, Regeneration, and the Fire Service (the Deputy Mayor). Paragraph (b) of Part 2 of the said 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 value of proposed contract tender, as set out in the accompanying Part 2 paper, exceeds this threshold. Therefore, the prior approval of the Deputy Mayor is required in accordance with the aforementioned direction.  

6.4.    An open and transparent tender process shall be undertaken in accordance with all applicable procurement law. The contract award decision will also be delegated to the Assistant Director of Procurement and Commercial Services.