Corporate Print FBC

Reference code: 
PCD 678
Date signed: 
08 January 2020
Authorisation name: 
Sophie Linden, Deputy Mayor, Policing and Crime

Executive summary

This full business case seeks approval for an award of contract to Canon UK Limited for the provision of multi-function device (MFD) and print management service for the MPS.  
The service provides devices and support for all users across MPS in both corporate and secure areas as well as a 24/7 business critical service for Custody suites. The intent is to maintain the current scope of service, with refresh of 84 devices in Custody suites and on an as needed basis elsewhere, until the Digital Policing (DP) Pegasus programme delivers the strategic print service as part of the wider ICT services in 20/21.


The Deputy Mayor for Policing and Crime is recommended to: 

•    Approve award and entry into a contract with Canon UK Ltd for MFD and print services for: 
o    2 years commencing 1st June 2020, with an option of a 3rd year 
o    a total contract value £8.29M across the 3 years
•    Approve revenue spend of £4,778k for initial 2 year period to be funded from the MOPAC approved Digital Policing revenue budget
•    Note: 
o    Project Revenue spend of £111k in 2020/21 
o    Capital spend of £89k in 2020/21 
o    Year one capital spend provides new devices for custody suites and small stock of devices to avoid lead times on sourcing replacement devices 
o    The contract can be terminated after the first year
o    The contract value includes provision for replacement of devices if needed, for which budget approval will be sought via approved governance routes
o    There being no GLA collaborative arrangement in place, Crown Commercial Services have recommended the direct award approach as best meeting MPS needs.

Non-confidential facts and advice to the Deputy Mayor for Policing and Crime (DMPC)

1.    Introduction and background

1.1.    Print is a critical service for custody suites, planned and unplanned events such as Notting Hill Carnival and Operation Northleigh as well as a standard requirement for users across the corporate and secure areas of operation.

2.    Issues for consideration

2.1.    To balance protecting critical services such as Custody suites whilst ensuring efficiency as need reduces, the recommendation is to continue the scope of current business as usual service, with the addition of the following: 
•    Renewing a number of critical end of life devices in Custody suites,
•    Provision of a limited number of loan devices by the Supplier where it is more economic for them to achieve ongoing service levels at no additional charge.

3.    Financial Comments

3.1.    The Finance Case is based on a new contract with Canon to continue with the existing print service. The costs are based on a contract of 2 years plus 1 year optional extension on the recommended proposal of the ‘hybrid’ approach as part on Canon UK Ltd response via CCS Framework. 

3.2.    Project Revenue spend of £111k in 2020/21 will be funded from MOPAC approved DP Project Revenue budget.

3.3.    Capital spend of £89k in 2020/21 will be funded from the MOPAC approved DP Capital budget.

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 £181,302 or above must be procured in accordance with the Regulations.  This report confirms the value of the proposed awards exceeds this threshold.

4.2.    The report identifies a Crown Commercial Services framework agreement as the preferred route to market for the proposed contract award.  This will represent a compliant route where the ordering processes laid out in the framework agreement are followed.

4.3.    Paragraph 4.13 of the MOPAC Scheme of Delegation and Consent provides the Deputy Mayor for Policing and Crime (DMPC) has delegated authority to approve the procurement strategy for all requests to go out to tender for contracts valued at £500,000 or above.

4.4.    Paragraph 7.23 provides the Director of Strategic Procurement has consent to approve the award of all contracts, with the exception of those called in through the agreed call in procedure.  Paragraph 4.13 provides that the Deputy Mayor for Policing and Crime reserves the right to call in all decisions to award MPS contracts valued at £500,000 or above.

4.5.    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.

5.    Commercial Issues 

5.1.    The recommended route to market is a direct award using Crown Commercial Services Framework RM3781 Lot 2 for a Managed Print Service for Multifunctional devices for printing, scanning and copying and includes all consumables, Support of the Print Fleet and spare parts. 

5.2.    The contract will be awarded on a basis of 2 years plus 1 year optional extension from 1st June 2020 to Canon UK Ltd.  This timeline has been aligned to transfer these requirements across to the MPS IT Transformation programme Pegasus.

5.3.    Contracts will be aligned to the existing SIAM and Towers framework and will use existing governance to avoid time and cost of a lengthy procurement exercise.

5.4.    There is no GLA collaborative procurement arrangement in place for this service.

6.    GDPR and Data Privacy 

6.1.    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.

6.2.    Under Article 35 of the General Data Protection Regulation (GDPR) and Section 57 of the DPA 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.  The Information Assurance and Information Rights units within MPS will be consulted at all stages to ensure the project meets its compliance requirements.

6.3.    The project does not use personally identifiable data of members of the public, so there are no current GDPR issues to be considered. If the project uses personally identifiable data of members of the public at a later date DPIAs will be completed as needed.

7.    Equality Comments

7.1.    Equality Screening has been conducted with no equality impact. This is due to a significant reduction for the need of manual printing in line with the implementation of Smarter Working and digital platforms across the MPS.

8.    Background/supporting papers

8.1.    Report.

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