Vehicle Purchase Collaboration

The Metropolitan Police Service seeks approval to enter into the collaborative Fleet Sub-Agreement for vehicle purchase with BlueLight Commercial and other police forces. The MPS is bringing its purchase volume to lower prices for UK policing and evaluating procured vehicles to ensure that they are fit for their policing purposes.

The MPS also seeks delegated authority to initiate procurement action and award contracts for vehicle purchase within the capital budget approved in Fleet Supply and Replacement Planning 2021 to 2025 (PCD 640), the delegated authority to be refreshed annually. The MOPAC Scheme of Consent and Delegation delegates the authority to award all contracts to the Director of Strategic Procurement except where they are called in.

The Deputy Mayor for Policing and Crime is recommended to approve:

1. the Mayor’s Office for Policing and Crime entering into the collaborative Fleet Sub-Agreement for vehicle purchase with BlueLight Commercial, policing bodies, and chief officers.

2. delegation of authority to the Commercial Directors to initiate procurement action and award contracts for vehicle purchase within the capital budget approved in Fleet Supply and Replacement Planning 2021 to 2025 (PCD 640) subject to annual approval of the capital budget and delegated authority.

1. Introduction and background

1.1. In support of the Mayor of London’s Police and Crime Plan 2017–2021 and the Met’s mission to keep London safe for everyone, Fleet Services maintains a fleet of 5,200 vehicles, 1,000 bicycles, and 24 marine vessels. The fleet is a workplace for MPS officers and staff, carries sophisticated policing equipment, and provides a safe environment for the transport of the public and prisoners. The MPS is transforming in response to changes in crime, finances, and public expectations of policing – which has significant consequences for the fleet.

2. Issues for consideration

2.1. BlueLight Commercial is entering into a collaborative Fleet Sub-Agreement with policing bodies and chief officers to purchase vehicles on their behalf. The inclsion of the MPS’ considerable purchase volume will deliver better prices for UK policing.

2.2. Fleet Supply and Replacement Planning 2021 to 2025 (PCD 640) envisaged the MPS joining such an agreement with BlueLight Commercial and approval is now sought to do so.

2.3. HM Government’s Decarbonising Transport: A Better, Greener Britain, the Mayor’s London Environment Strategy, the Met’s Environment Policy, and the Met’s Environment and Sustainability Strategy 2019–21 have been taken into consideration.

2.4. The Met has committed to hybridising key vehicles up to 2025, purchasing hybrid emergency response vehicles from 2025 and phasing out fossil diesel in heavy goods vehicles by 2030. Vehicle purchase procurements contribute to the fleet’s increased compliance.

2.5. Papers seeking annual approval for the delegated authority for the award of these contracts will include an update on progress on the environmental agenda.

3. Financial Comments

3.1. Funding for the replacement of the fleet is affordable and is contained with the capital plan approved in March 2021. Capital spend will continue to be approved through Fleet Supply and Replacement Planning papers and annual capital plans.

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 (“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.

4.2. The Directorate of Legal Services (“DLS”) is instructed that the signing of the Fleet Sub-Agreement will enable the Met to utilise BlueLight Commercial’s procurement for vehicle purchasing to the extent provided for in that Sub-Agreement. DLS has advised Commercial Services and Fleet Services on the content of the Sub-Agreement and the overarching Customer Agreement from which the Sub-Agreement flows.

4.3. The Scheme provides the DMPC has delegated authority to approve:

a) Business cases for revenue or capital expenditure of £500,000 and above (paragraph 4.8); and

b) All requests to go out to tender for contracts of £500,000 or above, or where there is a particular public interest (paragraph 4.13).

4.4. Paragraph 7.23 of the Scheme provides that the Director of Strategic Procurement has consent for the approval of the award of all contracts, with the exception of those called in through the agreed call in procedure. Paragraph 4.14 provides the DMPC reserves the right to call in any MPS proposal to award a contract for £500,000 or above.

4.5. No significant legal risks have been identified.

5. Commercial Issues

5.1. BlueLight Commercial ran mini-competitions from the Crown Commercial Services Vehicle Purchase Framework RM6060, complying with the Public Contracts Regulations 2015. It followed good commercial practice and used an evaluation methodology similar to that used by the MPS for its own procurements.

6. GDPR and Data Privacy

6.1. The Met 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 2018 (DPA). Both requirements place an obligation on the Met to process personal data fairly and lawfully in order to safeguard the rights and freedoms of individuals.

6.2. Under Article 35 of the General Data Protection Regulation (GDPR) and section 57 of the DPA, Data Protection Impact Assessments become mandatory for organisations with technologies and processes that are likely to result in a high risk to the rights of the data subjects.

6.3. The Information Assurance and Information Rights Units within the Met will be consulted when necessary to ensure that compliance requirements are met.

7. Equality Comments

7.1. This business case has undergone an initial equality screening. Due regard has been taken to the Equality Act 2010’s Public Sector Equality Duty. Real consideration has been taken to assess equality impact caused by the activity. Evaluation ensures that vehicles purchased are fit for their policing purpose, taking into account the diverse needs of individuals, and that suppliers have rigorous employment practices. No positive or negative impact has been identified to any individual or group safeguarded by a protected characteristic and those who are not.

8. Background/supporting papers

8.1. Fleet Supply and Replacement Planning 2021 to 2025 (PCD 640) provided approval for the planned fleet replacement over this period.