PCD 1325 Lift Maintenance Re-procure

PCD 1325 Lift Maintenance Re-procure

This paper seeks the approval for the re-procurement via restricted tender procedure of contracts to provide for the maintenance and inspections of lifts and roller shutter doors.  The proposal is for a up to seven year contract term, an initial three term with two 2-year optional extensions.  The estimated 7 year contract value is £13,934,142.  The cost will be funded from within the existing MPS budget. 

The Deputy Mayor for Policing and Crime is recommended to:   

1. Approve to re-procure the Lift Supply & Maintenance contract through a restricted tender procedure with a proposed new total contract value of £8,681,788.52, all within existing budgets. This is based on a proposed contract length of 3 + 2 + 2 years. 

2. Approve to re-procure the Lift Inspections contract through a restricted tender procedure with a proposed new total contract value of £1,421,298.11, all within existing budgets. This is based on a proposed contract length of 3 + 2 + 2 years. 

3. Approve to re-procure the Roller Shutter Contract through a restricted tender procedure with a proposed new total contract value of £3,831,055.23, all within existing budgets. This is based on a proposed contract length of 3 + 2 + 2 years. 

4. Approve to award the Lift Maintenance, Lift Inspection and Roller Shutter contracts to the successful bidder following the compliant competitive procedure within a 10% tolerance of the values outlined in this paper to be signed off by the MPS Commercial Director under delegated authority 

1. Introduction and background  

1. The existing contracts for the provision of the inspection and maintenance of lifts and roller shutter doors expires in April 2024.  

2. Issues for consideration 

1. The re-procurement of these services is necessary to ensure that statutory inspections complying with Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) are undertaken, and that the planned and reactive maintenance of lifts and roller shutter doors are provided for. 

2. This service ensures that property occupied by MPS officers, staff and visitors is secured by roller shutters as required and that lifts are maintained and inspected in a legally compliant order. This roller shutter security and lift inspections, supply and  maintenance is paramount to supporting operational requirements.  

3. Financial Comments  

1. The estimated annual contract value for the supply of these services is £1,990,592 which over a potential of seven years is £13,934,142.  The MPS assure that the estimated contract value can be met from within the existing MPS budgets. 

4. Legal Comments 

1. The Mayor’s Office for Policing and Crime (“MOPAC”) is a contracting authority as defined in the Public Contracts Regulations 2015 (“the Regulations”).  All awards of public contracts for goods and/or services valued at £213,477 or above shall be procured in accordance with the Regulations. This report confirms the value of the proposed contracts exceed this threshold.   

2. The MPS assure that the route to market is compliant with the Regulations. 

3. The MOPAC Scheme of Delegation and Consent provides the Deputy Mayor for Policing and Crime (“DMPC”) has delegated authority to approve:  

• Business cases for revenue or capital expenditure of £500,000 and above (paragraph 4.8); and 

• All requests to go out to tender for contracts of £500,000 or above, or where there is a particular public interest (paragraph 4.13).  

4. Paragraph 7.23 of the Scheme provides that the Director of Strategic Procurement has consent for the approval of the award of all contracts, with the exception of those called in through the agreed call in procedure.  Paragraph 4.14 of the Scheme provides the DMPC reserves the right to call in any MPS proposal to award a contract for £500,000 or above. 

5. Commercial Issues  

1. The services to be procured are the inspection and maintenance (planned and reactive) for lifts and roller shutter doors in the MPS estate. The MPS engagement with the GLA to collaborate on the procurement did not identify any opportunities.    

2. The MPS recommend that the proposed procurement route is to procure the services as one lot, via a restricted tender procedure as there are no existing frameworks which meet the specialist nature of the service required.  

3. MPS assure that Responsible Procurement and London Anchor Institution charter objectives will be included in the tender process and bidders assessed on their responses.  

6. GDPR and Data Privacy  

1. MOPAC will adhere to the Data Protection Act (DPA) 2018 and ensure that any organisations who are commissioned to do work with or on behalf of MOPAC are fully compliant with the policy and understand their GDPR responsibilities.   

2. The MPS assure that the procurement process does not use personally identifiable data of members of the public, so there are no GDPR issues to be considered. 

7. Equality Comments  

  MOPAC is required to comply with the public sector equality duty set out in section 149(1) of the Equality Act 2010. This requires MOPAC to have due regard to the need to eliminate discrimination, advance equality of opportunity and foster good relations by reference to people with protected characteristics. The protected characteristics are: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. 

2. The MPS assure that any approved suppliers will be evaluated for acceptable equality and diversity statements, as well as their ability to meet the MPS requirements under the Equality Act 2010 as suppliers to MOPAC. 

8. Background/supporting papers 

• Appendix 1 MPS Report - Re-procurement Lift Maintenance, Lift Inspections and Roller Shutter Maintenance Service Contracts