Hillingdon Council Cabinet Member and Officer Decisions
Corporate Technology & Innovation 2023/24 – Remote Sites UPS Devices Replacement (Release No 4)
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Democratic Services Location: Phase II Ext: 0833 DDI: 01895 250833 CMD No: 930 To: COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE COUNCILLOR DOUGLAS MILLS CABINET MEMBER FOR CORPORATE SERVICES c.c. All Members of th e Finance and Corporate Services Select Committee c.c. Michael Clarke – Central Services Directorate c.c. Matt Smith – Central Services Directorate c.c. Dan Kennedy – Corporate Director of Central Services Date: 12 October 2023 Non-Key Decision request Form D CAPITAL RELEASE REPORT (September 2023) DEPARTMENT: CENTRAL SERVICES SERVICE AREA / PROGRAMME: Corporate Technology & Innovation 2023/24 Capital Release - Remote Sites UPS Devices Replacements RELEASE NO: 4 Dear Cabinet Members, Attached is a report requesting that a decision be made by you as an individual Cabinet Member. Democratic Services confirm that this is not a key decision, as such, the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 notice period does not apply. You should take a decision on or after Friday 20 October 2023 in order to meet Constitutional requirements about publication of decisions that are to be made. You may wish to discuss the report with the Corporate Director before it is made. Please indicate your decision on the duplicate memo supplied and return it to me when you have made your decision. I will then arrange for the formal notice of decision to be published. Rebecca Reid Democratic Services Apprentice Title of Report: CAPITAL RELEASE REPORT (September 2023) DEPARTMENT: CENTRAL SERVICES SERVICE AREA / PROGRAMME: Corporate Technology & Innovation 2023/24 Capital Release - Remote Sites UPS Devices Replacements RELEASE NO: 4 Decision made: Reasons for your decision: (e.g. as stated in report) Alternatives considered and rejected: (e.g. as stated in report) Signed ……………………………………………………… Date……………………. Cabinet Member for Finance / Cabinet Member for Corporate Services Capital Release Report 12 October 2023 Page 1 Part I – Public CAPITAL RELEASE REPORT (September 2023) DEPARTMENT: CENTRAL SERVICES SERVICE AREA / PROGRAMME: Corporate Technology & Innovation 202 3/24 Capital Release - Remote Sites UPS Devices Replacements RELEASE NO: 4 Cabinet Members Councillor Martin Goddard Councillor Douglas Mills Cabinet Portfolios Cabinet Member for Finance Cabinet Member for Corporate Services Officer Contact Michael Clarke – Central Services Directorate Matt Smith – Central Services Directorate Papers with report Appendix A – Capital release requests for approval HEADLINES Summary This report asks for agreement to a capital release for the full replacement of ICT UPS (Uninterruptable Power Supply) devices, which protect network and infrastructure equipment from short-term electrical power failures, at various remote sites. Putting our Residents First Delivering on the Council Strategy 2022-2026 This report supports our ambition for residents / the Council of: An efficient, well-run, digital-enabled Council working with partners to deliver services to improve the lives of all our residents. This report supports our commitments to residents of: A Digital-Enabled, Modern, Well-Run Council. Financial Cost This report seeks the release of £60k from the 2023/24 ICT budget for UPS-related work, comprising of full replacement (including removal and WEEE disposal of the existing equipment) of the UPS (Uninterruptable Power Supply) devices, which protect network and infrastructure equipment from short-term electrical power failures, at key remote sites. The works will commence upon release of the funds and are due for completion at the earliest availability of the supplier. Relevant Select Committee Finance and Corporate Services Select Committee. Capital Release Report 12 October 2023 Page 2 Part I – Public Ward(s) affected Not Ward Related. RECOMMENDATIONS That the Cabinet Member for Finance and the Cabinet Member for Corporate Services agree to the capital release request of £ 60k from the 2023/24 Corporate Technology & Innovation Programme budget to fund the provision of replacement UPS devices at various locations listed across the borough (Appendix A). Reasons for recommendation Key remote sites across the borough have their network infrastructure protected by an Uninterruptable Power Supply (UPS) device, which ensures the network continues to function for a period should the mains power develop a fault. The existing UPS devices were manufactured over 10 years ago and their current complement of battery units are over 5 years old. This has resulted in degraded performance and a shortened support period and even failure in some cases. This is in addition to the devices being past the vendor-recommended age and therefore unsupported. Recent Power Supply issues in the borough resulted in the full depletion of some battery units at several sites such as Uxbridge Library, and they will no longer hold a charge. The on-premise network infrastructure in Uxbridge Library is therefore currently running with a direct connection to the incoming electrical power supply . If the electrical supply to the network communications room fails, all equipment will switch off immediately, meaning a loss of service until power is restored and infrastructure is brought back online and could result in potential lasting damage to unprotected electrical equipment. This situation is multiplied across various sites that provide services for residents, including Libraries, Theatres, and Harefield Amenities and Recycling Centre. Further sites at risk include those that perform critical C ouncil roles such as Heathrow Imported Food Office, Breakspear Crematorium, and the Repairs Services based at Harlington Road Depot. Alternative options considered / risk management 1. Do nothing: The UPS equipment would continue to operate in a degraded state and be immediately susceptible to any power failures or surges. This option is not recommended. 