COMMITTEE: EXECUTIVE

8
REF NO: E/18/14
DATE: 10 JULY 2018
SUBJECT: CCTV UPGRADE
PORTFOLIO HOLDER: COUNCILLOR ALASDAIR ROSS
HEAD OF SERVICE: IAN BLOFIELD
Short description of report content and the decision requested:
This report sets out the background, process utilised and results of a tender
for Ipswich Borough Council’s requirements in upgrading the current Closed
Circuit Television (CCTV) system from analogue to digital. It recommends that
Ipswich Borough Council enters into a contract with the successful tenderer,
as identified in exempt Appendix 1.

Ward(s) affected: All

The following appendices are to be considered in Part 2 of the agenda
as it is likely that if members of the public were present during that item
there would be disclosure to them of exempt information:

a) Appendix 1 – Tender evaluation

This report has been prepared by Janine Last, Customer Services Operations
Manager, Tel: 01473 432360,Email: janine.last@ipswich.gov.uk
This report was prepared after consultation with:
Internal consultees
Legal Services
Financial Services
ESC Management
ICT
Planning
Health and Safety
Community Safety

External consultees
Lever Technology Group
Suffolk Police
Suffolk County Council - Highways
Ipswich Central
Essex Legal Services
 The following policies form a context to this report:
Building a Better Ipswich 2017

LIST OF BACKGROUND PAPERS AS REQUIRED BY LAW

(papers relied on to write the report but which are not published and do not
contain exempt information)

1.

OTHER HELPFUL PAPERS

(papers which the report author considers might be helpful – this might
include published material)

1.
______________________________________________________________
1. Introduction

1.1 Ipswich Borough Council operates a 24/7 Emergency Services Centre

(ESC) Control Room, which incorporates a CCTV service providing a
number of cameras both in the town centre and at peripheral sites
throughout the Borough.

1.2 The current CCTV equipment is no longer sustainable. It uses old

technology and is expensive to maintain and replace (where
replacement is possible). Cameras and equipment now require frequent
maintenance and repairs and an upgrade is necessary to ensure a
reliable and high quality system.

1.3 Moving from analogue to digital is also considered essential to ensure a

robust and future-proof monitoring service is provided. This will mean
building a new wireless transmission infrastructure - which will be the
foundation to the system.

1.4 The Medium Term Financial Plan (MTFP) approved funding at the
February Council meeting (report reference C/17/17) Paragraph
3.26(12) of that report stated:
“The capital programme allocates £500,000 towards a more modern
digital / Wi-Fi CCTV system for the town that will provide a much
enhanced technological capability and ensure the system is fit for
purpose moving forward. It will also have significant revenue savings –
and effectively pay back the investment over a ten year period.”

1.5 Following the above decision, an open OJEU procurement exercise was
undertaken and Ipswich Borough Council received 3 bids for the supply
of a CCTV system upgrade (along with ongoing maintenance
proposals).

1.6 This report requests Executive approves entering into a contract with the
recommended supplier as detailed in exempt Appendix 1, in order to
provide an upgraded CCTV system and to deliver ongoing maintenance
for a five-year term, with an option for two further one-year extensions.

1.7 The new CCTV system upgrade must be supplied, installed and
commissioned by 31st January 2019 as that is when the existing CCTV
maintenance contract expires.

2. Background

2.1 Ipswich Borough Council introduced a town centre CCTV system in

March 1994. The aims of the CCTV system are:

 To protect areas and premises used by staff and the public;

 To deter and detect crime and anti-social behaviour;
  To assist in the identification of offenders leading to their arrest
and successful prosecution or other appropriate action;
 To reduce violent or aggressive behaviour towards staff;
 To reduce fear of crime, anti-social behaviour and aggression;
 To protect property and assets owned by Ipswich Borough
Council;
 To assist in staff disciplinary, grievance, formal complaints and
Health and Safety Investigations.

2.2 When the ESC became operational in 1994, the Control Room
monitored 46 cameras positioned in the town centre. This has now
increased to 167 cameras, split as follows:

 152 cameras – Ipswich Borough Council owned and monitored

(permanent)
 7 cameras – Ipswich Borough Council owned and monitored
(redeployable / mobile)
 8 cameras – Privately owned but monitored by Ipswich Borough
Council (i.e. these are monitored on behalf of a third party)

2.3 The majority of these cameras are located in the town centre - with
others located in parks, cemeteries and IBC facilities.

