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