06/2016: Re-location of the North Yorkshire Police (NYP) Data Centre from the current Newby Wiske location to the new NYP Headquarters at Alverton Court, Northallerton. – 25 February 2016
Executive Summary and Recommendation:
The decision to move the Police Headquarters from Newby Wiske to Alverton Court was made in June 2015 (see Decision Notice 004/2015), with the expectation that in doing so the organisation would save a minimum of £4m over the next 30 years. It was also expected that further opportunities, in terms of wider estates rationalisation that may be possible as a result of the move to Alverton Court, could generate additional savings.
That Decision Note highlighted that there were ‘additional moves required as part of the project, which, in itself, is an integral part of the wider Estates Strategy. One of these was the previously agreed joint Data Centre that is being developed with Cleveland Police and is costed as part of this business case within the £12.7m budget.’
The Decision Note also highlighted ‘that in committing to the move to Alverton Court the Police and Crime Commissioner is, in effect, committing to the possibility that each of these additional relocations are also required. The business case has therefore been built on all additional relocations being required, in addition to the move from Newby Wiske to Alverton Court. The total Capital outlay for the whole project, including the additional relocations, is currently projected to be £12.7m.’
As set out within that Decision Note these additional moves would be subject to separate Decision Notices and separate scrutiny, to ensure that Value for Money was being achieved throughout the overall project.
One of the key elements in moving the NYP Headquarters is that Newby Wiske is a pivotal site, within the overall Estate, for the IT infrastructure for NYP. The assumption when pulling together the Alverton Court Decision Note was that the major IT infrastructure for NYP located at Newby Wiske, i.e. the Data Centre would be located jointly with Cleveland Police, at a site they are planning to build, in line with a Decision made in October 2014 (Decision Notice 015/2014).
The purchase of Alverton Court provided NYP with an opportunity, that wasn’t available at the time of the decision to develop a Joint Data Centre with Cleveland. Given the overarching requirement to ensure best value for money this provided the opportunity to re-assess the options available for both NYP and Cleveland Police.
The teams across NYP and Cleveland Police assessed the following options, in terms of both Capital and Revenue Costs, across a 5 year period. To ensure consistency across all options they were costed on the basis of assuming that all of the equipment that would be required for the fit out of a new Data Centre would be bought new, as opposed to being transferred from their current location, if and where this was possible.
- Continue with the Joint Data Centre within Cleveland
- Have a Joint Data Centre at Alverton Court
- Have a separate Data Centre in both North Yorkshire and Cleveland
- Host the Data Centre with a third party (both separately and jointly)
- Develop a Cloud Solution (both separately and jointly)
- Any possible hybrid solutions, so for example, part hosting, part internal provision.
This assessment highlighted that the best option for NYP, from both a financial perspective and an IT capability perspective would be to locate the Data Centre for NYP within the newly purchased building at Alverton Court.
The original capital budget for the Headquarters relocation project of £12.7m included within it £4.015m for the costs of building a Data Centre, the transition of the IT equipment to the Data Centre and the IT fit out costs needed at Alverton Court.
The Estates and IT teams have worked through the implications of putting the Data Centre for NYP into Alverton Court and have assessed the costs to be £4.7m. This is higher, by £685k, than the estimates within the original business case but at this stage no further funds are being requested for the overall project as there are still further elements of this project to be developed. These additional areas will be expected to be brought in lower than the estimated costs included within the original business case so that the overall project remains within the £12.7m agreed budget.
North Yorkshire Police is committed to creating a responsive technical solution that enables continuity of service and future proofs as far as possible the investment.
A dedicated technical project lead who has previous experience of delivering similar solutions has been secured and will commence with the ICT Department in March. Their remit will include a critical assessment of existing plans.
In addition the Police ICT Company has been contacted to discuss the requirement of NYP. It has been identified that there is an opportunity to work with them to ensure that the solution being implemented is in line with the latest technology, national plans and force wide system solutions. A lead from the Police ICT Company will work with NYP once the project lead is in place. Both will then be in a position to undertake due diligence on the solutions being considered and sought to ensure that they are as future proof and fit for purpose as possible taking into account both local need and national direction of travel.
