Agenda item

To consider Item 7

The Deputy Chief Fire Officer advised Members that the Thames Valley Fire Control Service (TVFCS) went live in April 2015 and the agreement was for a 15-year period, expiring in April 2030.  TVFCS utilised the ‘Vision 4’ mobilising system, which was provided by Capita Secure Solutions and Services (SSS) Ltd.  Within the current mobilising system contract, the initial service period was set for seven years, expiring in April 2022, with options to extend service support provision for up to eight years (a maximum total of 15 years).

The contract review point aligned to the requirement of the agreement that “as soon as reasonably practicable following the fifth anniversary of the commencement date Fire Authorities shall discuss whether the contract should be extended together with any upgrade, modification or refresh to the system”.

Principally, due to each Services’ response to Covid-19 and timelines specified within the contract, presentation of these recommendations to the TVCFS Joint Committee was not practicable prior to a meeting held on the 12 July 2021.  As detailed within the agreement, the Joint Committee, created by the three fire and rescue services, provides overall strategic direction and oversight for the TVFCS.  The interests of the Authority were currently represented by Councillor Lesley Clarke OBE and Councillor Steven Lambert.

The recommended one-year extension to the contract from April 2022 to April 2023 enables the Authority to monitor and react to the outcome of the sale of Capita Secure Solutions and Services (SSS) Ltd, which was expected to take place imminently.  The one-year extension also allowed the Authority the opportunity to consider the associated activity towards implementation of the Emergency Services Network (ESN), the replacement for the current Airwave communications system, which had on several occasions, seen extensions to project timelines.  The costs associated with extending the service contract by a further year was detailed within the report.  Any periods of extension to the service contract, require Capita Secure Solutions and Services (SSS) Ltd to provide a ‘system report’.

The system report sets out expected performance levels and recommended hardware upgrades and refresh options that would be necessary for TVFCS to maintain an appropriate, robust, and resilient level of technological capability.

Detailed within the report was the projected expenditure from the TVFCS Renewals Account commensurate with the requirements detailed within the Capita ‘system report’.  Whilst this expenditure was significant, the reserve, which includes the accumulated annual contributions of £50,000 from each Service, plus a one-off contribution at implementation, now stands at circa £1.8 million.

Members discussed the risks involved with this contract going forward.  The Deputy Director of Finance and Assets informed Members that the one-year extension would enable TVFCS to establish if the new owners of Capita Secure Solutions and Services (SSS) Ltd would be able to provide the same level of service.  The Director of Legal and Governance advised Members that the contract and budget would be discussed and reviewed at a meeting scheduled for February 2022. 

The Chief Fire Officer highlighted to Members that this was a national risk as 60% of fire control services used the same software. This risk was being monitored by the Home Office and the National Fire Chiefs Council.  The Chief Fire Officer would enquire from the Chief Fire Officer of Oxfordshire (who was leading on this piece of work) to ascertain the latest position.

The Deputy Chief Fire Officer extended an invitation to all Members to visit the TVFCS control room.  The dates, times and numbers were limited but if Members wished to visit, they should contact the Democratic Services Officer.

RESOLVED -

That the TVFCS Mobilising system contract be extended for one year, from April 2022 to March 2023.

That the project expenditure from the TVFCS Renewals Account commensurate with the requirements detailed within the Capita ‘system report’ which are summarised within the paper be noted.