Procurement Activity for the Supply of Surveying Support Services

This paper seeks approval for a value increase to an existing contract, and to initiate procurement for future provision. The service is for specialist survey and 3D modelling of crime scenes, in support of the in-house function. The value of the extension is £150k and the estimated value of the proposed new procurement is £1.4m.

The Deputy Mayor for Policing and Crime is recommended to:

1. Approve the increase of the existing value of contract SS2/14/6 by a further £150k for the supply of Surveying Support Services to the MPS Property Services’ Computer Aided Modelling Bureau (CAMB).

2. Approve the initiation of the procurement of a new Surveying Support Services contract in accordance with Public Contract regulations 2015.

3. Delegate authority to the Commercial Director to approve award of the contract following a compliant procurement process in accordance with Public Contract Regulations 2015.

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

1. Introduction and background

1.1. The Computer Aided Modelling Bureau (CAMB) are a small specialist survey and 3D modelling team within the Metropolitan Police Service that survey crime scenes and produce Scene of Crime plan drawings and 3D crime scene reconstructions and analysis. Their work is evidential and is presented in court

1.2. To support the business demand and meet operational requirements CAMB employ the services of a professional survey company to undertake crime scene surveys and produce CAD drawings of the built environment.

2. Issues for consideration

2.1. Due to unprecedented demand for these surveys over the past 3 years the financial scope of the contract has been exhausted early. This paper is requesting permission to extend the financial scope of the contract by £150k. The term of the current contract expires on 30 November 2020.

2.2. Approval is also sought to initiate procurement for a replacement survey contract with a new three year contract with two 24 month extension options.

3. Financial Comments

3.1. The additional costs of £150k for the current contract extension and the estimated costs of the £1.4m over the potential seven year life of a new contract will be met from within the MPS budget.

4. Legal Comments

4.1. The Mayor's Office for Policing 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.

4.2. 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 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

4.3. 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.

4.4. Paragraph 1.7 of the MOPAC Scheme of Delegation and Consent states that “the DMPC may in addition, from time to time make specific delegations to officers within MOPAC or consents to staff/officers within the MPS”.

4.5. MPS has confirmed that there are no legal implications arising from this report.

5. Commercial Issues

5.1. The services to be provided are professional surveying services, being extended via a approved MOPAC contract in the first instance and then to be re-procured via a compliant OJEU procurement process.

6. GDPR and Data Privacy

6.1. The proposal 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. There are no direct equality implications arising from this proposal.

8. Background/supporting papers

• Appendix 1 MPS Paper - INCREASE EXISTING VALUE OF CONTRACT SS2/14/6 AND INITIATE PROCUREMENT ACTIVITY FOR THE SUPPLY OF SURVEYING SUPPORT SERVICES TO THE MPS.