Direct Award of Response Motorcycles

The Metropolitan Police Service (MPS) seeks approval to award a contract for the purchase of replacement response motorcycles. The Deputy Mayor for Policing and Crime (DMPC) is requested to approve the award of contract to BMW UK Ltd, valued at £2.6m.

The Deputy Mayor for Policing and Crime is recommended to:

Approve the direct award contract to BMW UK Ltd, valued at £2.6M with a three-year duration, to commence in June 2020, in accordance with the Public Contracts Regulations 2015 via the Crown Commercial Services vehicle purchase framework RM6060. The award was made to the only supplier who met the specific technical requirements. The contract does not bind the MPS to commit expenditure to the full contract value.

1. Introduction and background

2. 1. The MPS has set out objectives in its strategy document, the ‘Met’s Direction: Our Strategy 2020-2025’. To support this strategic approach, the fleet asset management objectives will be based on the ISO 55001 / ISO 55002 asset management standard and Fleet Services aspire to work towards accreditation to support the following key objectives:

   • Deliver a fit-for-purpose, available and flexible fleet for all officers and staff;

   • Manage the fleet effectively and efficiently using data-driven decision-making; and

   • Support users and staff working on the fleet through any operational/strategic changes.

0. 2. The MPS is part of the Greater London Authority family (“GLA”), and therefore, the MPS has a number of strategic air quality targets to meet by October 2023 and further to 2025. The timely replacement of the MPS ageing motorcycles fleet will be key to ensure we continue to meet emissions standards, in addition to achieving the MPS strategic objectives in relation to:

1. Fleet safety;

2. Quality and availability of assets and equipment;

3. Value for money; and

4. Technology and innovation.

2. Issues for consideration

1. 1. Opportunities to collaborate nationally with other UK Police forces were explored for this tender and did not materialise in any volumes.

2. 2. In relation to the next generation motorcycle the MPS will actively pursue collaboration opportunities both nationally and within the GLA family.

3. 3. The MPS has undertaken extensive market testing. Of the five manufacturers on the framework, only Yamaha and BMW offer a factory-approved bluelight response motorcycle. Both the BMW and Yamaha motorcycles have been thoroughly evaluated. The Yamaha did not meet the technical requirements.

1. 4. Assessment of the technical requirements confirms that that only the BMW R1250RT-AC (Large) and BMW F750GS-AC (Intermediate) motorcycles meet the requirements for response duties and as a result approval is sought to direct award this contract.

1. 5. Fleet Services are committed to working towards a zero-emission fleet by 2030 and currently operate 11 zero emission BMW C-Evolution Electric Scooters for non-response support roles. With this in mind, alternative fuel motorcycles were considered as part of the market assessment. However, there are currently no viable alternative fuel motorcycles on the market which meets the operational requirements.

1. 6. A new project will commence to shape the future of motorcycle policing and will encompass representatives from across the MPS in non-riding roles along with MO8 Roads Policing, Met Training and Fleet Services. The scope will cover response motorcycles and will exclude other specialist roles or those that require a specialist response.

1. 7. There will be no parameters for this project to work within and all barriers will be considered including diversity constraints, restrictions for the operational role requirements and market capability. The supplier market assessment will also look at barriers to entry for manufacturing a police ready motorcycle from large international suppliers to start-ups, and the type of support MPS could offer. Alternative fuel motorcycles will also be a consideration as we seek to redefine the future of MPS motorcycle policing.

1. 8. To support this, approval to initiate procurement action is requested to deliver a contract for the next generation of response motorcycles required from 2022.

3. Financial Comments

1. 1. The contract award is valued at £2.6M with a contract duration of three years.

1. 2. Approval to initiate procurement action was sought in September 2017 (PCD254) as part of the MPS 2018-21 VRP and November 2019 (PCD 640) as part of MPS 2021-25 VRP. The award of the contract is within the initial values approved.3.3.

   3. Funding for replacement response motorcycles is included in the long-term Fleet Services capital plan approved in February 2020.

2. 4. Funding for the next generation of motorcycles valued at £0.95M and is included in the long-term Fleet Services capital plan approved in February 2020.

3. 5. The procurement process has been undertaken in in accordance with the Public Contracts Regulations 2015 (PCR) via the Crown Commercial Services vehicle purchase framework RM6060. The direct award requirement set out in this report is within the financial and technical scope of the framework.

1. 6. Assessment of the technical requirements confirms that that only the BMW R1250RT-AC (Large) and BMW F750GS-AC (Intermediate) motorcycles meet the requirements for response duties and as a result approval is sought to direct award this contract.

1. 7. Approval to initiate procurement action is requested to deliver a contract for the next generation of response motorcycles required from 2022. This contract will be valued at £0.95M.

4. Legal Comments

5. 1. The commercial section confirms the proposed contract award is procured compliantly in accordance with the PCR.

1. 2. The Mayor's Office for Policing And Crime 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 £181,302 or above will be procured in accordance with the Regulations.

1. 3. Paragraph 4.8 of 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 or above.

1. 4. Paragraph 4.13 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has delegated authority to approve all requests to go out to tender for contracts of £500,000 or above.

5. GDPR and Data Privacy

1. 1. The MPS is subject to the requirements and conditions placed on it as a 'State' body to comply with the European Convention of Human Rights and the Data Protection Act (“DPA”) 2018. Both legislative requirements place an obligation on the MPS to process personal data fairly and lawfully in order to safeguard the rights and freedoms of individuals.

1. 2. Under Article 35 of the General Data Protection Regulation (“GDPR”) and Section 57 and 64 of the DPIA 2018, Data Protection Impact Assessments (“DPIA”) become mandatory for organisations with technologies and processes that are likely to result in a high risk to the rights of the data subjects.

1. 3. The Information Assurance and Information Rights units within MPS will be consulted at all stages to ensure the project meets its compliance requirements.

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

6. Equality Comments

1. 1. This business case has undergone initial equality screening. Due regard has been taken to the Equality Act’s Public Sector Equality Duty under Sec 149 of the Equality Act 2010. All bidders were required to detail their approach to supplier diversity.

1. 2. Equality impact assessments have been conducted by each of the stakeholder groups including Fleet Services these assessments have been considered during this process, with no issues identified or foreseen.

1. 3. The selected service provider will be evaluated for acceptable equality and diversity statements, as well as their ability to comply with the Equality Act 2010. The evaluation exercise will consider their ability to act as a responsible employer and meet employment obligations deemed commensurate with wider GLA objectives.

1. 4. Equalities considerations have been taken into account in relation to motorcycles, including weight and ease of manoeuvrability. In particularly the BMW F750GS-AC provides a route to procure an intermediate size motorcycle and caters for smaller riders. This ensures we have a full range of solutions for our workforce that fully meet our obligations under Inclusion, Diversity and Equality requirements reflecting our duties under the Equality Act 2010.

1. 5. 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 its partners and continue to nurture positive relationships of constructive support.

7. Background/supporting papers

1. 1. The supporting documents are in Part 2. Part 2 is not suitable for MOPAC publication.

   2. Part 2 of Direct Award of Response Motorcycles is exempt from publication for the following reasons:

• Exempt under Article 2(2)(a) of the Elected Local Policing Bodies (Specified Information) Order 2011 (Data Protection Section 43 – Commercial Interests).
• The relevant sections under the FOIA that would exempt this information from disclosure Commercial Interest Section 43

The paper will cease to be exempt until seven years after all contracts have expired.