PCD 1219 Second Generation Catering procurement contract award

PCD 1219 Second Generation Catering procurement contract award

This paper seek approval for the award of contracts to a single supplier for the two lots to provide catering services (Lot 1 staff dining/hospitality/vending, and Lot 2 detainee and operational feeding).  The contract terms are for an initial period of three years with optional 2 x 1-year extensions.  The Lot 1 contract value over 5 years is estimated at £430,000 and the Lot 2 at £6,600,000. Over the 5-year term the costs of the two lots is within budget.   

The Deputy Mayor for Policing and Crime is recommended:   

1. To approve the award of Staff and Officer Dining, Hospitality Services and Vending contract to the successful bidder for a three-year term, with 2 x 1-year optional extensions at a subsidy of £430,000 over the 5-year period.  

2. To approve the award of Custody Feeding and Operational Feeding services contract to the successful bidder with an estimated total variable cost of £6,600,000 under a separate contract for a three-year term, with 2 x 1-year optional extensions which will continue to be funded through the relevant OCU budgets.   

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

1. Introduction and background  

1. The current catering contract is due to expire in October 2022.  MOPAC approved the initiation of tender to re-procure these services in December 2021, PCD1089. 

2. Catering services are currently provided at over 30 detention suites, 3 operational feeding sites, 4 staff restaurants and hospitality sites, and 89 sites through automated services. The provision of catering services for people being held in custody is managed by Met Detention. 

2. Issues for consideration 

1. The MPS assure that the re-procurement will deliver a higher quality product and service than currently experienced. An attraction strategy will be devised and implemented by Operational Support Services with external assistance, that will be set up for the successful management and ongoing improvement of suppliers. 

2. The provision of these services will contribute to the morale and wellbeing of officers and staff and meeting the requirements for the care of people in custody.  

3. The chosen supplier has committed to the Real Living Wage, which for London employees includes the London Living Wage and which will be paid as a minimum.  The MPS assure that the Police Federation and Trades Unions have been consulted throughout the project and are supportive. 

4. The proposed supplier has committed to sourcing 65% of all produce within 50 miles of London, have employed a British First sourcing policy to assist in the creation of employment within UK agriculture, and has banned all air-freighted indigenous fruit & veg, and for non-indigenous produce the use of Rainforest Alliance produce. 

5. Feedback from customers and Independent Custody Visitors will be obtained to ensure the continued improvement of the service.  The subsidy of £430,000 for the Staff and Officer Dining, Hospitality Services and Vending contract is expected to reduce during the life of the contract and to be nil by year 4.   

3. Financial Comments  

1. The total estimated five-year cost of the two contract awards is £7,030,000.  These costs will be funded from within the MPS existing budgets.  The subsidy of £430,000 for the Staff and Officer Dining, Hospitality Services and Vending contract is expected to reduce during the life of the contract and to be nil by year 4.   

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. The MPS assure that the recommendations in this paper are compliant with the Public Contracts Regulations. 

3. Paragraph 4.14 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has delegated authority to reserve the right to call in any MPS proposal to award a contract for £500,000 or above. 

5. Commercial Issues  

1. This paper seeks the contract award for a range of catering services – to detainees held in custody suites, for operational feeding of officers at events, and for staff and officers the provision of café/restaurant/vending facilities at police stations to provide access to food and drink whilst they are on shift.  

2. The tender was structured to seek bids for two lots – Lot 1 staff dining/hospitality/vending, and Lot 2 - detainee and operational feeding.  

3. The MPS assure that a requirement for the successful bidder to source 25% of materials and ingredients from local suppliers to encourage innovation, better quality of food provision and to ensure compliance with Social Value and Environmental requirements will be delivered.  

4. The proposed award includes a contractual arrangement for the successful bidder to partner with local businesses to deliver Social Value and the London Anchor Institutes’ Charter: 

• Developing supplier diversity by bringing small local catering businesses into the four MPS core sites with the option for “pop up” catering offers on a rotating basis. 

• Identifying SMEs and local producers and suppliers who can provide produce to support food production, compliment the standard range of products available and provide variety to operational feeding, as appropriate and dependent on the scale of event. 

• Supporting the SME, minority owned and VCSE agenda with their supply chain approach.  

• Delivering 35 new starter apprentices with formal qualifications in London. 

• Ethical sourcing through confirmation of membership of Suppliers Ethical Data Exchange. 

• A 5% contribution of any gainshare to MPS Social Value partner, GIVEWITH 

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

7. Equality Comments  

  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. 

3. The MPS assure that the specification for these contracts requires that suppliers cater for healthy, ethical, plant-based, cultural and religious dietary needs, and that the suppliers have demonstrated that they will apply a consistent and complementary focus on diversity and inclusion. 

4. The MPS assure that this proposal has undergone equality screening, that due regard has been taken to the Equality Act’s Public Sector Equality Duty, and that real consideration has been taken to assess equality impact caused by the proposed business changes. As a result, no positive or negative impact has been identified to any individual and/or group safeguarded by a protected characteristic and those who are not. 

8. Background/supporting papers 

• Appendix 1 MPS Report  - MPS Catering Services Award