PCD 1330 Renewal and Management of the Print Distribution and Storage Contract (Extremis)

PCD 1330 Renewal and Management of the Print Distribution and Storage Contract (Extremis)

This paper seeks the approval to re-procure the print management, distribution and storage contract which expires in December 2023 at a value of £2,000,000 p.a. and for a up to four year term, and to increase the contract value of the current contract by £2,000,000 due to additional demand on the service.  The proposed re-procurement is expected to be via a compliant collaborative procurement with Transport for London.  The cost of the additional contract uplift and the future re-procured contract will be funded from within existing MPS budgets.  

The Deputy Mayor for Policing and Crime is recommended to:   

1. That approval is given for the Directorate of Media and Communication (DM)C to initiate procurement activity via the Crown Commercial Services Framework, with a view to procuring a new print management contract, to replace the current contract when it expires in December 2023. Based on historical usage, the estimated contract value over 4 years is £8m. The budget requirement for the new contract will be confirmed by way of the annual budget setting process following the initiation of procurement activity. The procurement will be handled as part of a collaboration initiative with Transport for London (TFL). If there are any problems with this, our fallback option would be to run a MPS only CCS framework tender process. 

2. Approve an increase of the maximum value of the current contract by £2,000,000 from £5,400,000 to £7,400,000 to accommodate business requirements for the remaining 12 month period. The proposal to increase the contract value is because there is insufficient contract value to last for the remaining contract period. 

3. That approval to award the contract continues to be delegated to the Director of Commercial Services following completion of the tendering process on the basis that the supply category being procured is neither novel nor contentious.  

PART I - NON-CONFIDENTIAL FACTS AND ADVICE TO THE DMPC 

1. Introduction and background  

1. The current print management, distribution and storage contract was awarded in December 2019 for an up to 4 year term, and expires in December 2023.  

2. Issues for consideration 

1. The MPS state that “Printed material contributes to all of the MOPAC’s priorities, particularly increasing trust and confidence and supporting victims. As an example of this are our ‘contact cards’ which are a very popular product and contain the details of local Safer Neighbourhood Teams. We also produce printed newsletters to low confidence wards across London and victim care leaflets for victims of crime.  All of these products help to increase trust and confidence and support victims”. 

2. The original contract was awarded at a £1,000,000 p.a. value, £4,000,000 over the life of the contract.  The contract value was uplifted by £1,000,000 by MOPAC to account for the police officer uplift programme, and by a further £400,000 by the MPS under their delegated authority. The current contract value is £5,400,000. 

3. The MPS has identified additional demand for the print management, distribution and storage contract during the first three years of its operation arising from higher than expected usage of the design and creative elements of the contract and greater usage to support the Police Officer Uplift programme, therefore requiring an contract value uplift.   

4. The original contract was tendered as part of a collaborative tender with Transport for London (TfL).  The TfL contract expires in May 2023, and the proposal is for MPS to collaborate again with TfL on the re-procurement. The re-procurement will focus on the print, pre-production (including some design services), storage and distribution services, with a separate procurement activity to focus on the creative services.  

3. Financial Comments  

1. This proposal seeks a £2,000,000 contract value uplift on the existing contract.  The MPS assure that the costs of this contract are met from MPS business group devolved budgets or from the funding of approved project budgets. 

2. The proposed re-procurement of the contract is estimated to have a £2,000,000 p.a. value, which with a proposed 4-year contract term will result in a estimated total contract value of £8,000,000.   This reflects the current trend of spend. The MPS assure that the costs of this contract would be met from MPS business group devolved budgets or from the funding of approved project budgets. 

4. Legal Comments 

1. 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 £213,477.00 (inclusive of VAT)  or above must be procured in accordance with the Regulations.  This report confirms the proposed re-procurement of the contract exceeds this value.  Accordingly, the Regulations will be engaged. 

2. The MPS Directorate of Legal Services assure that both the re-procurement and the contract variation are compliant with Public Contracts Regulations. 

3. Paragraph 4.13 of the MOPAC Scheme of Delegation and Consent provides the Deputy Mayor for Policing and Crime has delegated authority to approve all requests to go out to tender for contracts valued at £500,000 or above populated upon decision. 

4. Paragraph 4.13 of the MOPAC Scheme of Delegation and Consent provides the Deputy Mayor for Policing and Crime has delegated authority to approve all unforeseen variations and extensions to contracts with an original value of £500,000 or above, when the variation or extension is greater than 10% of the original value and/or is for a period of more than 12 months. 

5. Commercial Issues  

1. The existing contract provides for the supply of services in relation to the design and print requirements of corporate and internal campaigns, to manage design and print requirements for the attraction of new, experienced and volunteer police officers, and the provision, storage and distribution of operational books and forms. 

2. The proposed re-procurement will focus on the print, pre-production (including some design services), storage and distribution services with a separate procurement for the creative services. The re-procurement is expected to be via a collaborative tender exercise with TfL via a Crown Commercial Services framework. If this route does not progress the MPS will undertake a separate tender exercise also via a Crown Commercial Services framework. 

3. The proposed contract term would be an initial period of three years with an optional 1 year extension. The estimated annual contract value would be £2,000,000. 

4. 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. The evaluation exercise will consider their ability to act as a responsible employer and meet employment obligations deemed commensurate with wider GLA objectives such as Responsible Procurement and the London Anchors Institutions’ charter.  

5. The now proposed contract value uplift of £2,000,000 and the previous approved uplifts of £1,400,000 combine to constitute £3,400,000 uplift which is 10.1% of the original contract value of the GLA-wide procurement which had an original value of £33,350,000. 

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 there is no use of personal information in regard to the public within this contract, so there are no GDPR issues. 

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 there to be no negative equality or diversity implications arising from these proposals negating the requirement to present any mitigation. Any approved suppliers have been/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 - Print Management, Distribution and Storage Contract