MPS Catering Services – Outsourcing

This paper seeks approval for the initiation of procurement for the supply of catering services. The different elements are being sourced across two lots – lot 1 - staff dining, hospitality and vending; and lot 2 - detainee and police operational feeding. The proposed contract terms are 5 years for the detainee and police operational feeding (lot 2) and for lot 1 is for an initial term of 3 years with two 1 year optional extensions. The estimated contract value over a 5 year period is set out in the restricted section of this paper. The paper also proposes an increase in the MPS client function to pro-actively manage the new contracts.

The Deputy Mayor for Policing and Crime is recommended to:

1. Approve the proposed outsourcing model as summarised in this proposal.

2. Approve the development of an Intelligent Client Function with the right headcount, skills and capabilities to proactively manage a new Catering Strategy and the continuous improvement in supplier performance and customer experience. This will include an increase in the in-house catering management team by 1 x Band B and 2x Band C at a cost of £209k per annum, to be covered by existing MO11 budget.

3. Approve the continued funding of Lot 1 - Staff and Officer Dining, Hospitality Services and Vending for a three-year term with 2 x 1-year optional extensions to be funded by MO11.

4. Approve Lot 2 - Custody Feeding and Operational Feeding over a 5-year term which will continue to be funded through the OCUs budget.

5. Authorise the project team to proceed with procurement of services for Lot 1 and Lot 2 to ensure continuity of provision based on the above strategy.

1. Introduction and background

1.1. The current catering contract expires at the end of October 2022. This paper seeks approval for the re-procurement of this service.

2. Issues for consideration

2.1. Following engagement with the market and customer consultation the proposal is for the catering service to be provided by way of two lots – lot 1 to cover the staff dining, hospitality and vending functions, and lot 2 to cover the detainee and operational feeding requirements.

2.2. The Met assure that the proposed procurements will support the Police and Crime Plan as Lot 1 Staff & Officer Dining, Hospitality and Vending provides the necessary catering needs for our personnel ensuring the morale and wellbeing of all, and Lot 2 Custody Feeding enables people in custody to be well cared for under the Police and Criminal Evidence Act 1984 (PACE) and other relevant legislation, whilst Operational Feeding provides essential sustenance for officers whilst on their tour of duty keeping London safe.

2.3. The Metropolitan Police Federation and Trades Unions have been consulted on this paper and have supported it and were content with the direction of travel.

2.4. To proactively manage the new contract arrangements and there is a proposed increase in the client function

3. Financial Comments

3.1. The estimated 5 year cost for the supply of the catering services is set out in the restricted section of the report. The MPS assure that these costs can be met from within existing MPS budgets.

3.2. The additional cost of the increase in the client function of 3 staff is estimated at £209,000 p.a. which can be met from within existing MPS budgets.

4. Legal Comments

4.1. 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 £189,330 or above shall be procured in accordance with the Regulations. This report confirms the value of the proposed contract exceeds this threshold.

4.2. Met Legal confirm that the proposed route is compliant.

4.3. 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.



4.4. 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. Commercial Issues

5.1. The proposal is for the supply of catering functions namely lot 1 - staff dining, hospitality and vending; and lot 2 - detainee and police operational feeding. The contract periods are 5 years for the detainee and operational feeding lot, and an initial term of three years with two 1 year optional extensions for lot 1.

5.2. The procurement will be by way of a restricted procedure through the Find a Tender portal.

5.3. The Met assure that the proposed procurement has taken account of the MPS Environment and Sustainability Policy and the MPS Environment & Sustainability Strategy 2019-2021., and that the sprcification captures the MPS commitment to the GLA Responsible Procurement Policy.

6. GDPR and Data Privacy

6.1. 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.

6.2. The Met 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

7.1. 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.

7.2. The Met assure that suppliers will be required in the specification to be pro-active in meeting the diverse needs of MPS officers and staff.

8. Background/supporting papers

• Appendix 1 MPS Catering Outsource