PCD 1207 Personal Storage Locker

PCD 1207 Personal Storage Locker

Due to the police officer uplift and estate rationalisation this paper seeks approval for the purchase and installation of 6,000 slimmer lockers (which will be capable of incorporating a smart lock facility in the future), the consequent works at critical capacity sites, and the development of a smart locker design and Full Business Case (FBC). The cost of these activities is £2,600,000 which is funded from the existing MPS budget.  The procurement is via compliant MOPAC-approved contractual arrangements.  

The Deputy Mayor for Policing and Crime is recommended to:   

1. Approve the implementation of the new locker design for single lockers, reducing the width from 450mm to 350mm whilst increasing the height to 2000mm, to support efficient use of the estate. 

2. Approve the preferred option and the provision of the required funding of £2,600,000 of capital to deliver the following scope; 

1. Purchase and installation of 6,000 slimmer smart lock ready lockers at the critical capacity buildings, to relieve locker shortages and to allow the BCU refurbishment to continue and to support any future disposal programmes. 

2. Implementation of changes at the critical capacity sites that will address any fire safety and welfare issues, potentially arising from putting more people/ lockers in to buildings 

3. Continuation of the smart lock design to ensure it meets all MPS requirements, and the development of an FBC to present full costs and benefits of the final solution 

PART I - NON-CONFIDENTIAL FACTS AND ADVICE TO THE DMPC 

1. Introduction and background  

1. This paper addresses an aspect of the development of the estate to support the uplift in officer numbers within a smaller retained estate.  Currently lockers take up c25% of the estate space and there is an average allocation of 1.24 lockers per user. 

2. Issues for consideration 

1. The thinner/taller proposed locker size is necessary to address the planned rationalisation of the estate whilst also accommodating the increase in police officer numbers. 

2. An interim arrangement for these lockers with manual locks is required to enable the planned refurbishments of a number of sites to continue and to accommodate the already appointed additional officers.   

3. These lockers will become the standard sized lockers – there will also be non-standard and alternative storage solutions for officers in different roles requiring additional space. 

4. Not implementing the thinner/taller locker size would require the retention of additional buildings which would reduce planned capital receipts, increase annual revenue operating costs and require additional un-budgeted investment in those retained buildings. 

5. The Met Federation has been consulted and are content with the proposal.   

6. Part of the proposed investment (£200,000) is to develop this outline business case (OBC) to the full business case (FBC) which will address the longer term smart lock arrangements and the management of lockers system to help reduce the average allocation of lockers per user.  

3. Financial Comments  

1. The estimated cost of the interim proposals is £2,600,000 which can be funded from within the MPS existing approved capital programme.   

4. Legal Comments 

1. The Mayor's Office 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 £213,477 or above will be procured in accordance with the Regulations.  

2. 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  

1. The procurement associated with this proposal is for the supply and installation of lockers.  These lockers will have manual lock facility and the capacity to be retro-fitted with smart locks which is the subject of the full business case. 

2. The procurement will be via a compliant MOPAC-approved contract awarded to Wagstaff Ltd for the supply of furniture and associated services.    

3. In support of the London Anchor Institutions (LAI) charter the MPS assure that this project supports the MPS Net Zero Carbon strategy by enabling the reduction in number of buildings. The Wagstaff procurement was undertaken in 2018, but as part of their appointment onto the MPS frameworks, the delivery partners the MPS will use to deliver this project will take specific actions in support of the LAI commitments including using London-based staff for installation and maintenance, enabling reuse of storage furniture and further opportunities will be sought. 

6. GDPR and Data Privacy  

1. MOPAC will adhere to the Data Protection Act (DPA) 2018 and ensure that any organisations who are commissioned to do work with or on behalf of MOPAC are fully compliant with the policy and understand their GDPR responsibilities.   

2. The MPS assure that there are no privacy concerns arising from the slimmer locker. However, the next phase of the project will develop a smart lock system and this element is likely to generate additional information on locker users. A detailed Data Protection Impact Assessment (DPIA) will be developed alongside the design of the smart lock system to ensure the MPS remains compliant with all appropriate policies. 

7. Equality Comments    

8. MOPAC is required to comply with the public sector equality duty set out in section 149(1) of the Equality Act 2010. This requires MOPAC to have due regard to the need to eliminate discrimination, advance equality of opportunity and foster good relations by reference to people with protected characteristics. The protected characteristics are: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. 

9. The MPS assure that by introducing a smaller locker there are no immediate impacts to a persons’ protective characteristics. However, further work will be carried out to monitor whether anyone with a disability or otherwise who require additional equipment will be impacted by a smaller locker. Existing arrangements in place today should negate any impact but this will still be monitored. The Equality Imapct Assessment (EIA) will be developed further at FBC stage to conduct an assessment on the impact from smart locks. 

8. Background/supporting papers 

• Appendix 1 MPS Report  - Outline Business Case to transform the MPS’ approach to storing equipment and uniform in lockers and other team storage facilities