Contact: Mike Proctor, ext 7243 email: [email protected]

1. Summary

1.1 The following decisions are sought:

(i) That the Buildings, Land and Procurement Panel recommends that Hampshire County Council participates in the new four year "Mapping Services Agreement" which has been arranged by the Improvement and Development Agency (I&DeA) for Local Government on behalf of all Local Authorities and Fire Authorities, the estimated annual costs being:

Year 1 - £173,932

plus I&DeA Management fee of £21,319

Total of £195,252

Year 2 - £184,333

plus I&DeA Management fee

Year 3 - £190,277

plus I&DeA Management fee

Year 4 - £195,687

plus I&DeA Management fee.

(ii) That the Executive Member for Policy and Resources approves that Hampshire County Council participates in the new four year "Mapping Services Agreement" which has been arranged by the Improvement and Development Agency (I&DeA) for Local Government on behalf of all Local Authorities and Fire Authorities, the estimated annual costs being:

Year 1 - £173,932

plus I&DeA Management fee of £21,319

Total of £195,252

Year 2 - £184,333

plus I&DeA Management fee

Year 3 - £190,277

plus I&DeA Management fee

Year 4 - £195,687

plus I&DeA Management fee.

2. Reason

2.1 This decision supports Aims 2, 3 and 5 (Stewardship of the Environment, Achieving Economic Prosperity and Improving Services) of the Corporate Strategy by providing up-to-date digital mapping products which are used throughout all departments of the County Council.

2.2 To enter into an Agreement for the supply of mapping products which has been arranged by the I&DeA for Local Government following a competitive tendering exercise completed by the Agency on behalf of all Local Government bodies.

3. Other Options Considered and Rejected

3.1 Not to enter into the Agreement would result in Hampshire County Council having to negotiate commercial terms with Ordnance Survey and other suppliers, resulting in substantially higher costs.

4. Conflicts of Interest Declared by the Decision Maker or Other Executive Member Consulted - None.

5. Dispensation granted by the Standards Committee - Not applicable.

6. Reason(s) for the Matter being dealt with if Urgent - Not applicable.

Approved by: ..................................... Date: ...................................

Councillor T K Thornber

422/MP Decn

Contact: Mike Proctor, ext 7243 email: [email protected]

1. Summary

1.1 The previous Service Level Agreement (SLA) with Ordnance Survey (OS) to supply mapping services expired at the end of March 2005. It was agreed by the Improvement and Development Agency (I&DeA) for Local Government that future Agreements would go out to tender. This process has just been completed with Ordnance Survey still remaining the major supplier but others have been selected to supply other contracts, include height and address data.

1.2 This Agreement can apply to all local authorities and fire authorities, etc. In order for the County Council to get the benefits of this global Agreement, it must complete all documentation and pay relevant fees before 31 July 2005.

1.3 Failure to enter into the Agreement by the required date would result in the County Council having to negotiate its own Agreement, which could have considerable cost penalties for the County Council.

2. Background

2.1 During the four years up to 31 March 2005 Hampshire County Council has been a participating member of the SLA negotiated between I&DeA and OS for the provision of mapping services to Local Government. The annual cost of participation by Hampshire County Council was in the order of £164,000 per year. This SLA also included the Hampshire Fire and Rescue Service which paid a 10% share of the overall county costs. In the new Agreement all Fire Services such as Hampshire Fire and Rescue Service will now be treated as separate authorities and will enter the Mapping Services Agreement (MSA) in their own right and be responsible for paying their own fees. Hampshire Fire and Rescue has been asked to pay £88,000 for the MSA per year but will no longer contribute to the fees paid by the County Council.

2.2 The new MSA replaces the previous SLA and has been organised through a competitive tendering exercise by I&DeA on behalf of all Local Authorities, Fire Services, Police and other local bodies. The MSA has now been signed by I&DeA and is operative from 1 April 2005.

2.3 The cost of the new Agreement has been apportioned out to all participating local authorities and will cost Hampshire County Council £195,252 in the first year, for the provision of basic mapping products and services as defined in the Agreement, rising in subsequent years as set out below:

Year 1 - £173,932

plus I&DeA Management fee of £21,319

Total of £195,252

Year 2 - £184,333

plus I&DeA Management fee

Year 3 - £190,277

plus I&DeA Management fee

Year 4 - £195,687

plus I&DeA Management fee.

