Vehicle Replacement Programme

This paper is seeking the Deputy Mayor for Policing and Crime (DMPC) approval to proceed with the Metropolitan Police Service (MPS) annual vehicle replacement programme for 2017/18. The replacement of 699 vehicles at a cost of £21,850,000 is requested.

That the DMPC

1. Approves the initiation of procurement action for the proposed fleet tenders above £500,000, to support the renewal of the fleet up to March 2018.
2. Approve the purchase of 699 vehicles within 2017/18 at a revised cost of £21,850,000 funded from the existing approved capital programme

Introduction and background

To provide a safe fleet, ensure value for money, minimise maintenance spend and maximise operational vehicle availability, the Metropolitan Police Service (MPS) Fleet Services has an annual programme to replace vehicles that have met the economic and operational replacement parameters.

Issues for consideration

The One Met Fleet Strategy was published in 2014 and set out a four year plan for the direction of travel for the fleet. It established a number of challenges for Fleet Services related to improving cost management, demand management, environmental impact, safety and technology. Over the past two years, the fleet has changed significantly with standardisation, use of technology and fleet reductions. Environmental improvements have led to a reduction in fleet emissions and harmful exhaust gasses by 1.5%.

Operational demand for vehicles is undertaken through collaborative work with the various business groups to ensure alignment to need and value for money.

The procurement will be via existing arrangements or the use of the Crown Commercial Services vehicle purchase framework involving the setting of a technical specification and mini-competitions.

Whole scale delays in the optimum replacement of vehicles have adverse implications, which include the risks;

1. of reduction of key operational vehicles,
2. increase in maintenance revenue costs due to the ageing fleet,
3. of not meeting fleet environmental targets through not replacing high CO2 vehicles with more fuel-efficient replacements and,
4. of not meeting the targets for the Ultra-Low Emission Zone in 2020.

Financial Comments

The 699 vehicles due for replacement will be funded within the approved capital programme budget for 2017/18.

Legal Comments

The Mayor’s Office for Policing and Crime (MOPAC) is a contracting authority as defined in the Public Contracts Regulations 2015 (the Regulations). When awarding public contracts for goods and services valued at £164,176 or above, all contracting authorities must do so in accordance with the Regulations.

A compliantly procured framework represents a compliant route to market for contracting authorities provided the framework is still in force, the MOPAC is identified as an eligible user of the framework, the MOPAC's requirements are within the technical and financial scope of the framework and the call-off procedure set out in the framework is followed.

Equality Comments

Equalities considerations have been taken into account particularly concerning the vehicle manufacturer’s cabin space design, which includes seat and seat belt adjustments and steering column adjustments. In relation to motorcycles, this also includes weight and ease of manoeuvrability. These considerations are further enhanced through being able to request detailed purchase specifications.

Crown Commercial Services, using a national standard to select service providers who meet equality and diversity criteria, tendered the Vehicle Purchase agreement for the supply of vehicle and associated services to the UK public sector.

Fleet Services acknowledges its responsibilities towards its staff and the members of London’s diverse communities and will engage with, and value the contributions of, communities and our partners and continue to nurture positive relationships of constructive support.