Extension of Cap Gemini Contract for Email Services

Reference code: 
PCD 390
Date signed: 
01 June 2018
Authorisation name: 
Sophie Linden, Deputy Mayor, Policing and Crime

Executive summary

The Metropolitan Police Service is seeking approval to extend the email service in the Cap Gemini contract for a further 12 months from July 2018


The Deputy Mayor for Policing and Crime is recommended to:
•    Approve the extension of the Cap Gemini ICT agreement for the provision of Email for the period 1st July 2018 to 30th June 2019

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

1.    Introduction and background

1.1.    Following the resolution of a former critical obstacle in January 2018 project timetables for implementing the replacement email system were recalculated and it became apparent that the Metropolitan Police Service would not complete migration away from the Cap Gemini email service before expiry of the current contract. 

2.    Issues for consideration

2.1.    The contract was previously extended under delegated approval by Director, Commercial Services due to delays in implementing a replacement service from the original planned cessation date to 30th June 2018.

3.    Financial Comments

3.1.    The cost of this extension will be no more than £3,458,604 (for a 12-month term), fully funded in the Digital Policing budget.  An early exit opportunity is available at 9 months which if taken will result in a total cost of £2,593.953.

3.2.    The cost will be met from the overall 2018/19 Metropolitan Police Service revenue budget.

4.    Legal Comments

4.1.    Directorate of Legal Services and external lawyers TLT LLP confirm that on the basis of the information provided in this report the extension of this service is in accordance with Public Contract Regulation 72(1) (b): Economic or technical reasons.

5.    Equality Comments

5.1.    As this is an existing contract and there are no additional changes, there are no adverse implications to Equality and Diversity through the approval of this recommendation.

6.    Background/supporting papers

6.1.    Report

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