Re-procurement of Facilities Management services

Reference code: 
PCD 692
Date signed: 
06 May 2020
Authorisation name: 
Sophie Linden, Deputy Mayor, Policing and Crime

Executive summary

This paper seeks approval for the extension of two contracts, each for a year, at a combined value of £0.4m, and the re-procurement of three service areas with an estimated framework value of £5.7m as set out in the body of the report.  

Recommendation

The Deputy Mayor for Policing and Crime is recommended to:

1.    Approve the initiation and award for the re-procurement of the Supply of Flags and Flagpoles using a competitive procedure on the proviso that the award value is within 10% of the published budgets

2.    Approve the initiation and award for the re-procurement of the Provision of Clinical and Offensive Waste using a Public Sector Framework arrangement on the proviso that the award value is within 10% of the published budgets. 

3.    Approve the publication of a Prior Information Notice (PIN) as a call for competition for the Provision of Crime Scene Security and Specialist Cleaning Services and award of contract following a tender exercise on the proviso that the award value is within 10% of the published budgets.

4.    Approve the additional extension year for the Provision of Inspection and Maintenance Services and the Occasional Supply of Gym Equipment and the Supply and Hire of Temporary Facilities Marquees and Tents.
 

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

1.    Introduction and background

1.1.    The facilities management (FM) services set out below have been previously contracted and are now approaching the initial or whole term expiry date.  This paper seeks approval to re-procure or extend existing approved contracts. 

1.2.    The services are 
1.    The Supply of Flag and Flagpole Maintenance Services
2.    The Provision of Clinical and Offensive Waste
3.    The Provision of Crime Scene Security and Specialist Cleaning Services
4.    The Provision of Inspection and Maintenance Services and the Occasional Supply of Gym Equipment
5.    The Supply and Hire of Temporary Facilities Marquees and Tents

2.    Issues for consideration

2.1.    Following previous MOPAC advice the MPS has undertaken early market engagement to learn more about the current market and to encourage more bidders for these services.  The proposed 4 year frameworks will be made available to GLA functional bodies and the London Ambulance Service.

2.2.    The services 1-3 above are proposed for re-procurement, whilst services 4 and 5 are proposed to be extended by one year.

2.3.    All of the extensions and re-procurements adhere to the London Living Wage requirements.

3.    Financial Comments

3.1.    There is sufficient budget provision within MPS Property Services to meet the estimated costs including a 10% tolerance. 

4.    Legal Comments

4.1.    The estimated value and the routes to market of the proposed re-procurements are within the scope of the Public Contracts Regulations (2015).  The proposed extensions are within the scope of the original procurement approvals.  

4.2.    The Mayor’s Office for Policing and Crime is a contracting authority as defined in the Public Contracts Regulations 2015 (the Regulations).  All awards and modifications to public contracts for goods and/or services shall be performed in accordance with the Regulations. 

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 of and requests to go out to tender for contracts valued at £500,000 or above.

4.4.    Paragraph 4.14 provides the DMPC reserves the right to call in decisions to approve all variations and extensions to contracts with an original value of £500,000 or above.

5.    Commercial Issues

5.1.    The re-procured contracts are expected to be of either 3 or 5 years in length for their initial term and with two, one year optional extensions. The estimated maximum framework value for all 3 services being re-procured is £5.7m, of which £2.7m relates to MPS, and there is provision for other GLA functional bodies to use if required.  The tender processes will be via a EU open tender route.

5.2.    The proposed extensions are for well-performing contractors with options in the awarded contracts for extension.

6.    GDPR and Data Privacy 

6.1.    The proposal does not use personally identifiable data of members of the public, so there are no GDPR issues to be considered.

7.    Equality Comments

7.1.    There are no direct equality implications arising from this proposal.

8.    Background/supporting papers

8.1.    MPS Report 
 


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