MD3052 Extension of Information Services Contract

1.1 In 2018, the GLA agreed to a shared-service arrangement, whereby the LFC would procure and manage a contract for an information service, due to their greater understanding of these services. This agreement would benefit both organisations due to the sharing of resources between both organisations The Mayor approved the arrangement on 13 July 2018 in MD2294; the LFC also approved the procurement action, and agreed to finalise and execute a shared-service agreement with the GLA under section 401A of the Greater London Authority Act 1999. In February 2019, the successful tender for the provision of a shared information service from the supplier – Idox Software Ltd (Idox) – was accepted.

1.2 The original contract was for four years. Governance approvals (GLA and LFC) only secured approvals for funding for four years; MD2294 noted the option for an extension of two further years allowed by the contract.

1.3 The information services provided by Idox Ltd are currently available to all members of GLA staff. Contracted services include the following:

i. provision of an enquiry service (covering a range of activities from profiling to literature searching)

ii. access to full textbooks, journals and newspapers

iii. training to strengthen information literacy

iv. production of fortnightly alerting bulletins, highlighting new policy announcements, reports, official statistics, publications and research articles across a range of policy subject areas

v. supply of a weekly information bulletin covering all policy areas relevant to the GLA

vi. access to social/urban affairs databases to enable GLA users to carry out their own searches for research articles.

1.4 In 2021, GLA and LFC officers reviewed the contract and identified areas for savings. Contract negotiations were undertaken in March 2021, and services and charges agreed for the final two years of the contract, which provided savings of approximately £10,000 per year. Contract management information demonstrates that the services provided are well used.

2.1 The primary objective is for the LFC to: continue to lead on the contracting of information services for itself and the GLA; extend the benefits of the service to itself and the GLA; and maintain efficiencies in the use of resources and physical space required to deliver services.

2.2 LFC officers are in agreement that this extension should be effected and are securing approval of the extension and expenditure necessary through their own decision process.

2.3 The service is reviewed on a quarterly basis with members of the LFC, the GLA and Idox attending. Updates are provided on usage, communications and finance.

3.1 The proposals in this paper will not have a negative impact on any groups identified under the Equality Act 2010.

3.2 The GLA information service supports awareness of the latest research and evidence on equalities to inform decision-making by staff; and produces a fortnightly specialist bulletin on equality and diversity. The Ask a Researcher service also supports staff to find specific equalities information for their projects.

3.3 The service supports initiatives on workplace mental health and workplace equalities training with resource lists.

Key risks and issues

4.1 A lack of an extension to the contract will leave the GLA without a data service provider significantly hampering the ability of officers to undertake research and form policies. A further financial risk would also arise if a new contract had to be negotiated due to the current high inflationary environment.

Conflicts of interest

4.2 There are no known conflicts of interest to declare for those involved in the drafting or clearance of this decision.

5.1 This paper relates to the exercise of an option for a two-year extension of a contract, to continue a shared-service agreement with the LFC for the provision of the GLA’s information services as approved in MD2294.

5.2 Approval is sought for expenditure of up to £235,752 over 2023-24 and 2024-25 (£117,876 per annum). This will be funded from the Information Services budget. The cost has increased from £110,475 in previous years due to inflation; this still provides a value for money service for the GLA. The intention is to retender the service, with a start date following the two-year extension.

5.3 Future years’ budgets are indicative and subject to the GLA’s annual budget-setting process. To mitigate any risk of the budget not being approved for future years to cover costs following the budget-setting process, the contract should include the usual break clauses that could potentially be exercised if required.

6.1 The decisions requested of the Mayor concern the exercise of the GLA’s general powers, falling within the GLA’s statutory powers to do such things considered to further, or that are facilitative of, or 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 in formulating the proposals in respect of which a decision is sought, officers have complied with the Authority’s related statutory duties to:

i. pay due regard to the principle that there should be equality of opportunity for all people

ii. 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

iii. consult with appropriate bodies.

6.2 In taking the decisions requested, the Mayor 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 Mayor should have particular regard to section 3 (above) of this report.

6.3 LFC has confirmed to the GLA that it is their assessment the proposed extension to the contract with Idox is permitted under the Public Contracts Regulations 2015, taking into account an assessment of the original procurement documents and the existing contract.

6.4 The existing MD2294 delegated authority to the Executive Director of Resources to prepare, finalise and subsequently execute, on behalf of the GLA, documentation putting into place the arrangements under section 401A, which would include the variation required to extend the existing contract with Idox.