DMFD288 Procurement of end-user devices

1.1.    Report LFC-26-033 to the London Fire Commissioner (LFC) provides a detailed overview of the proposal. This is a summary of that report.

1.2.    London Fire Brigade (LFB) extensively uses devices such as laptop and tablet computers, display screens and desktop hubs. It reports that the laptops and tablets need to be replaced every three years, to ensure they can run both up-to-date software and security updates. The display screens, desktop hubs and other accessories need to be replaced every five years. 

1.3.    LFB has budgeted for an IT replacement programme over the next three years (2026-27 to 2028-29), through which it expects to replace over 2,000 laptops and tablets; and over 4,000 computer accessories.
 

2.1.    LFB is seeking to enter a new contract to procure end-user computing devices. This will replace LFB’s previous contract for such devices (see DMFD161), which ends in August 2026. LFB aims to award the new contract by August 2026. This ensures there is no gap in service between the current contract expiring and the new contract commencing.

2.2.    LFB expects that the procurement will support its staff to work collaboratively and flexibly, by providing them with modern computing devices that run up-to-date software. It also anticipates that the replacement programme will make its devices more secure; and strengthen its resilience against possible cyber-attacks and other malicious activities. 
 

3.1.    The LFC, and the Deputy Mayor for Planning, Regeneration and the Fire Service (Deputy Mayor), are required to have due regard to the Public Sector Equality Duty (section 149 of the Equality Act 2010) when taking decisions. The Public Sector Equality Duty requires the identification and evaluation of the likely potential impacts, both positive and negative, of the decision on those with protected characteristics (see paragraph 3.3). 

3.2.    It is important to note that consideration of the Public Sector Equality Duty is not a one-off task. The duty must be fulfilled before taking a decision; at the time of taking a decision; and after the decision has been taken.

3.3.    The protected characteristics are: age, disability, gender reassignment, pregnancy and maternity, marriage and civil partnership (but only in respect of the requirements to have due regard to the need to eliminate discrimination), race (ethnic or national origins, colour or nationality), religion or belief (including lack of belief), sex, and sexual orientation.

3.4.    The Public Sector Equality Duty requires decision-takers in the exercise of all their functions, to have due regard to the need to:

•    eliminate discrimination, harassment and victimisation and other prohibited conduct

•    advance equality of opportunity between people who share a relevant protected characteristic and persons who do not share it

•    foster good relations between people who share a relevant protected characteristic and persons who do not share it.

3.5.    Having due regard to the need to advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it involves having due regard, in particular, to the need to:

•    remove or minimise disadvantages suffered by persons who share a relevant protected characteristic where those disadvantages are connected to that characteristic

•    take steps to meet the needs of persons who share a relevant protected characteristic that are different from the needs of persons who do not share it

•    encourage persons who share a relevant protected characteristic to participate in public life or in any other activity in which participation by such persons is disproportionately low.

3.6.    The steps involved in meeting the needs of disabled persons that are different from the needs of persons who are not disabled include, in particular, steps to take account of disabled persons’ disabilities.

3.7.    Having due regard to the need to foster good relations between persons who share a relevant protected characteristic and persons who do not share it involves having due regard, in particular, to the need to:

•    tackle prejudice 
•    promote understanding.

3.8.    LFB reports that it has completed Equalities Impact Assessment (EIA) screening in relation to this procurement (appendix 2). The EIA shows a neutral impact on most groups with prescribed characteristics; and the following positive outcomes for staff with disabilities:

•    the tablets weigh only 1.17 kilos – a potential benefit to staff with certain physical disabilities

•    Windows 11 and Microsoft 365 software, and associated accessibility tools, will remain available via the tablets

•    access to LFB’s Citrix desktop provides further access to other software designed to help staff with disabilities.
 

Procurement considerations

4.1.    LFB proposes to run a competitive procurement using a Crown Commercial Service (CCS) procurement framework. This will allow LFB to work with contractors within the framework, to understand costs and find the right specification for LFB. CCS is planning to develop a new procurement framework by December 2026, but this will not be available in time to meet LFB’s needs. 

Communications considerations

4.2.    LFB reports that it will develop a communications plan to let staff know how and when they will receive replacement equipment. LFB does not plan to hold any staff consultations, as this is a standard process to replace existing computing devices with more modern equivalents. 

Sustainability considerations

4.3.    LFB has not completed a sustainability impact assessment in relation to this procurement. However, it notes that all equipment disposals will be handled in accordance with the Waste, Electrical and Electronic Equipment regulations. LFB reports that its sustainable development team will be involved with the procurement, to oversee the environmental and social value. 

Conflicts of interest

4.4.    There are no conflicts of interest to declare from those involved in the drafting or clearance of this decision.
 

5.1.    This paper seeks authority to commit capital expenditure, for the purchase of end-user computer devices in financial years 2026-27, 2027-28 and 2028-29. 

5.2.    LFB considers that the main risk from this procurement is potential slippage of capital expenditure between financial years. LFB plans to mitigate this through regular monitoring and reporting on LFB’s capital programme; and making prudent assumptions regarding capital expenditure during the budget process.
 

6.1.    The LFC’s General Counsel’s department have confirmed the following.

6.2.    In accordance with section 9 of the Policing and Crime Act 2017, the LFC is established as a corporation sole with the Mayor appointing the occupant of that office. 

6.3.    Under section 327D of the GLA Act 1999, as amended by the Policing and Crime Act 2017, the Mayor may issue to the LFC specific or general directions as to the manner in which the holder of that office is to exercise his or her functions. 

6.4.    By direction dated 1 April 2018, the Mayor set out those matters, for which the LFC would require the prior approval of either the Mayor or the Deputy Mayor including the expenditure of sums of £150,000 or above. 

6.5.    The statutory basis for the actions proposed in this report is provided by sections 7 and 5A of the Fire and Rescue Services Act 2004 (FRSA 2004). Under section 7 (2)(a) of the FRSA 2004, the LFC has the power to secure the provision of personnel, services and equipment necessary to efficiently meet all normal requirements for firefighting. Section 5A allows the LFC to procure personnel, services and equipment they consider appropriate for purposes incidental or indirectly incidental to their functional purposes.