Support and Maintenance for MPS Electronic Security Services

This paper seeks approval to initiate procurement for the supply of support and maintenance for Metropolitan Police Service security systems such as access control, intruder detection, estate related CCTV surveillance and estate related personal attack alarms. The procurement will be via a restricted procedure with an estimated annual value of £2,000.000. The proposed contract term is for an initial four year period with two optional 12 month extensions. The total estimated contract value is £12,000,000.

The Deputy Mayor for Policing and Crime is recommended to approve the procurement, via a restricted two stage procedure for two contracts (Lot A and Lot B) for a term of four years plus a 1 + 1 year extension option (estimated £2,000,000 per annum with total cost over six years of £12,000,000) for the support and maintenance of the in scope Electronic Security Services. (Option 4).

1. Introduction and background

1.1. The current contracts for the supply of the Electronic Security Services and the Embassy Warning System expires in November 2022.

2. Issues for consideration

2.1. The services to be procured are for the supply and maintenance of a range of security systems used across the MPS estate such as access control, intruder detection, estate related CCTV surveillance and estate related personal attack alarms. In addition, the Metropolitan Police Service (MPS) has taken the opportunity to incorporate the Embassy Warning System (EWS) maintenance requirements within this procurement.

2.2. The MPS assure that this proposal supports the MOPAC Police and Crime Plan 2017-2021 which recognises the importance of the MPS officers and staff and which this contract will contribute to keeping them safe.

3. Financial Comments

3.1. The estimated annual cost of the services to be procured is £2,000,000. Across the potential 6 year term of the contract the total value is £12,000,000. These costs will be met from within the 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). The Regulations require that contracts above the value of £189,330 for goods/services generally needs to be subject to an open, advertised procurement. This report confirms the value of the proposed contract is expected to significantly exceed this value. Accordingly, the Regulations will be engaged. The requirements of the Regulation would be satisfied through the use of an advertised open or restricted procedure, as set out above, subject to the other requirements set out in the Regulations also being met.

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 requests to go out to tender for contracts of £500,000 or above.

4.3. Paragraph 7.23 of the MOPAC Scheme of Delegation and Consent provides that the Director of Strategic Procurement has delegated authority to approve the award of all contracts, with the exception of those called in through the agreed call in procedure.

5. Commercial Issues

5.1. The services to be procured are for the supply and maintenance of a range of security systems used across the MPS estate such as access control, intruder detection, estate related CCTV surveillance and estate related personal attack alarms. In addition, the MPS has included in the procurement the maintenance of the Embassy Warning System (EWS).

5.2. The proposed contract term is an initial 4 year period with two 1 year optional extensions. The term proposed is in order to be attractive to the market and provide greater stability for bidders to invest.

5.3. The procurement will seek bids for 2 geographical areas and each will be awarded to separate contractors – to build resilience. The supplier who bids best for the Embassy Warning System will also be awarded all of this element. MPS Commercial Services assure that the procurement route to market using a restricted procedure will be fully compliant with the PCR2015.

5.4. The proposed procurement route is a MPS restricted procedure tender as MPS report that no frameworks were available to meet requirements. The MPS engaged with GLA and Blue Light Commercial (BLC) who were not able to confirm their ability to meet requirements for a procurement in the given timescales. MPS expect this route to increase competition and be more attractive to Small and Medium Enterprises (SME’s).

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 MPS assure that the contract 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 MPS assure that there are considered to be no negative equality or diversity implications arising from this process.

8. Background/supporting papers

• Appendix 1 MPS Paper - Business Justification - Initiation of new tender action for: Support and Maintenance for MPS Electronic Security Services (ESS)