PCD 1260 Electronic Security Systems

PCD 1260 Electronic Security Systems

This paper seeks the approval of contract awards of the supply of support and maintenance of electronic security services such as alarm systems, CCTV, and electronic access systems.  The proposed award is at £2,600,000 per annum with a potential term of upto six years. The Metropolitan Police Service will contain the spend against these contracts from within its budget.  

The Deputy Mayor for Policing and Crime is recommended to:   

1. Approval to award the contract, following a successful procurement, in 2 lots with the third party alarm systems (TPAS) element going to a single bidder for a term of 4 years plus a 1 + 1 year extension options. North Lot annual Value at £1,012,000 or £6,072,000 for the full 6 year term. South Lot and TPAS annual value of £1,584,460 or £9,506,760 for the full 6 year  

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

1. Introduction and background  

1. The current support and maintenance contract expires on 30 November 2022.  MOPAC approved the initiation of procurement in December 2021 - see PCD 1087.   

2. Issues for consideration 

1. Electronic Security Systems (ESS) consists of electronic access control, intruder detection systems, personal  attack  alarms  (located  in  public  access  rooms,  front  counters  and  other  vulnerable areas), estate-related closed circuit television surveillance systems and third party alarms outside of MPS property.  

2. This paper seeks approval for the contract award for the support and maintenance for the above functions.   The proposed contract award is in alignment with the previous decision in respect of the lotting arrangements. 

3. This contract ensures the MPS staff, data and property are maintained in a secure and compliant environment which is paramount to supporting operational requirements. 

3. Financial Comments  

1. The estimated annual contract value of  the proposed awards is £2,600,000, over the upto potential six contract years this would be £15,600,000.  The MPS has assured that it will manage the spend against this contract from within existing planned and reactive budgets.  

4. Legal Comments 

1. The MPS Legal Services assure that the the route to market, tender process and the recommendations in this paper are compliant with Public Contract Regulations. 

2. Paragraph 4.14 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has reserved the right to call in:-  

• Any MPS proposal to award a contract for £500,000 or above. 

5. Commercial Issues  

1. At the approval for the initiation of procurement the expected annual contract value was £2m p.a.  Based on tender response values and the pricing model used to evaluate the bids the anticipated contract value could be upto £2.6m.  This comprises a small fixed fee element to cover planned maintenance and variable fees to cover reactive maintenance and to provide a provision for projects which would be funded from specific capital or revenue budgets.  

2. Of the two successful bidders one confirmed to commit to reinvesting 2.5% of the tender agreement, or towards a UK-based Social Value program in partnership with the Metropolitan Police, and the second will work with MPS to develop this area through contract governance meetings as part of continuous improvement. 

6. GDPR and Data Privacy  

7. 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.   

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

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 there to be no negative equality or diversity implications arising from this process negating the requirement to present any mitigation. Any approved suppliers have been evaluated for acceptable equality and diversity statements, as well as their ability to meet the MPS requirements under the Equality Act 2010 as suppliers to MOPAC. 

8. Background/supporting papers 

• Appendix 1 MPS Report - Support and Maintenance for MPS Electronic Security Services (ESS)