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PCD 1244 Gym Equipment and Maintenance

Key information

Reference code: PCD 1244

Date signed:

Date published:

Decision by: Sophie Linden, Deputy Mayor, Policing and Crime

PCD 1244 Gym Equipment and Maintenance

PCD 1244 Gym Equipment and Maintenance 

This paper seeks approval for the re-procurement of the services for the supply, inspection and maintenance of gym equipment. The re-procurement is proposed to be by way of a compliant route to market via a call off tender from an existing Eastern Shires Purchasing Organisation (ESPO) framework. The proposed contract term is for upto eight years and to have a value of £4,435,765. 

The Deputy Mayor for Policing and Crime is recommended to:   

  1. Approve the re-procurement of the Service line through a mini call off tender via identified Framework Agreement (ESPO) with a proposed new total contract value of £4,435,765. This is based on a proposed contract length of 4+2+2 years. 

  1. Approve award of the contract to the successful bidder following the compliant competitive procedure within a 10% tolerance of the values outlined in this paper to be signed off by the MPS Commercial Director under delegated authority.

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

  1. Introduction and background  

  1. The existing contract for the supply, inspection and maintenance of gym equipment expires on 31 January 2023, and there are no further extension routes available. 

  1. Issues for consideration 

  1. A re-procurement is necessary in order to maintain the service and legislative compliance in regard to health and safety. 

  1. The re-procurement will ensure the Metropolitan Police Service (MPS) gym facilities are kept in a functional and compliant condition in support of operational requirements. Some facilities form a direct part of fitness and officer safety training and have additional benefits for general health, fitness and wellbeing of the workforce. 

  1. Financial Comments  

  1. The estimated contract value for this service over the proposed upto eight year term is £4,435,765.  The MPS assure that there is provision to meet these costs from within their existing budgets.  

  1. Legal Comments 

  1. The Mayor’s Office for Policing and Crime (MOPAC) is a contracting authority as defined in the Public Contract Regulations 2015 (the Regulations).  All awards of public contracts for goods and/or services valued at £213,477 or above shall be procured in accordance with the Regulations. This report confirms the value of the proposed contract exceeds this threshold. Accordingly, the Regulations are engaged. 

  1. The MPS assure that the proposed route to market is compliant with the regulations. 

  1. Paragraph 4.13 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has delegated authority to approve all requests to go out to tender for contracts of £500,000 or above.   

  1. Commercial Issues  

  1. This paper seeks approval for the procurement of the supply, inspection and maintenance of gym equipment.  The proposed contract term is for an initial term of four years with two options to extend by two-year periods giving a potential total eight year contract term.  The estimated eight year contract value is £4,435,765.   

  2. The MPS assure that there is no suitable framework agreements within the GLA member organisations that meet the specific requirements of this contract supporting front line policing, and that the nature of the individual requirements and each individual organisation’s timelines deemed a collaboration at this specific procurement not viable.  

  3. Following an assessment of the procurement options available the proposed route to market is to use the Eastern Shires Purchasing Organisation (ESPO) framework.  A mini-tender process will be carried out from this framework. The framework contains a number of Small & Medium Enterprises (SME’s). 

  1. The MPS assure that the re-procurement tender evaluation will include a scored and weighted question for the suppliers bidding to indicate how they will support, contribute  and commit to the delivery of the key principles of the London Anchor Institutions’ Charter. 

  1. 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.   

  1. The MPS assure that there is no use of personal information in regard to staff or public within this contract, and so there are no GDPR issues. 

  1. Equality Comments    

  2. 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 they consider there to be no negative equality or diversity implications arising from this proposal. 

  1. Background/supporting papers 

  1. Appendix 1 MPS Report - The Provision of, Inspection, Maintenance and Supply of Gym Equipment Services.


Signed decision document

PCD 1244 Gym Equipment and Maintenance

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