It is therefore recommended that the Police and Crime Commissioner gives approval to locate the Data Centre for NYP within the newly purchased Alverton Court building. This decision is another key step in moving from the current Headquarters at Newby Wiske and continues the progress towards the delivery of savings of at least £4m over 30 years, against the plans to stay at Newby Wiske whilst doing this for approximately £12m less than the previous relocation proposals
Decision
Police and Crime Commissioner decision: Approved
Signature: 
Date: 25 February 2016
Title: Police and Crime Commissioner
1. Introduction and Background
- Introduction and background
NYP has a requirement to relocate the Data Centre due to the future move to the new Headquarters at Alverton Court, Northallerton and the subsequent disposal of the current NYP Headquarters location at Newby Wiske.
A previous Decision Notice was approved by the Police and Crime Commissioner (see Decision Notice 015/2014 approved 15 October 2014), to allow the progression of the feasibility assessment to re-provide the NYP Data Centre at the new Cleveland Police Community Safety Hub, Hemlington, as a joint Data Centre with Cleveland Police, provided that it offered Best Value for NYP.
The original proposal was to co-locate the NYP Data Centre at the new Cleveland Police Community Safety Hub, Hemlington, as a joint Data Centre with Cleveland Police however a decision was taken on 29th July 2015 at a Cleveland Community Safety Hub Board meeting, not to progress the joint Data Centre provision at Hemlington.
This decision was taken following detailed examination undertaken by both organisations mainly due to opportunities which have arisen since the purchase of Alverton Court, Northallerton by NYP and the development of Cloud hosting. Following this examination a decision was reached by both parties that alternative solutions would realise greater efficiencies and effectiveness.
The main parts of the project to re-provide the Data Centre are the actual move and the staffing resources that are deemed necessary to undertake this piece of work and would be phased as follows:
Phase 1 – Initial Planning & Requirements
Phase 2 – Migration and Implementation
The financial summary is included in section four of this Decision Notice. A detailed breakdown of all costs is provided in the part 2 restricted section of this Decision Notice due to the information being commercially sensitive and includes commercial build estimates.
This project is fundamental to both the implementation of the ICT Strategy and the relocation of the NYP Headquarters functions from the current Newby Wiske site. To oversee, monitor and support progress of the project for both the Headquarters re-location and the Data Centre re-location a Strategic Governance Board has been formed consisting of the Chief Executive Officer, Deputy Chief Constable, Chief Constables Chief Finance Officer and other relevant members of NYP.
This Decision Notice supports the current £10m investment in the NYP ICT Strategy which is currently being implemented. This includes the Mobile Asset Utilisation and Deployment System (MAUDS), Operational Mobile Working and enhanced ANPR.
2. Other Options Considered
With regard to re-location a number of options were considered which included the following:
- Joint hosting with another regional force
- Joint hosting with Cleveland Police at Alverton Court
- Commercial private sector Cloud hosting
- Crown Cloud hosting
Note: Crown Cloud hosting is a joint venture between the Cabinet Office and a private sector Data Centre operator – Ark Data Centres.
After undertaking a detailed due diligence exercise it is recommended that NYP should host its own Data Centre as this will provide the Best Value option in both the short and medium term. This option also allows time for NYP to gain a further understanding of Cloud hosting and therefore allow migration to this technology in the future if and when required. Currently NYP systems and technology are not Cloud ready and the work to allow migration to the Cloud would not be complete in time for the re-location.
With regard to staffing, the option of utilising the current staff within the NYP ICT department has been considered and wherever possible these skills will be utilised. However these teams are currently operating at near maximum capacity to deliver the on-going ICT strategy, therefore the team to deliver this project will be a mix of in-house and externally contracted staff. NYP staff will be given the opportunity to work on the project and to develop their skills wherever possible.
3. Contribution to Police and Crime Plan Priorities
The recommendations in this Decision Notice are offered on the basis that they will fully support the Police and Crime Plan priorities as follows:
- Transforming the Organisation – Improving Efficiency & Productivity
- Affordability – Business Planning
4. Implementation and Resourcing Implications
Timeline:
- Phase 1 – January 2016 – July 2016: Initial Planning & Requirements
- Phase 2 – August 2016 – September 2017: Migration and Implementation
Financial Summary:
Capital set up cost year one:
Further details of the above costs are provided within part 2 of this decision note.
Equipment – This covers all known equipment requirements including data cabling. Wherever possible existing equipment will be transferred and utilised.