2.4 Ipswich Borough Council also operates a number of standalone CCTV

systems which have no current link to the ESC.

2.5 The CCTV system (including staff costs) costs in excess of £600,000 per
annum to run / maintain, which Ipswich Borough Council funds. Other
partner agencies benefit from the CCTV system but do not contribute
financially. The Council effectively bears (near to) 100% of the cost with
some small amounts of income provided via the 3rd party cameras the
Council monitors.

2.6 The current system has been maintained throughout the period from
installation, however, equipment is now coming to the end of its usable
life and has become expensive to maintain and replace (in the instances
when replacement is possible). A contributory factor is that there are no
current system software licences in place for the CCTV equipment,
which has meant that the system is no longer supported and up to date.
The new system will have 24/7 support, latest software versions so it will
have up to date features to ensure it has system compatibility.

2.7 A system licence would allow us to benefit from advanced functionality

including full audit tracking, automatically generated fault reports,
camera status reports and the ability to allow third party viewing through
a controlled portal. This will provide a more efficient service that will
respond to advances in technology.

2.8 With the current CCTV maintenance contract due to expire in January
2019 it was decided that the current system should be reviewed in its
entirety. The review concluded that since the system was installed in
 1994 there has been limited investment, the system is currently not fit for
purpose and needs to be upgraded to ensure that its objectives can be
met. As a result funding has been approved in the MTFP.

2.9 Signal transfer is crucial to the effectiveness of a CCTV system.

Currently there are various transmission methods including:
 Fibre circuits
 Wireless link
 Mobile technology
 Hardwired
 Council network

2.10 This results in CCTV controllers operating from multiple systems. This
has been specified in the tender as an area, which must be rationalised
and integrated to ensure more effective monitoring and operational
resilience. A new wireless infrastructure will allow for a reduction in the
number of transmission systems.

2.11 In preparation for procuring a provider for the delivery of a new Borough
wide CCTV system upgrade, the Council undertook a wireless survey,
which confirmed feasibility and determined what work and specification
was required for the procurement of an upgraded wireless system as an
option.

2.12 Bidders were asked to provide a capital bid for ‘essential’ requirements
(phase 1) but also quote for ‘desirable’ extras (phase 2) which would
include a larger, Borough wide, wireless network infrastructure, full
integration of all standalone CCTV systems at Ipswich Borough Council
sites, provision of CCTV at the offsite backup location and a digital visitor
log in process. It was anticipated that Phase 2 would be implemented
after Phase 1 completion and may require further funding beyond the
allocation in the MTFP. However, as detailed in the exempt Appendix,
the cost of the essential requirements is well within budget and so
officers recommend that the remaining budget is used to deliver the
desirable options.

2.13 The recommended supplier (as detailed in exempt Appendix 1) will

install and commission the new CCTV system (phase 1) by 31st January
2019 which will include:
 New wireless network infrastructure
 New, upgraded cameras at town centre locations
 New video management and analytic software
 New data recording servers
 New controller workstations
 New monitor wall

2.14 Some elements of the Phase 2 works will be completed alongside Phase
1 for efficiency with the remainder targeted for completion by summer
2019.
2.15 There will be an independent post installation audit to confirm that the
system and the transmission network infrastructure installed by the
Supplier fully meets the specification.

2.16 Financial Services have reviewed the suppliers to ensure that they are
financially stable. All bidders met the financial requirements.

3. Relevant Policies

3.1 This project contributes to the Building a Better Ipswich 2017 underlying
principles:

Priority 3: An Enjoyable Place to Live, Work and Study

Priority 6: Safe Communities

To continue to provide a management service for CCTV across the town.

4. Options Considered / Under Consideration

4.1 Option 1
Contract with the most beneficial tenderer for Ipswich Borough Council,
as set out in the tender criteria, to cover essential and desirable
requirements. This also includes a five-year maintenance contract, with
the option to extend for two further periods of one year each, i.e. up to a
maximum contract period of seven years (exempt Appendix 1).

4.2 Option 2
To continue with the existing old CCTV system. This is not
recommended due to current system close to failing and has no capacity
for future expansion.

4.3 Option 3
To implement only the essential elements of the system and make the
associated budget saving. This option is not recommended as
implementing the desirable elements will improve the effectiveness of
CCTV provision and it is deliverable within the agreed budget envelope.

