Software procurement in BOPLASS

Why was BOPLASS created?1. There was a clear need & vision for shared

services that could not otherwise be achieved• Corporate/Support services • Aerial Photography• GIS

2. Provides a corporate governance structure for ownership and facilitation of shared services

The vehicle - CCO

Bay of Plenty Local Authority Shared Services (BOPLASS) est. 2007/2008

Nine shareholding councils - Tauranga City, Taupo, Western Bay of Plenty, Rotorua, Whakatane, Opotiki, Kawerau, Gisborne and Environment Bay of Plenty

Complies with Local Government Act and Companies Act

The Deliverables Improved levels and quality of

serviceA co-ordinated and consistent

approach to the provision of servicesReduction in the cost of support and

administrative services Opportunities to develop new

initiativesEconomies of scale resulting from a

single entity representing many councils in procurement

Joint Software ProcurementVarious levels of capabilityDesire to move closerLeveraging for bulk purchaseShared Support and knowledgeBest Practice and joint customisationTwo examples

ESRI GISSophos Endpoint Security and Control

(Antivirus)

BOPLASS RoleNegotiates with SupplierManages Request for expressions of

Interest or Request for ProposalFacilitates group ResponseHolds Principle licenceAgreement with Councils re payment

and complianceMonitoring

GIS as a Shared ServiceWhat we had:6 councils have been meeting in a forum for a

number of years to discuss activities 9 councils with GIS but 7 Councils with GIS

teams, 2 with GIS no team5 ESRI3 Mapinfo1 GenawarePrevious joint activity for aerial photos.

Obstacles and GoalsIf we want effective GIS for each council then

we: Need to be to work together.Need to leverage the different strengths of

each council.Need to bring everyone to the same levelObstacles:Different SoftwareDifferent ActivitiesDifferent Staff skillsNot much money

Opportunities5 of the councils moved to ESRI

ELA allowing unlimited council licensing based on population pricing

2 of the councils wanted to move to new platform

2 of the councils wanted better GIS

Skilled GIS people are hard to find

All wanted to leverage each other to stop the duplication

ChallengeAnalysing the BOPLASS Councils in the banding

you find only one council was benefiting from the pricing bandCouncil Populatio

n Current ELA

Difference

Tauranga CC 

111,379 100,000

11,379

Whakatane DC

36,412 50,000 -13,588

WBOP DC 44,980 50000 -5,020

Rotorua DC 70,683 100,000

-29,317

Kawerau DC  7,497 10000 -2,503

Opotiki DC 9,639 10,000 -361

Gisborne DC 48,193 50,000 -1,807

Taupo DC 34,718 50,000 -15,282

TOTALS 363500 420,000

-56,500

SolutionMoving the licensing from council to regional

level and adjusting price based on the population of region to

reduce the total cost to the BOPLASS councilsreduce the cost to each councilallow all councils to move to the same

softwareProvide unlimited licensing across groupEnhance training options open the door to address other issues

Benefits of ESRI? Allows the BOPLASS to create a Regional

Spatial Data InfrastructureBuilds on the present investment in the

RegionsMajor share in GIS marketMajor technology advancesUsed across majority of councils in NZUsed in top 200 cities in USA20% of revenue in R&DExcellent user group and GIS listUsed in universities in NZ

Sophos Endpoint Security and control

Sophos were in the market place with discount on offer to councils.

Several councils had already installed SophosOne large council was considering installing

it.Proven product with low risk

We approached SOPHOS to consider a BOPLASS arrangement

The ResultSophos agreed to a special additional

discount based on total numbers.All but one council on or moving to Sophos Total 2135 seatsNew councils got immediate price benefitExisting councils move to new pricing at next

annual break/renewalPricing fixed for up to three years

What we got!Sophos offers, a bundle of solutions  including;         - Network Access Control (assessing known and

unknown computers for patching, Anti-Virus and unwanted applications)         - Application Control (prohibiting unwanted applications - includes a report only mode)         - Device Control (USB lock-down by type and/or Serial number - includes report only mode)         - Data Control (searching for sensitive data including built in Credit Card checking facility and other sensitive lists)         - Client Firewall (configurable based on whether a machine is on or off the network)         - Anti-Malware (award winning virus and malware scanners)         - Enterprise Console (all of these features are managed through a single simple console with a customizable user interface)

LessonsDon’t be afraid to ask!!!!Look at what is working well – can it be

extendedDocument your agreement with suppliersWritten agreement with Councils

Decision making Right to withdrawPaymentsEntity cost recovery/ management fee.

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Questions

?Contact:ross.carter@boplass.govt.nz