The Provision of Marine Engine Spares and Parts

The Metropolitan Police Service (MPS) seeks approval to initiate procurement for the Provision of Marine Engines Spares and Parts.

The replacement of vehicle parts, workshop tools and equipment is essential to deliver the required levels of vehicle availability and for continued efficient operation of the MPS fleet maintenance workshops that manage repairs to the fleet,

The estimated contract value is £1.7m over six years commencing from June 2021.

The Deputy Mayor for Policing and Crime is recommended to:

1. Approve the procurement initiation for Marine Engine Spares and Parts, the estimated contract value is £1.7M and is funded from existing approved revenue budgets.
2. Approve the four-year contract with the option to extend for a further two one-year periods (4+1+1) commencing from June 2021. This contract period will ensure sustainability of parts and pricing.
3. Delegate authority to award contracts to the Director of Commercial Services.

1. Introduction and background

2. 1. The supply of the fleet plays an integral part in supporting all aspects of policing and enables the Metropolitan Police Service (“MPS”) to meet its strategic targets and ensures it remains a mobile organisation capable of responding reactively and proactively to crime and policing matters and protecting those living and working in London.

1. 2. To support frontline policing operations, the MPS utilises fleet assets including cars, vans, motorcycles, heavy goods vehicles and marine vessels. Approximately 1,800 vehicles are maintained at MPS fleet workshops.

1. 3. The replacement of vehicle parts, workshop tools and equipment is essential to deliver the required levels of vehicle availability and for continued efficient operation of the MPS fleet maintenance workshops that manage repairs to the fleet, which comprises of all covert and specialist and marine assets.

2. Issues for consideration

3. 1. The contract for the Provision of Marine Engines and Spares is essential to enable the MPS to maintain its marine fleet, ensuring the fleet remains safe and legal to operate.

   2. Fleet Services are seeking collaboration opportunity with Kent and Essex Police Force, the Royal National Lifeboat Institution and the Port of London Authority. They have indicated their interest in collaboration with the MPS due to possible volume based cost reductions this would deliver for them. The tender documentation will allow for this.

   3. While the MPS plans to adopt GTL and the latest diesel vessels, the MPS will seek the cleanest technologies available and remain flexible to adapt them if they become available within the contract time.

3. Financial Comments

4. 1. The contract value is estimated to £1.7m over the six-year contract term at an annual cost of £0.3m which will be funded from existing approved revenue budgets.

4. Legal Comments

1. 1. The MOPAC is a contracting authority as defined in the Public Contracts Regulations 2015 (“the Regulations”). When awarding public contracts for goods and/or services valued at £189,330 or above, all contracting authorities must do so in accordance with the Regulations.

1. 2. This report confirms the value of the proposed contract exceeds this threshold and so the Regulations are engaged.

1. 3. The Commercial Case to this report confirms the proposed route to market is compliant.

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

1. 5. Paragraph 7.23 of MOPAC Scheme of Delegation and Consent provides that the Director of Commercial Services has consent to award all contracts with the exception of those called in through the agreed call off procedure. Paragraph 4.14 provides that the DMPC reserve the right to call in all contract awards 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.

1. 2. Consideration has been taken to assess equality impact caused by the proposed business change including effective engagement and analysing relevant equality information. As a result, no negative impact has been identified to any individual at this stage; however, a full EIA will be completed prior to any operational activity being undertaken as the MCLOC

7. Background/supporting papers

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

   2. Disclosure under the Freedom of Information Act 2000 is exempt by section 43(2). Confidentiality should be reviewed after 2028, the expected end of life of the longest contract.