2. Replace all batteries in the existing UPS devices. Whilst this option may initially appear to be less costly in the short-term, it is not a recommended solution as the existing UPS devices are 10 years old, meaning support for other components within the UPS devices will be difficult / costly to arrange as technologies reach end of production lifecycles. This option is not recommended. Capital Release Report 12 October 2023 Page 3 Part I – Public 3. Remove the UPS devices and run the network infrastructure on mains power directly. This would incur no cost but would leave the network infrastructure kit exposed to any form of fluctuation and fault, with no surge protection at all. This option is not recommended. Select Committee comments None at this stage. SUPPORTING INFORMATION The UPS equipment used at remote sites protects ICT Network and Infrastructure components for a short period upon detection of a power failure and automates the transition back to standard power once it has been restored. Recent power issues across the borough have lasted longer than some UPS devices were able to provide battery power. This resulted in the powering down of all protected equipment and full depletion of the batteries. Since the batteries are beyond their recommended shelf life, they are no longer able to hold a charge once fully depleted, even once electrical power is restored. Following recent power outages, the result was that power was not restored automatically to the network infrastructure, requiring intervention by Council ICT engineers to manually power up the equipment. Following approval of the Capital Release, ICT will work with the incumbent supplier, KeySource, to arrange the following schedule of works: • Supply of 18 new APC Smart-UPS SRT2200X UPS devices • Supply of 18 APC Smart-UPS network monitoring cards • Delivery, offload & position of the above equipment during normal hours The breakdown of the costs is provided in the table below: Description Amount (£) Replacement of 18 APC Smart-UPS devices 43,000 Supply 18 APC Smart-UPS Network cards 7,000 Internal Fees 5,000 Contingency 5,000 Total £60,000 Financial Implications Corporate Technology & Innovation Programme 202 3/24 Budget £ 1,873k, Previously Released / Pending Release £773k, Capital Release Requested £60k – Appendix A The 2023/24 revised capital programme budget for Corporate Technology & Innovation revised budget totals £1,873k funded from Council resources. Capital Release Report 12 October 2023 Page 4 Part I – Public Previously released budget consists of £373k rephased budget from 2022/23 into 2023/24 for schemes completing this financial year and a further £400k pending release for the Oracle Cloud project. The report requests the capital release of £60 k from the Corporate Technology & Innovation programme budget towards the replacement of UPS devices at remote sites. The cost plan of £60k is based on quotations from KeySource supplier and includes internal fees and contingency at 10% each of quoted costs. The remaining £1,040k of the 2023/24 Corporate Technology & Innovation budget is subject to the capital release process. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon Hillingdon residents, service users and communities Replacement of the remote sites UPS devices will mean an uninterrupted availability of services in the event of a short power failure and will help to protect against larger interruptions to service should a power failure damage unprotected ICT electrical equipment. Should a power failure damage unprotected ICT and Network equipment, longer interruptions to the service provided to Council officers may be expected whilst ICT staff source and rebuild any damaged components. Consultation carried out or required Both KeySource and Schneider Electric Products (manufacturer) have deemed the existing UPS devices are beyond their normal operational lifetime due to their age and are unsupported or would prove exceedingly difficult to source parts for repair. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed this report and concurs with the financial implications set out above, noting that the £60k for the replacement of UPS devices at remote sites will be funded from the approved 2023/24 Corporate Technology and Innovation Programme budget, financed from Council resources. Legal Safeguarding power supply and preventing power failures are functions arising from the Council’s responsibilities pursuant to Section 2 of the Occupiers Liability Act 1957, Section 2 of the Health and Safety at Work Act 1974, and the Provision and Use of Work Equipment Regulations 1998. Capital Release Report 12 October 2023 Page 5 Part I – Public Provided the existing supply contract with KeySense complies with the Council's Procurement and Contract S tanding Orders, Legal Services confirm there are no legal impediments in the Council authorising the capital release recommended in the body of this report. Capital Release Protocol The release of all capital funds, and certain revenue funds, held by the Council is to be made by a formal democratic decision. No expenditure can be placed or committed by officers until this formal approval is given by Democratic Services. Release of funds must be for identified projects only and strictly not for the general release of funds for projects to be identified at a later date. No block releases of capital or funding will be allowed, except if authorised by the Leader of the Council in advance to Corporate Finance. The release of funds will only be made if previous Council, Cabinet or Cabinet Member agreement has been given to the project and only if there is an approved budget. BACKGROUND PAPERS NIL. Capital Release Report 12 October 2023 Page 6 Part I – Public APPENDIX A – Capital release requests for approval Corporate Technology & Innovation Programme 202 3/24: UPS Devices Replacement at Key Remote Sites (Release No 4) Location Project / Expenditure Title Information Funds Release Sought £000s Approve Hold More Information Required Various Remote Sites Replacement of 14 APC Smart-UPS devices Replacement of failed UPS devices in Key remote sites (e.g. Libraries, Theatres, Imported Food Office) 43 UPS Network card Network Monitoring cards for UPS 7 Fees & contingency Fees & contingency 10 Total seeking release 60 Previously released / pending release 773 Budget 1,873 Remaining budget 1,040
View Decision / Minutes Text
Executive Decision Notice – 06 November 2023 Page 1
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
OFFICIAL EXECUTIVE DECISION NOTICE
PUBLISHED BY DEMOCRATIC SERVICES
Notice is hereby given that the following decision(s) have been made today by
Cabinet Members at the London Borough of Hillingdon:
Title of decision
CAPITAL RELEASE REPORT (September 2023)
DEPARTMENT: CENTRAL SERVICES
SERVICE AREA / PROGRAMME: Corporate Technology &
Innovation 2023/24 Capital Release - Remote Sites UPS
Devices Replacements
RELEASE NO: 4
Reference No. 930
Date of decision Monday 06 November 2023
Call-in expiry date Monday 13 November 2023
Relevant Select
Committee
Finance and Corporate Services Select Committee
Relevant Wards N/A
Decision made
Cabinet Members
making the decision
Councillor Martin Goddard – Cabinet Member for Finance
Councillor Douglas Mills – Cabinet Member for Corporate
Services
Decision Approved
That the Cabinet Member for Finance and the Cabinet
Member for Corporate Services agreed to the capital
release request of £60k from the 2023/24 Corporate
Technology & Innovation Programme budget to fund the
provision of replacement UPS devices at various locations
listed across the borough (Appendix A).