5. Consultations

5.1 Extensive consultations have taken place to ensure all stakeholders

have had input and influence to ensure that Ipswich Borough Council
deliver a CCTV service that is fit for purpose and contributing to the
Council’s vision to create a safer Ipswich.

5.2 The following have been consulted:

 Procurement
 ESC Management
 Community Safety
 Planning
  ICT
 Suffolk Constabulary
 Suffolk County Council – Highways
 Ipswich Central
 Ward Councillors

5.3. In terms of Suffolk Constabulary, the ESC has a live link to Suffolk
Constabulary Headquarters, based at Martlesham, to allow the Police to
have live access to CCTV monitoring. This imagery is transmitted via BT
fibre from a central viewing screen (BARCO) within the control room.

5.4. Suffolk Constabulary benefits significantly from the CCTV service but
does not contribute financially to the service. The service is solely
funded by Ipswich Borough Council.

5.5. The Leader of Ipswich Borough Council has approached the Police and
Crime Commissioner to request investment towards the CCTV provision
within Ipswich. This included the options to contribute towards the
existing project or to invest additional funding which would allow for a
co-designed, extensive camera system. The response received has not
– to date – resulted in the offer of any form of financial contribution.

6. Risk Management

Risk Consequence Risk Controls Probability Impact of Actions to

of risk risk, if it
Description of risk mitigate risk
occurring occurred
taking taking
account of account of
controls actions
(scale 1-6) (scale 1 –
1 – almost negligible;
impossible 4–
6 – very catastrophi
high c)
The selected The contract Financial 3 3 The proposed
supplier may have to be assessments providers are
becomes picked up by the were financially
bankrupt or second placed completed sound. In the
goes into tenderer, or within the event of
liquidation completely re- tender bankruptcy IBC
tendered. process. would have to
make
Delayed alternative
progress. arrangements
for the upgrade
Additional cost of the CCTV
in appointing system and
another supplier provision of
to complete the maintenance.
contract.

The selected The CCTV The selected 3 3 The tender

supplier is system could supplier has documents set
not able to encounter appropriate out exactly
work to the problems and experience in what would be
contractual cameras could dealing with required with
requirements be ‘out of action’ the contractual detailed
for longer requirements. specifications.
periods of time.

Occurrence Employees or There are 3 2 Health and

of a health members of the detailed safety criteria
and safety public could be method scored during
incident put at risk of statements and procurement
injury. health and exercise.
safety policies
in place.

7. Environmental Impact Assessment

7.1 There are no known issues involved that require an Environmental

Impact Assessment. CCTV cameras will mainly be replaced at existing
sites. Any new sites earmarked for installation will be assessed for any
environmental impact on an individual basis.

8. Equalities and Diversity Implications

8.1 Under the general equality duty as set out in the Equality Act 2010, public
authorities are required to have due regard to the need to eliminate
unlawful discrimination, harassment and victimisation as well as
advancing equality of opportunity and fostering good relations between
people who share a protected characteristic and those who do not.

8.2 The protected grounds covered by the equality duty are: age, disability,
sex, gender reassignment, pregnancy and maternity, race, religion or
belief, and sexual orientation. The equality duty also covers marriage
and civil partnership, but only in respect of eliminating unlawful
discrimination.

8.3 The law requires that this duty to have due regard be demonstrated in
decision making processes. Assessing the potential impact on equality
of proposed changes to policies, procedures and practices is one of the
key ways in which public authorities can demonstrate that they have had
due regard to the aims of the equality duty.

8.4 An Equalities screening concluded that there is no need for a full

Equality Impact Assessment.

8.5 The Tender evaluation included ensures that each contractor had robust
equal opportunities policies and procedures in place.

8.6 The appointment of a contractor to upgrade the CCTV system has no

Equalities and Diversities impact.

9. Financial Considerations

9.1 Below are the ongoing revenue financial implications for both Phase 1
and Phase 2 works.
Ongoing financial implications

2018/19 2019/20 2020/21 2021/22

£ £ £ £
Current CCTV budget for
32,550 32,550 32,550 32,550
annual maintenance
Current CCTV budget for
44,670 44,670 44,670 44,670
BT fibre optics
TOTAL current budgets 77,220 77,220 77,220 77,220
Required digital CCTV
budget for annual 28,000 20,080 30,500 31,000
maintenance
Current CCTV budget for
44,670 0 0 0
BT fibre optics
Additional licence budget 50 1,620 8,240 8,490

TOTAL required budgets 72,720 21,700 38,740 39,490

Assumed annual revenue
saving per the 2018/19
0 -50,000 -50,000 -50,000
Medium Term Financial
Plan
Net cost/ saving (-) -4,500 -5,520 11,520 12,270
Band B equivalent -0.15 -0.19 0.39 0.41

9.2 The above table assumes upgrade effective from 1st February 2019.
Further work will be undertaken (including with partners) to ensure that
the financial targets are met in 2020/21 and beyond (i.e. the £11,520 and
£12,270 savings deficits in the above table are addressed).

