PCD 1373 NPCC and NPoCC Relocation New Lease

PCD 1373    NPCC and NPoCC Relocation New Lease

MOPAC hosts the National Police Chiefs’ Council (NPCC) and the National Police Coordination Centre (NPoCC) . They currently occupy a MPS site which is being vacated. This paper seeks approval for a 6-month extension of their current occupation, the take on of a new lease at a new location and the fit out costs of the new accommodation. All of the costs are to be funded  by the NPCC and NPoCC with no liability to MOPAC. 

The Deputy Mayor for Policing and Crime is recommended to:   

1. Approval to renew the Memorandum of Terms of Occupation (MOTO) at for 10 Victoria Street (part of the 1st floor and part of the 2nd floor) for a period of up to nine months from 31st March 2023 to 31st  December 2023. All rental costs are paid directly by NPCC and NPoCC. 

2. Approval to expend funds to decommission the NPCC and NPoCC offices at 10 Victoria Street. All decommissioning costs are off-charged to NPCC and NPoCC. 

3. Approval to enter into a ten year lease agreement for the second floor at 50 Broadway. All rental costs will be paid directly by NPCC et al. 

4. Approval to undertake tender action via MOPAC-approved compliant MPS frameworks for both professional services and works, and for delegated authority to be granted to the Director of Commercial Services to enter into a contract with the successful suppliers. 

5. Approval for capital expenditure entered into by the MPS using approved financial contributions from NPCC, NPoCC, Strategic Intelligence and Briefing team (SIB) and the UK Football Policing Unit (UKFPU), gathered by NPCC and recovered by the MPS directly from NPCC. 

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

1. Introduction and background  

1. MOPAC hosts the National Police Chiefs’ Council (NPCC) and the National Police Coordination Centre (NPoCC). These organisations are currently accommodated at 10 Victoria Street. The current terms of occupation expire at the end of March 2023. This site is being vacated by the MPS. 

2. Issues for consideration 

1. The current Memorandum of Terms of Occupation (MOTO) for NPCC/NPoCC to occupy 10 Victoria Street expires at the end of March. Approval is sought to extend this for a term of 6 months to enable the completion of a new lease and fit out of new accommodation. 

2. A feasibility and option appraisal for alternative accommodation has been carried out -details are in the restricted section of this report. The proposed alternative site will also accommodate the Strategic Intelligence and Briefing Team (SIB – a sub-group of NPoCC) and the UK Football Policing Unit (UKFPU – currently housed by the Home Office). This will provide a range of operational benefits. The option appraisal identified 50 Broadway as the recommended option.  This has been approved by NPCC. 

3. The cost of the lease of the new accommodation is less per sq metre and in absolute terms than its alternative. 

3. Financial Comments  

1. The MPS and NPCC assure that the costs of the current lease extension, new lease and fit out costs will be funded from within the NPCC/NPoCC budgets, with relevant contributions from SIB and UKFPU. Further detail is set out in the restricted section of this report. There is no liability to MOPAC.  

4. Legal Comments 

1. In carrying out its functions, the MOPAC may, under paragraph 7, Schedule 3 of “the Act “do anything which is calculated to facilitate, or is conducive or incidental to, the exercise of the functions of the Office”.  This includes, entering into contracts and other agreements, in addition to acquiring and disposing of property (including land). The MOPAC has the power to renew a lease under paragraph 7(2)(b) of Schedule 3 of the “the Act”. 

2. Paragraph 4.16 of the Mayor’s Office for Policing and Crime (MOPAC) Scheme of Delegation and Consent provides the Deputy Mayor for Policing and Crime (DMPC) with delegated authority to approve all business cases to acquire or renew a leasehold with a value in excess of £500,000 over the initial lease period or 5 years whichever is the lesser. Both the proposed extension to the MOTO at 10 Victoria Street and the new Lease for the Second Floor at 50 Broadway has a value in excess of £500,000 and is therefore presented to MOPAC for approval and to enable Property Services to commence the legal formalities.  

3. 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 contract exceeds this threshold. 

4. All procurements to deliver these works will be to suppliers on the current MPS frameworks for construction and design services as described below.  On the basis the ordering processes for the framework agreement are followed, the proposed award will be compliant with the Regulations. 

5. The MOPAC Scheme of Delegation and Consent provides that 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).  

6. 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 works to be procured are both professional services and building works to design, project manage and fit out the new accommodation. The services and works will be sourced from the MOPAC-approved MPS Construction Professional Services Framework, and the MOPAC-approved MPS Building Works Framework. 

2. The frameworks support the Mayors Responsible Procurement Policy including: enhancing social value, encouraging equality and diversity, embedding fair employment practices, enabling skills, training and employment opportunities, promoting ethical sourcing practices and improving environmental sustainability. The MPS also assure that as part of a compliant framework call-off approach to appoint the main contractor, the tender process the MPS will follow will include requesting and assessing the tenderers commitments to specific actions to address the London Anchor Institution Charter (LAIC) objectives. 

3. The NPCC will have a Memorandum of Understanding with the other three occupying organisations that co-locate at the site, and this will cover the commercial terms of their occupation. As such, all cost recovery for the MPS will be directed through the NPCC. 

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

7. Equality Comments    

8. 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. 

9. The MPS assure that this business case has undergone an initial equality screening. Due regard has been taken to the Equality Act’s Public Sector Equality Duty. Consideration has been taken to assess equality impact caused by the proposed changes to the site security systems. 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. A site specific EIA will be undertaken during the Detailed Design process. 

10. Background/supporting papers 

• Appendix 1 MPS Report - NPCC and NPoCC Relocation - New Lease and fit-out