2.4 The Management fee for I&DeA has in the past been embedded in the annual fees paid to Ordnance Survey. The previous figure is not currently available but is believed to be no more than £2,000 per year. The high figure quoted for year one of the new contract is believed to cover the exceptional one-off costs of negotiating what has proved to be a very difficult and complicated Agreement over a period of two years involving much specialist legal assistance. Fees for future years have not been quoted but would be expected to revert to former, or at least much reduced, levels in the remaining years of the contract.

2.5 The increase in fees reflects the fact that since the last Agreement was signed the Ordnance Survey is now working in a fully commercial environment it is tasked by Ministers to recover its full commercial costs and make a modest profit for further development of the business. It has also invested millions of pounds in the development of new products, particularly Mastermap, and this investment is ongoing. It has also much improved the currency of large-scale mapping, particularly in rural areas, as well as re-surveying/re-forming all rural mapping to its correct position within the national grid. Many small towns, including three in Hampshire, have also been recently re-surveyed to a higher specification of accuracy. All of this activity provides a significantly improved service level to users.

2.6 Other services not included in the Agreement, such as 1:25,000 scale mapping and Points of Interest data, will be purchased as required from OS at normal commercial terms. It should be noted that the new fees include the provision of some new products which are indicated below. There have also been significant improvements in other products, most important of which is the continuing development of OS Mastermap which is producing notable benefits for users.

2.7 Services included in the MSA are as follows:

(i) Orthorectified Radar Imagery (new product);

(ii) Contoure data at 5 and 10 metre interval (new product);

(iii) Authority Local Land and Property Gazetteers for England and Wales and Authority Local Street Gazetteers for England, Scotland and Wales (new products under development);

(iv) 250,000 colour raster mapping;

(v) 50,000 colour raster mapping;

(vi) 10,000 scale colour raster mapping;

(vii) OS Landline large scale mapping (till September 2005) when the County Council will be fully converted to the use of OS Mastermap);

(viii) OS Mastermap (Topography layer) - large scale data replaces OS Landline;

(ix) OS Mastermap Integrated Transport Network (ITN) - new product replaces OS Oscar data;

(x) Boundary-line;

(xi) Streetview (new product);

(xii) Code-Point; and

(xiii) ADDRESS_POINT.

2.8 The majority of these data sets, and the licence to use them, are vital to the operating of services and use of GIS throughout the County Council.

2.9 It has been advised by I&DeA that if the County Council opts out of the MSA and buys its mapping products direct from OS, the cost would be in the order of £410,500 for the first year.

2.10 The table below shows both 2004/05 SLA costs and 2005/06 MSA costs and the proposed distribution of MSA costs to the various County Council departments that would be charged in 2005/06. Purchase of any additional products falling outside of the MSA will marginally increase the costs detailed below.

Recommendations

1. That the Buildings, Land and Procurement Panel recommends that Hampshire County Council participates in the new four year "Mapping Services Agreement" which has been arranged by the Improvement and Development Agency (I&DeA) for Local Government on behalf of all Local Authorities and Fire Authorities, the estimated annual costs being:

Year 1 - £173,932

plus I&DeA Management fee of £21,319

Total of £195,252

Year 2 - £184,333

plus I&DeA Management fee

Year 3 - £190,277

plus I&DeA Management fee

Year 4 - £195,687

plus I&DeA Management fee.

2. That the Executive Member for Policy and Resources approves that Hampshire County Council participates in the new four year "Mapping Services Agreement" which has been arranged by the Improvement and Development Agency (I&DeA) for Local Government on behalf of all Local Authorities and Fire Authorities, the estimated annual costs being:

Year 1 - £173,932

plus I&DeA Management fee of £21,319

Total of £195,252

Year 2 - £184,333

plus I&DeA Management fee

Year 3 - £190,277

plus I&DeA Management fee

Year 4 - £195,687

plus I&DeA Management fee.

422/MP