9.3 The capital costs are set out within exempt Appendix 1. It should be
noted that there is an assumption in the MTFP that the capital cost will
be recoverable by revenue savings over a ten year period.

9.4 The £500,000 budget identified in the MTFP for the CCTV upgrade is
sufficient to fund both phase 1 and 2 of works. The remainder of the
£500,000 budget will be allocated to the service to fund additional
temporary cameras.

9.5 It is not estimated that the change of CCTV system will have any impact
on the staffing requirements or costs associated with the 24/7 viewing of
the system 365 days a year.
10. Legal Considerations

10.1 The contract value over the proposed period of the contract is above
the EU threshold for a supplies and service contract and, therefore, has
undergone an open OJEU procurement exercise. The tender process
complies with Contract Standing orders and with the Public Contracts
Regulations 2015. The tender submissions have been scored against
cost and quality.

10.2 The equipment procured and associated management processes are

compliant with regulations around surveillance and data protection.

10.3 Contracts have been drafted by Essex Legal Services and reflect the
performance requirements and complexities of operating CCTV
systems.

11. Performance Monitoring

11.1 The Council will ensure work is completed in accordance with the
specification and contract, on time and to budget. The Council’s
expectations will be clearly communicated to the contractor at the
beginning of the contract. Throughout the contract the project team will
monitor the quality of the works and materials used.

11.2 It is envisaged that a relatively rapid rollout of the contract is planned

once the contract has been let. Following planning and delivery lead in
for the system, work is proposed to commence from August 2018
onwards with all Phase 1 works completed by 31st January 2019 when
the existing CCTV maintenance contract expires. Phase 2 will be
complete by summer 2019.

11.3 The Operations Manager will manage the overall expenditure of the
contract and monitor overall costs and progress.

12. Conclusions

12.1 Upgrading the CCTV system from analogue to digital will enable Ipswich
Borough Council to provide a more comprehensive design and an
efficient operational set-up.

12.2 The wireless infrastructure and system upgrade will enable a streamline
of data transmissions to the control room, allowing a reduction in ongoing
revenue costs and more effective monitoring within the control room from
fewer systems.

12.3 The existing £500,000 capital budget identified in the MTFP for the
CCTV upgrade is sufficient to fund both phase 1 and 2 works. This will
allow for future expansion bringing all remote sites into the ESC control
room with a Borough wide wireless infrastructure.
12.4 Combining the upgrade and maintenance contracts will ensure a robust
and efficient CCTV service is maintained and delivered.

12.5 The tender proposal from the bidder identified as Supplier 3 in exempt
Appendix 1 offers best value and service for the Council, taking into
consideration the specification and the evaluation criteria stated in the
tender documents.

12.6 With the current CCTV maintenance contract expiring on 31st January
2019, there is a tight deadline for procuring a new provider and
maintenance contractor for the implementation of the CCTV system by
this date.

13. Recommendations

13.1 That Executive approves both phase 1 and phase 2 of the CCTV
upgrade and the associated financial implications to provide a
digital Borough wide CCTV system and infrastructure, as per
exempt Appendix 1.
Reason: This option provides the most efficient and effective CCTV for Ipswich.

13.2 That Executive authorises the Head of Housing & Community

Services, in consultation with the Operations Manager for Legal
Services, to enter into a contract with Supplier 3 (as identified in
the exempt Appendix 1) for the upgrade and maintenance of the
Council’s CCTV surveillance system and town centre cameras for
a five year term, with an option for two further one year extensions.

Reason: The tender submission has shown the recommended manufacturer is

the most economically advantageous to the Council in accordance with the
criteria set out in the specification.

13.3 That Executive authorises the Head of Finance and Revenues to

update the Medium Term Financial Plan to reflect the financial
implications as set out within section 9 of this report.
Reason: To facilitate effective budget planning.