Purpose

OpenGround is the successor to HoleBase, the
geotechnical logging software that has been used for many years by
Lincs Laboratory’s Geotechnical Team. This software is used
to capture and record large quantities of ground investigation data
gained through the application of borehole activities. Bentley, the
supplier, has confirmed that HoleBase will become unsupported from
March 2026, meaning an alternative solution must be
implemented.

OpenGround represents a natural progression from HoleBase, offering
full data continuity and compatibility. Transitioning to OpenGround
enables seamless transfer of existing records, minimising
disruption and maintaining operational efficiency.

Licensing arrangements have been discussed in detail with Bentley
to ensure best value for LCC. By archiving historical records, the
data storage requirement fits within the i3 Band 1 tier (up to
5,000 records), costing £1,636 per annum. Additional user
licences include:

• 2 advanced users at £478 per annum
• 2 standard users at £166 per annum

This results in a total annual cost of £3,256, with
flexibility to scale user access based on operational need. It is
proposed that both costs and service levels be reviewed annually to
ensure value for money continues. Due to the value involved,
procurement regulations require a formal tendering exercise with
written quotations. However, given the circumstances outlined
above, this approach is not considered appropriate.

A full multi-year procurement process has been considered; however,
the associated costs and officer time required for data transfer
and system compatibility assessments are expected to outweigh any
potential market savings. Notably, Bentley will manage the data
migration from HoleBase to OpenGround directly, reducing risk and
internal workload compared to switching to an alternative
system.

Decision

That approval is given for the Executive
Director for Place to allow for the provision of software in
relation to geotechnical logging of borehole data, following the
provider changing software platforms.

Alternative options considered

A number of alternative systems have been
reviewed; however, many do not offer the level of functionality
required by the Geotechnical Team. The two main comparable options
are:

• TabLogs - Offers a similar level of functionality and may
allow for the import of existing data, although this is not
guaranteed.
o Quoted cost: 420/month (approx.
£306.18/month)
o Total annual cost: £3,674.18
• RSLogs - Provides comprehensive functionality, but there is
uncertainty around the ease and reliability of importing historic
data from HoleBase.
o Cost: $999/user/year (approx.
£728.04/user/year)
o For four users: £2,912.16 per annum

While both options offer some comparable features, the potential
costs, uncertainty around data migration, and the resource
implications of transitioning to a new system make them less
favourable than OpenGround. OpenGround remains the only solution
offering full continuity, minimal disruption, and direct data
transfer managed by the existing supplier (Bentley).