Reason for decision Key remote sites across the borough have their network
infrastructure protected by an Uninterruptable Power Supply
(UPS) device, which ensures the network continues to function
for a period should the mains power develop a fault.
The existing UPS devices were manufactured over 10 years ago
and their current complement of battery units are over 5 years
old. This has resulted in degraded performance and a shortened
support period and even failure in some cases. This is in addition
to the devices being past the vendor -
recommended age and
therefore unsupported.
Recent Power Supply issues in the borough resulted in the full
depletion of some battery units at several sites such as Uxbridge
Library, and they will no longer hold a charge. The on- premise
network infrastructure in Uxbridge Library is therefore currentl y
Executive Decision Notice – 06 November 2023 Page 2
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
running with a direct connection to the incoming electrical power
supply. If the electrical supply to the network communications
room fails, all equipment will switch off immediately, meaning a
loss of service until power is restored and infrastructure is
brought back online and could result in potential lasting damage
to unprotected electrical equipment.
This situation is multiplied across various sites that provide
services for residents, including Libraries, Theatres, and
Harefield Amenities and Recycling Centre. Further sites at risk
include those that perform critical Council roles such as
Heathrow Imported Food Office, Breakspear Crematorium, and
the Repairs Services based at Harlington Road Depot.
Alternative options
considered and
rejected
1. Do nothing: The UPS equipment would continue to
operate in a degraded state and be immediately susceptible to
any power failures or surges.
This option is not
recommended.
2. Replace all batteries in the existing UPS devices. Whilst
this option may initially appear to be less costly in the short-term,
it is not a recommended solution as the existing UPS devices
are 10 years old, meaning support for other components within
th
e UPS devices will be difficult / costly to arrange as
technologies reach end of production lifecycles. This option is
not recommended.
3. Remove the UPS devices and run the network
infrastructure on mains power directly. This would incur no cost
but would leave the network infrastructure kit exposed to any
form of fluctuation and fault, with no surge protection at all. This
option is not recommended.
Classification Part I – Public
Link to associated
report
Report Link
Relevant Officer
contacts &
Directorate
Matt Smith – Central Services Directorate
Michael Clarke – Central Services Directorate
Any interest declared
by the Cabinet
Member(s) /
dispensation granted
N/A
Implementation of decision & scrutiny call-in
[Internal Use only]
When can this
decision be
implemented by
officers?
Officers can implement Cabinet Member decision in this notice
only from the expiry of the scrutiny call-in period which is:
5pm on Monday 13 November 2023
Executive Decision Notice – 06 November 2023 Page 3
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
However, this is subject to the decision not being called in by
Councillors on the relevant Select Committee. Upon receipt of a
valid call-in request, Democratic Services will immediately advise
the relevant officer(s) and the decision must then be put on hold.
Councillor scrutiny
call-in of this
decision
Councillors on the relevant Select Committee shown in this notice
may request to call -in this decision. The request must be before
the expiry of the scrutiny call-in period above.
Councillors should use the Scrutiny Call -in App (link below) on
their devices to initiate any call-in request. Further advice can be
sought from Democratic Services if required:
Scrutiny Call-In - Power Apps (secure)
Further information These decisions, where applicable, have been taken under The
Local Authorities (Executive Arrangements) (Meetings and
Access to Information) (England) Regulations 2012.
This is the formal notice by the Council of the above executive
decision, including links to the reports where applicable.
If you would like more information on this decision, please contact
Democratic Services on 01895 250636 or email:
democratic@hillingdon.gov.uk.
Circulation of this decision notice is to a variety of people including
Members of the Council, Corporate Directors, Officers, Group
Secretariats and the Public. Copies are also placed on the
Council’s website.
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