Fleet Support Contracts

Reference code: 
PCD 752
Date signed: 
06 May 2020
Authorisation name: 
Sophie Linden, Deputy Mayor, Policing and Crime

Executive summary

This paper seeks approval to award contract extensions to the Metropolitan Police Service (MPS) Fleet Services vehicle repair and maintenance, and vehicle conversion contracts, to allow for design, procurement, and transition to new arrangements.  Approval is also sought to initiate procurement action for new vehicle hire and lease and bicycles contracts. The four contracts have an overall cost to the MPS amounting to £110.8m.

Recommendation

The Deputy Mayor for Policing and Crime is recommended to: 

1.    Approve the award of an extension to the contract with Babcock Critical Services for the provision of vehicle repair and maintenance for a duration of two years to 31 October 2022 with an option to extend by a further one year to 31 October 2023 and estimated contract value of £84.1m.

2.    Approve the award of an extension to the contract with Babcock Vehicle Engineering for the provision of vehicle conversion services for a duration of seventeen months to 31 March 2022 and estimated contract value of £15.7m.

3.    Approve the procurement strategy and initiation of procurement action for vehicle hire and lease services for a duration of four years with an option to extend by a further one year and estimated contract value of £8.3m, and delegate authority to award contracts to the Director of Commercial Services.

4.    Approve the procurement strategy and initiation of procurement action for the supply, maintenance, and management of bicycles and accessories for a duration of four years with an option to extend by a further one year and estimated contract value of £2.7m, and delegate authority to award contracts to the Director of Commercial Services.
 

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

1.    Introduction and background

1.1.    In support of the Metropolitan Police Service (MPS) mission to keep London safe for everyone, Fleet Services maintains a fleet of 5,000 vehicles, 2,000 bicycles, and 25 marine vessels. The fleet is a workplace for Police Officers and staff, carries sophisticated police equipment, and provides a safe environment for the transport of the public and prisoners.

1.2.    Vehicles are converted to make them fit for police use and then kept on the road through repair and maintenance, making both these contracts critical to the MPS’s operational delivery. The vehicle fleet is supplemented with bicycles – used predominantly in neighbourhood policing – and hire and lease vehicles as required.

2.    Issues for consideration

2.1.    The Fleet Transformation Project will deliver a new fleet target operating model, the design of which will be completed in 2020. A procurement for vehicle conversion and decommissioning is getting underway.

2.2.    Approval is sought to award contract extensions to the vehicle repair and maintenance and vehicle conversion contracts with Babcock, to allow for design, procurement, and transition to new arrangements. Planning is underway to implement these within the time period of the extensions. Approval is sought to initiate procurement action for new vehicle hire and lease and bicycles contracts. Commercial Services recommend the proposed procurement approach.

2.3.    While meeting operational requirements, the MPS’s fleet is being operated in an ever-more environmentally conscious way to enable the MPS to play it’s part in making London a zero-carbon city by 2050. Contracts will be let in the most environmentally-considerate way possible to reduce emissions and damage to the environment. Hire and lease vehicles will meet national and Mayoral environmental targets.

3.    Financial Comments

3.1.    The two contract extensions amounting to £99.8m and the two new contracts amounting to £11m have an overall value of £110.8m. This cost will result in capital and revenue expenditure and is factored into the MPS approved budgets and are compliant with relevant public procurement regulations.

4.    Legal Comments

4.1.    The Mayor's Officer for Policing Crime is a contracting authority as defined in the Public Contracts Regulations 2015 ("the Regulations").  All awards of public contracts for goods and/or services valued at £181,302 or above will be procured in accordance with the Regulations. 

4.2.    Paragraph 4.13 of the MOPAC Scheme of Consent and Delegation provides that the Deputy Mayor for Policing and Crime has delegated authority to approve the procurement strategy and requests to go out to tender for contracts of £500,000 or above as well as contract extensions greater than 10% of original contract value, as is the case with these contract extensions and contracts.

5.    GDPR and Data Privacy 

5.1.    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.

5.2.    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.

5.3.    The Information Assurance and Information Rights units within MPS will be consulted at all stages to ensure the programme meets its compliance requirements.

5.4.    A DPIA has been undertaken with support from the Information Assurance Unit. The project will ensure a privacy by design approach, which will allow the Met to find and fix problems at the early stages, ensuring compliance with GDPR. DPIAs support the accountability principle, as they will ensure the Met complies with the requirements of GDPR and it demonstrates that appropriate measures have been taken to ensure compliance.

6.    Equality Comments

6.1.    An Equality Impact Assessment has been undertaken with support from the Strategic Diversity and Inclusion Team.

7.    Background/supporting papers

7.1.    The MPS report.

7.2.    The Part 2 document is not suitable for MOPAC publication. Disclosure under the Freedom of Information Act 2000 is exempt by section 43(2). Confidentiality should be reviewed after 2035.


 


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