PCD 1369 Stationery, Small Electrical - Ctrct Award

PCD 1369 Stationery, Small Electrical - Ctrct Award

This paper seeks approval to award a contract for the supply of stationery, small electrical goods and franking services. The proposal is for the award of a call-off contract for a term of 4 years from a Crown Commercial Services framework. The annual value of the call off contract is estimated at £1,750,000 which over a 4 year term is £7,000,000. The cost will be met from within existing MPS budgets. 

The Deputy Mayor for Policing and Crime is recommended to:   

1. Approve the initiation and award of a contract for Office Stationery and Electronic Office Supplies via Crown Commercial Services (CCS) RM6059 Framework Agreement (Lot 1) with a maximum contract value of £7 million 

1. Introduction and background  

1. The existing contract for the supply of stationery expired on 31 December 2022.  The MPS has under delegated authority approved extensions until 28 February 2023.  

2. Issues for consideration 

1. This proposal includes the acquisition of stationery, digital franking and small electrical goods such as CDs and DVDs. The purchasing of the digital franking services is a new element to this contract and had previously been provided under a separate contract which has also expired. 

2. The supply of these goods and services will support the operational requirements of the MPS, and move the MPS further toward being a more integrated and digital organisation. 

3. Financial Comments  

1. The estimated annual value of goods to be purchased is upto £1,750,000, which over 4 years is £7,000,000.   

2. The cost of call-offs from the contract framework will be met from within 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 (inclusive of VAT) or above shall be procured in accordance with the Regulations. This report confirms the value of the proposed contract exceed this threshold and therefore the Regulations apply.   

2. The MPS assure that the use of this compliantly procured Framework Agreement will constitute a compliant process where the Framework Agreement’s ordering processes are followed.  

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 goods/services to be acquired are stationery, digital franking and small electrical goods such as CDs and DVDs. 

2. The MPS assure that in collaboration with the GLA other markets were investigated and a bench marking exercise conducted with the conclusion that the Crown Commercial Services framework RM6059 offered the best value for money. 

3. The attached appendix 1 includes an assessment showing that the proposed call off contract could deliver an estimated 5.1% saving against the current arrangement.  

4. The MPS assure that the CCS framework include the most up to date Social Value requirements e.g. social and environmental impacts and commitments to equal opportunities, Covid recovery, promotion of SME’s and diversity and inclusion. 

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 this project does not use personally identifiable data of members of the public, so there are no GDPR issues to be considered 

7. Equality Comments  

1. 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 this business case has undergone initial equality screening. Due regard has been taken to the Equality Act’s Public Sector Equality Duty. Real consideration has been taken to assess equality impact caused by the proposed business changes. As a result no positive or negative impact has been identified to any individual and/or group safeguarded by a protected characteristic and those who are not. 

8. Background/supporting papers 

• Appendix 1 MPS Report  - MPS Stationery, Small Electrical & Franking Services BJP