East Surrey Improvement Partnership case study

Helping local authorities to deliver best-value solutions

The East Surrey Improvement Partnership (ESIP) was formed to promote improved collaboration and service sharing between neighbouring local authorities. But from the start, it was clear that an effective communications infrastructure would be critical to success.

To enable member councils to share applications and pool resources, the Partnership needed to establish a high-capacity communications network to connect all the sites involved.

Working to a tight deadline, we implemented a Metro Ethernet VPN network – enabling councils to combine forces to deliver improved public services in a more cost-effective way.

Working together, sharing resources

In 2006, Mole Valley District Council, Tandridge District Council and Reigate and Banstead Borough Council teamed up to form the East Surrey Improvement Partnership. Created in line with a shared services initiative to reduce overheads in local government, the Partnership promotes the pooling of resources across member councils. Our Metro Ethernet VPN network is providing the mission-critical communications infrastructure that makes this possible.

Search for a cost-effective solution

The Partnership turned to ADIT London and South – a specialist agency providing procurement and consultancy services to public bodies – for help in choosing an appropriate communications solution. With framework agreements already in place with a number of telecoms providers, ADIT was able to manage the procurement process quickly and efficiently.

Both ADIT and ESIP were impressed by the value for money we offered. "We were looking for the most economically advantageous tender," explains Gordon Ballantyne, Procurement Director at ADIT London and South. "From a cost perspective, ntl:Telewest Business was 80% lower than the highest bidder and over 70% lower than the next closest bid."

Working to an aggressive timescale

Timescales for the project were tight. To avoid scheduled replacement of existing hardware at Tandridge, the new network infrastructure needed to be in place by the end of the year. And the pressure was further increased when neighbouring Epsom and Ewell Borough Council joined the initiative a couple of months into the project. It wanted to use HR payroll software hosted by Tandridge District Council – but to do that, it needed the network to go live just after Christmas.

ESIP, ADIT and the ntl:Telewest Business team had to move fast. Only two and a half months after ADIT issued the initial statement of service requirements – the contract with ntl:Telewest Business was signed. Our network was finally implemented six weeks before the agreed deadline. "Local government is often criticised for not being able to do things quickly," says Stuart Mitchenall, Head of ICT at Tandridge District Council. "In this instance, even a commercial organisation would have struggled to keep up."

Stuart believes that teamwork played a key role in the project’s success. "Because the timescales were so intense, we had to work closely and focus on the project in hand,"  he comments.

Improving efficiency, saving money

Today, our Metro Ethernet VPN network enables member councils to share payroll and HR software, and a revenue and benefits system – improving access to resources and increasing the efficiency with which staff can carry out day-

to-day tasks.

All member councils are realising significant financial benefits as a result of the new communications infrastructure. Tandridge District Council alone will save approximately £150,000 over the five year contract period. ESIP members are also looking at a joint contract with an internet service provider that will save each council approximately £10,000 each year. "Every local authority is under pressure to save money at the moment," says Stuart. "The ntl:Telewest Business network is helping us to make budgetary savings as well as making services more efficient."

What it has made possible

According to Bob Thomas, Head of IT at Mole Valley District Council, the project shows how local authorities can use technology strategically to promote partnership. "Ultimately it has removed obstacles to working together and made shared services initiatives possible," he concludes. "Without the communications infrastructure we’ve put in place, they simply wouldn’t be viable."