Resources – a dedicated team of 12 including a Project Manager will be required for approximately 18 months to implement the re-location of the Data Centre. Wherever possible NYP skills will be utilised however there will be a requirement for externally contracted staff. Consideration will also be given to fixed term contracts.
Project Costs to date – these are NYPs share of the costs incurred in the development of the project to date.
Estates – This covers requirements such as new walls and doors, electrical alterations, air conditioning and ventilation for the Data Centre equipment.
The original capital budget for the Headquarters relocation project of £12.7m included within it £4.015m for the costs of building a Data Centre, the transition of the IT equipment to the Data Centre and the IT fit out costs needed at Alverton Court.
The Estates and IT teams have worked through the implications of putting the Data Centre for NYP into Alverton Court and have assessed the costs to be £4.7m including those costs incurred to date on the project. This is higher, by £685k, than the estimates within the original business case but at this stage no further funds are being requested for the overall project as there are still further elements of this project to be developed. These additional areas will be expected to be brought in lower than the estimated costs included within the original business case so that the overall project remains within the £12.7m agreed budget.
Revenue:
No additional revenue costs arise from this decision that weren’t included within or can be contained within the finances of the overall Alverton Court business case.
Consultations Carried Out
| Name | Department | Comments |
| Will Naylor | Office of the PCC | Yes |
| Jane Palmer | Financial Services | No |
| Lisa Winward | Local Policing | No |
| Lisa Winward | Beyond Local Policing | No |
| Leanne Consett | Human Resources | Yes |
| Jane Wintermeyer | Joint Corporate Legal Services | Yes |
| Louise Wood | Corporate Communications | No |
| Jonathan Garrett | Property and Facilities | No |
| Sudeep Chatterjee | Information and Communications Technology | No |
| Bob Brigginshaw | Transport | No |
| Jenni Newberry | Joint Corporate Commissioning and Partnership Services | No |
| Nicola Johnston | Procurement | No |
| Maria Earles | Organisation and Development | Yes |
| Sarah Wintringham | Information Management | No |
5. Compliance Checks
Financial Implications/Value for money:
Chief Constables Chief Finance Officer Comments
The figures in this DN have been reviewed and I am content that the basis on which they have been prepared is consistent with NYP budget methodologies.
The funding for this project was allocated within the MTFP following the approval of the Alverton Court Decision Notice in June 2015. No additional funding is being requested as a result of this Decision Notice.
Legal Implications:
Having read this report and having considered such information as has been provided at the time of being asked to express this view, the Acting Force Solicitor and Head of Legal Services is satisfied that this report does not ask the PCC for North Yorkshire to make a decision which would (or would be likely to) give rise to a contravention of the law.
Human Resources Implications:
It is noted that a team of staff headed by a Project Manager will be required to deliver this proposal. This will equate to approximately 12 staff which will be sourced and employed on the most suitable contract dependant on skills set and duration of requirement. It is also noted that NYP staff will be given the opportunity to work on the project and to develop their skills wherever possible. The usual recruitment and vetting procedures will be adhered to for the additional, externally sourced, resources.
Public Access to information
As a general principle, the Commissioner expects to be able to publish all decisions taken and all matters taken into account when reaching the decision. This Notice will detail all information which the Commissioner will disclose into the public domain. The decision and information will be made available on the Commissioner’s website.
Only where material is properly classified as Restricted under the Government Protective Marking Scheme or if that material falls within the description at 2(2) of The Elected Local Policing Bodies (Specified Information) Order 2011 will the Commissioner not disclose decisions and/or information provided to enable that decision to be made. In these instances, Part 2 will be used to detail those matters considered to be restricted. Information in Part 2 will not be published.
All decisions taken by the Commissioner will be subject to the Freedom of Information Act 2000 (FOIA).
Part 2
Is there a Part 2 to this Notice – YES
If Yes, what is the reason for restriction – Commercially sensitive
Report Information
Author(s): Richard Flint, Head of Estates, Logistics and Technology
Head of Department: Richard Flint, Head of Estates, Logistics and Technology
Executive Group Sponsor: Joanna Carter, Chief Executive Officer
Date created: 26 October 2015
Background documents:
I confirm that all the above advice has been sought and received against this and any associated Part 2 information and I am satisfied that this is an appropriate request to be submitted for a decision
Signature: Richard Flint
Date: 26 October 2015
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